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Guidelines for Materials to Be Housed in the EAL Special Collections The EAL Special Collections provides special processing,

housing, and supervised use of selected materials in the holdings of the Libraries to protect and preserve them for long-term access. These materials are primarily older, rare, or valuable Chinese, Japanese, and Korean language materials. Many of the EAL materials that fall into the category of Special are identified in regular stacks, and then transferred to secure storage for special handling or special processing and description. The following guidelines are intended to help EAL librarians determine when a transfer of materials to the EAL Special Collections may be appropriate, and to explain what is required in making such a transfer. Characteristics to be evaluated when considering transfer to the EAL Special Collections Criteria for the Special Collections Materials in the East Asia Library These criteria are developed taking into consideration the information needs and history of East Asian, particularly Chinese, Japanese and Korean, publishing and printing industries as well as the established criteria of the University Libraries. The following materials require careful handling and security. - Antiquarian materials. Books, maps, and prints were published before 1840 for Chinese, 1868 for Japanese, 1910 for Korean languages. - Post-antiquarian materials. Books, maps, and prints published after the above dates for the CJK materials that present unique printing, paper, binding issues in the late 19th and early 20th centuries. Examples include the Korean literary publications from Liberation period (1945 1950). - Manuscripts. - Limited editions, rare editions, and special printings. - Valuable books. The contemporary market values of which are more than $800.00. - Elaborate facsimile reproductions. - Archival materials, which have value as primary sources for scholars in East Asian studies or the East Asia Library. Textual records, photographs, cartographic materials, audiovisual materials, technical drawings, newspapers, pamphlets, flyers, posters, and other graphic materials. - Valuable objects such as book arts, paintings, calligraphy, crafts, and other cultural heritage materials.

- Private collections, which have scholarly value or local significance. Example: Paine Collection (Japanese) - Intangible materials. Some born-digital materials which have value as primary sources for scholars in East Asian studies or the East Asia Library. Example: The images of Chinese rare books digitized by Taiwan Central Library Justifications for Transferring Materials into the EAL Special Collections Room If one or more of the following is true, then a book may be considered for transfer to the EAL Special Collections. For space planning and management consideration, the subject librarian needs to consult the Director of EAL before making the transfer.

UniquenessIs the material one of a kind? RarityAre there very few holdings in other repositories around the world? Would the material be difficult or impossible to replace? Financial ValueDoes the material have a very high monetary value? Artifactual value-Does the material have intrinsic artifactual value? Is it as important to preserve the original physical object as it is to preserve the information it contains? Risk of Vandalism or TheftIs the material particularly desirable to private collectors or otherwise at high risk of being cut, defaced, or stolen? Physical IntegrityDoes the material require supervised use in order to prevent the components from becoming scattered, lost, or hopelessly scrambled? Descriptive RequirementsDo the materials require special arrangement and description beyond traditional library practices in order to be useful to researchers?

Requirements for transferring to or acquiring materials for the EAL Special Collections If a subject librarian is considering accepting a gift or making a purchase with the intention of housing the material in the EAL Special Collections, he/she needs to contact the Director of EAL before acquiring the material. No materials should be accepted with the intention that they will be housed in the EAL Special Collections without the Director being brought into the discussion before a collection is accepted. If possible, the Director of EAL should be involved before a dealer/donor is contacted about any material. The related cataloger will be consulted, as needed, as regards technical processing requirements of the materials under consideration. Subject librarians must provide a written rationale for placing material in the EAL Special Collections, with particular consideration of the characteristics detailed above. The potential gift/purchase should be discussed with the EAL Director in order to evaluate whether or not the material should be placed in Special Collections, the space needed for housing, and any special preservation, cataloging, and servicing requirements of the material. Depending on the material to be acquired and where it will be housed, EAL or Suzzallo, contact the EAL director or Suzzallo SC curators as follows: If a manuscript or visual materials collection is being donated, the subject librarian must work with the donor before the collection is acquired, in order to appraise the materials and settle

terms of copyright, access, and use. A signed Deed of Gift must accompany the collection. The selector should work with the curator in order to arrange contacts with the donor. Intellectual access Materials coming to the EAL Special Collections will be cataloged at the item level in the OPAC, subject librarians must identify and work with the appropriate cataloger in a timely manner to assure full cataloging within one year of receipt of the material. Collections processing and materials support The subject librarian, working with the appropriate cataloger, decides the processing priority for the incoming collection or transfer. If a subject librarian desires special or accelerated processing for a collection, he/she will need to raise the funds to pay for the processing as estimated by the EAL cataloging librarian. This processing priority will be folded into EAL existing workflow and obligations. Preservation For the purpose of preservation, all the lights in the Special Collections Room should be minimized at all times except for signs such as emergency exit. It is also important to regulate the temperature and relative humidity at a certain level in order to preserve the collections. Many museums have set their relative humidity at 45% and gallery temperatures between 65 and 68 degrees Fahrenheit. Although our environment is not exactly the same as most museums, the EAL Special Collections staff should make an effort to follow the common museum standards. Data log for the environment control such as temperature and relative humidity should be kept regularly. The current practice of measuring the temperature and relative humidity data is done every 6 months by Stephanie Lamson, the Preservation librarian. It is also critical to check and notice maintenance related issues such as roof damage, water leaking, heater malfunction and electrical problems. When any maintenance issues are found, contact Library Facilities immediately. You can reach Library Facilities at (206) 543-2009. Vacuum cleaning (instead of dusting) should be done quarterly by using an adjustable suction vacuum cleaner with filter. If needed, use microfiber cloth to wipe collections to help protect the materials housed in the Special Collections Room. If materials to be placed in the Special Collections Room need special preservation attention, the subject librarians actively seek funding to cover both supplies and staff time required for any extensive re-housing. Shelving and storage In all decisions for addition to the EAL Special Collections, the availability of appropriate shelving space will be a primary consideration; the EAL Special Collections will not accept any collection that it cannot appropriately house. This consideration includes collections that

consume all remaining special shelving, thereby preventing the EAL Special Collections from continuing to collect other materials of a similar nature, which are more central to its curatorial mission. Mitigation of impact on other collections and services The EAL Special Collections does not accept moldy or infested materials, or any other materials deemed unsafe and which would put other collections at risk. It may also decline materials with excessive space requirements, or for which servicing places an undue burden on the Special Collections public services staff or facilities. Curatorial responsibility Materials placed in the EAL Special Collections become the responsibility of the EAL. The Director of EAL makes the final decision in consultation with subject librarians on whether or not materials may be reproduced, exhibited, or borrowed, (e.g. for an exhibit.)