Public Services in Special Collections, SPEC Kit 296 (November 2006)

Turcotte, Florence; Nemmers, John

Public Services in Special Collections · 23
“Open stack reference collection.”
“Reference collection in reading room accessible by patrons.”
“We have a few collections that are stored offsite, but we are in the process of bringing them back.”
4. Please estimate the percentage of processed Special Collections materials that are findable
through the following types of intellectual access tools. N=76
Percentage N Min Max Mean Median Std Dev
Catalog record in local OPAC 74 2.0 100 73.2 82.5 27.2
Finding aid or descriptive guide
(online)
72 1.0 100 50.0 50.0 31.5
Catalog record in WorldCat or
other union catalog
71 1.0 100 68.1 80.0 29.0
Finding aid or descriptive guide
(print)
70 1.0 100 60.7 70.0 32.5
General description of collection
on a Web site
62 1.0 100 67.4 77.5 33.7
Card catalog or other print tool 44 1.0 100 40.9 31.5 33.4
Publicly-accessible database
other than the library catalog
34 1.0 100 28.4 12.5 32.0
Other 8 0.1 85 27.5 16.0 33.3
Please describe other access tool.
.10% CD/ROMs
3% Online exhibits and digitization projects
5% Folklore
15% University Archives databases that are not yet publicly accessible
20% Local indexes to photos and vertical files and some manuscripts
85% Shelf list
— Accession list
— Printed bibliographies

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22 · SPEC Kit 296
How many hours per week are Special Collections reference and other public services available
to patrons? N=79
Average number of hours per week reference/public services are available:
Minimum Maximum Mean Median Std Dev
27.5 83.0 45.1 44.0 9.7
hours per Week Public services are available
0
10
20
30
40
50
60
N 2 11 52 9 3 3
20–29 30–39 40–49 50–59 60–69 70
3. Please indicate how Special Collections materials are stored. Check all that apply. N=79
In on-site closed stacks that are accessible by staff only 77 98%
In off-site closed stacks that are accessible by staff only 51 65%
In digital formats that are accessible online 51 65%
In stacks that are open to the public 11 14%
Other 6 8%
Please explain other storage arrangement.
“Both on- and off-site closed stacks.”
“Microform.”
“Most are stored in closed stacks, but a small portion are in open stacks (reference materials, heavily used
materials).”

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24 · SPEC Kit 296
Patron Registration
5. Special Collections patrons are typically required to register before using items from the
collection. Are patrons of your Special Collections department/unit/library required to complete
a registration form prior to receiving reference service or only prior to using materials in the
collection? N=79
Registration required:
N
On-site Patrons
N=76
Off-site Patrons
N=65
Yes No Yes No
Prior to receiving reference service 71 30 41 2 58
Prior to using materials 76 76 — 26 36
Do not require registration 9 3 9
Selected Comments from Respondents
“Although we tend to have our on-site researchers register as soon as they enter the research room, it is not
required that they register prior to receiving reference service. We try to register our off-site patrons, but we
are not consistent in this.”
“Depends on the type of ‘reference service,’ of course. Registration may be required or may not for on-site
patrons. I’m not sure how an off-site patron can meaningfully register.”
“Except for digital collections our collections are never used off-site.”
“For off-site patrons, patrons don’t fill out a form, but staff do ask for the information and record it in an
Access database.”
“For telephone and e-mail reference and access requests, staff complete the form. If a patron is a walk-in,
he/she completes the form.”
“Interview patrons first to determine whether they need Special Collections materials before troubling them to
register.”
“Many visitors receive preliminary reference service before full registration to determine whether they need to
use departmental holdings or whether they will need to use other library resources.”
“Not a formal registration form but more of a sign-in registry log.”
“Off-site patrons are e-mail, phone, fax. Do not register but sent indemnification form with materials.”
“Off-site patrons are required to complete a ‘Request for Duplication’ form.”
“Off-site patrons are required to sign a ‘Notification to Publish’ form and fill out a ‘Service Request’ form but
not register.”
“Off-site patrons have access to our catalog and most of our finding aids. They can request reference service
and, as appropriate, they can request copies or scans of material.”

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources