Subject: Access to Compact Storage areas in Middleton Library

Purpose: To designate access to restricted areas in compact storage in Middleton Library.


The compact storage areas in Middleton Library are utilized by several departments and access to compact storage is determined by those departments.

CIRCULATION

Most access to the Compact Storage area is handled by the Circulation Department.

Only Libraries staff and student workers who are specifically assigned to or responsible for work in the circulation storage area in Middleton Library may have access. Staff and student workers enter Compact only when they have work to do that necessitates their presence there. Facility Services workers may have access so long as it is for official business. LSU Libraries staff or assigned student workers who need to retrieve an item from these stacks for reviewing (including review work by all subject liaisons), cataloging, or withdrawing, and reshelving may have access by checking out the key from room 30 (see attached procedures for specifics). This area is off limits to the public.

GOVERNMENT DOCUMENTS

Only Libraries staff and student workers who are specifically assigned to or responsible for work in the Government Documents locked compact storage area in the Middleton Library may have access. Staff and student workers enter locked compact only when they have work to do that necessitates their presence there. Facility Services workers may have access so long as it is for official business. This areas is off limits to the public.

SERIAL SERVICES

Only Libraries staff and student workers who are specifically assigned to or responsible for work in the Serials Services compact storage area in Middleton Library may have access. Staff and student workers enter Compact only when they have work to do that necessitates their presence there. Facility Services workers may have access so long as it is for official business. LSU Libraries staff or assigned student workers who need to retrieve an item from these stacks for reviewing, cataloging, reshelving, or from the Gifts and Exchange storage area may have access by checking out the key from room 30 (see attached procedures for specifics). This area is off limits to the public.

SPECIAL COLLECTIONS

Special Collections stacks areas in Hill Memorial Library, and Middleton Compact storage, hereafter referred to as Special Collections stacks, will be physically secured by Libraries staff to prevent unauthorized access to them. Staff and student worker access to Special Collections stack areas is limited. Only Libraries staff and student workers who are specifically assigned to or responsible for work in the Special Collections compact storage area in Middleton Library may have access. Staff and student workers enter compact only when they have work to do that necessitates their presence there. No one other than the LSU Libraries staff may enter the Special Collections compact area unless they are escorted by an LSU Libraries staff member or trained student worker. For example, Facility Services workers must be accompanied by an LSU Libraries staff or student workers trained for this. The Facilities Managers of Middleton Library and Hill Memorial Library may enter Special Collections stacks areas in their respective facilities as needed. For assistance or questions contact the Special Collections Reference Desk, Hill Memorial Library, 578-6568. Procedures for access to all Special Collections stack areas are attached to this LPM.


PROCEDURES

GOVERNMENT DOCUMENTS

Staff who remove materials from the compact storage areas reshelve those materials.

Government Documents has a key to locked compact storage for the purpose of providing retrieval for government documents materials requested by patrons at the time items are requested.

CIRCULATION AND SERIAL SERVICES

Staff who remove materials from the compact storage areas reshelve those materials.

Circulation has a key to compact storage for the purpose of providing retrieval for materials requested by patrons at the time items are requested. Non-Circulation staff must check out the key to compact storage from the desk in Room 30.

If access to compact storage is needed after the regular closing time of Room 30 arrangements must be made by the staff member to acquire the key previous to the closing of Room 30 or the access will need to be accomplished the following business day.

Requests for exceptions to these procedures and this policy should be presented to the Head of Circulation or the Head of Serials Services as appropriate.

For procedures to access in case of emergency, see 5, below.

SPECIAL COLLECTIONS

The LSU Libraries seeks to make all materials in the Collections available to students, faculty, and members of the scholarly community, both now and in the future. Environmental hazards and theft are serious threats to the rare and unique materials held by the LSU Libraries in Special Collections. To preserve these materials and provide continuing access to them, all Libraries staff enforce policies and follow procedures that regulate access to the collections, including the following:

1. Facilities Managers for Middleton Library and Hill Memorial Library will cooperate to maintain the physical security of these areas.
   
   
2. Staff and student workers enter the stacks only when they have work to do that necessitates their presence there.
   
   
3. No one other than the LSU Libraries staff designated in 2, above, will enter the Special Collections stacks unless they are escorted by an LSU Libraries staff member or trained student worker. Anyone other than staff designated in 2, above, must arrange with the Special Collections Public Services Desk, Hill Memorial Library, 578-6544 for an escort by an LSU Libraries staff member or trained student worker.
   
   
4. The Facilities Managers of Middleton Library and Hill Memorial Library may enter Special Collections stacks areas in their respective buildings as needed. In addition, the Facilities Manager for Hill Memorial Library will work with the Facilities Manager in Middleton to enforce the security measures necessary to ensure the safety of Special Collections materials. This includes calling the Hill Memorial Library Public Services Desk, 578-6544, to send a staff person to accompany Facility Services staff when they must have access to Special Collections stacks for routine work, not in emergency situations.
   
   
5. In an emergency situation, all Libraries staff are expected to take needed actions to preserve materials in Special Collections. If the emergency occurs in Hill Memorial Library, the Hill Facilities Manager should be alerted immediately; if the emergency occurs in Special Collections stacks in Middleton, both Facilities Managers should be alerted immediately and both will take action to respond to the emergency. Facilities Managers will follow their best judgment for handling emergency situations. If they are not on site, they will authorize access to appropriate personnel.

CONTACTS:

James Abbott, Facilities Manager, Special Collections, 578-6548, Pager 929-3560
Andrena Keesee, Facilities Manager, Middleton Library, 578-4752, Pager 929-3279#
Faye Phillips, Associate Dean, Special Collections, 578-6551, cell 772-5380