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You’re a librarian with rare books to protect. How can you keep them safe from thieves?

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As a librarian, you have the responsibility of preserving and protecting rare books that are valuable for their historical, cultural, or artistic significance. However, you also face the risk of theft, vandalism, or damage from natural or human-caused disasters. How can you keep your rare books safe from thieves and other threats? Here are some tips and best practices to follow.

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Zafar Imam Khan

Learning Resources Manager at Hamdan Bin Mohammed Smart University
Lalraj V.T.

Assistant Librarian | Presidency University Banglore | UGC NET in Library and Information Science
Meredith Eliassen

Associate Librarian, Lecturer/Special Collections Librarian at San Francisco State University

1 Assess your collection

The first step is to identify and catalog your rare books, and determine their condition, rarity, and value. You can use tools such as the Rare Book Hub, the Antiquarian Booksellers Association of America, or the International League of Antiquarian Booksellers to find comparable prices and market trends. You should also document any special features, provenance, or markings that make your books unique or authentic. Keep a digital and physical record of your inventory, and update it regularly.

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Zafar Imam Khan

Learning Resources Manager at Hamdan Bin Mohammed Smart University
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Simple u need to have bank like security system installed in the rare materials sections..simple..installing gates, cctv surveillance, access key, cabinets all needs to be of the best and digitised security system too.

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Jelito Alfaro Jr.

Librarian at House of Representatives
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In preserving rare books, the goal is clear: protect yet share. Digitization is the tool—simple and effective. It guards the physical while opening the knowledge within to all. Less handling means less damage; more digital access means wider learning. This approach extends the life of the books and multiplies their value by making their content universally accessible. It's a strategy of strength, ensuring these treasures endure and educate far into the future.

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2 Secure your storage

The next step is to store your rare books in a safe and controlled environment. You should choose a location that is away from direct sunlight, heat, humidity, dust, pests, and water sources. You should also use acid-free boxes, sleeves, or wrappers to protect your books from wear and tear, and avoid stacking or crowding them. You should also install locks, alarms, cameras, or sensors to prevent unauthorized access or tampering. You should also limit the number of staff or visitors who can handle or view your rare books, and train them on proper handling techniques.

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Lalraj V.T.

Assistant Librarian | Presidency University Banglore | UGC NET in Library and Information Science
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If the book is old, you can make Digital Archives using Content Management Systems like Drupal, Joomla, etc. and Scan and upload the books.

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3 Insure your assets

The third step is to insure your rare books against theft, loss, or damage. You should consult with a specialized agent or broker who can help you find the best coverage and policy for your needs. You should also review your policy regularly, and update it if your collection changes or grows. You should also keep receipts, appraisals, photos, or certificates of authenticity to prove your ownership and value of your rare books. You should also report any incidents or claims promptly and accurately.

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4 Monitor your risks

The fourth step is to monitor your risks and take preventive measures to reduce them. You should conduct regular audits, inspections, and maintenance of your rare books and storage facilities. You should also follow the guidelines and standards of the American Library Association, the Library of Congress, or the National Fire Protection Association for fire safety, emergency preparedness, and disaster recovery. You should also network with other librarians, collectors, or experts who can offer advice, support, or resources.

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5 Educate your audience

The fifth step is to educate your audience and raise awareness about the importance and value of your rare books. You should create exhibits, programs, or publications that showcase your collection and its stories. You should also collaborate with other libraries, museums, or institutions that share your mission and vision. You should also engage with the public, media, or donors who can support your efforts and appreciate your work.

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Meredith Eliassen

Associate Librarian, Lecturer/Special Collections Librarian at San Francisco State University
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Educating your audience has little to do with importance and monetary value in rare books when the books are rare vessels for ideas. Sometimes the contents (ideas) come in a rare vessel that has been beat up. The key is opening up the world of ideas and teach how to critically think about those ideas. For instance Theodore Weld’s treatise on slavery comes on a modest vessel but presented valuable ideas in its time. Second to the ideas in the book, teaching your audience how to handle rare and fragile material is important for collection conservation and security.

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6 Learn from others

The sixth step is to learn from others who have faced similar challenges or successes in protecting their rare books. You should research and follow the examples of libraries such as the Beinecke Rare Book and Manuscript Library at Yale University, the Folger Shakespeare Library in Washington, D.C., or the Harry Ransom Center at the University of Texas at Austin. You should also join or attend professional associations, conferences, or workshops that focus on rare book librarianship, conservation, or security.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Abdelhakim ELFARKANE

Head Librarian | Translation, Copywriting, Project Management | Engaged observer
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Public awareness: raise awareness among patrons and the public about the value of rare books and the consequences of theft. Display informational signage and conduct educational programs on the importance of preserving cultural heritage materials.

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You’re a librarian with rare books to protect. How can you keep them safe from thieves?

1

2

3

4

5

6

7

1 Assess your collection

2 Secure your storage

3 Insure your assets

4 Monitor your risks

5 Educate your audience

6 Learn from others

7 Here’s what else to consider

Library Services

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You’re a librarian with rare books to protect. How can you keep them safe from thieves?

1

2

3

4

5

6

7

1 Assess your collection

2 Secure your storage

3 Insure your assets

4 Monitor your risks

5 Educate your audience

6 Learn from others

7 Here’s what else to consider

Library Services

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