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CUL Conservation supports the exhibition program of the Division of Rare and Manuscripts Collections, including loans.  This document describes the established workflow and tasks necessary to facilitate the loan of RMC collections to other Cornell University Library units and Cornell University departments. (see: RMC exhibition and loan documentation for their procedures; see Conservation Workplan: External Loans for the HFJ Museum)

Conservation Contact: Michele Hamill, Head Conservator

CONSERVATION SUPPORT FOR RMC LOANS ON CORNELL UNIVERSITY CAMPUS ( 10 items or less ** ) :  

** Larger numbers of loaned items would require more time and effort in all task categories.  

CONSERVATION WORKFLOW:  

Short-term instruction, study room, or class display uses:  

• Kate Carlin will notify Conservation if a condition review is required and will schedule.
  • Timelines for conservation treatment and any specialized mounts will be determined at this time. Usually 1 month notice is required if treatment/stabilization is needed.
  • Kate Carlin will route and track movement of collection materials to the Conservation Lab.
  • Conservation will document condition and maintain a record.
  • Conservation will stabilize/treat as needed.
• The borrowing unit or department is responsible for providing appropriate display supports for RMC collection materials. These can include foam book supports and commercially available acrylic cradles and stands.  Other mounts (custom cradles, document mounts, sleeving/encapsulation, mats, and frames) will need coordination with Conservation, at least 1 month in advance (or longer depending on circumstances) and may be obtained through outside vendors at the expense of the borrowing unit or department. 
• All RMC materials loaned to another Library unit or Cornell University departments need an outer layer of protection (e.g., an archival box or secure packing).  
  • Conservation can advise on packing and transport, and can assist with packing .
• Hand carry by RMC staff presents some risks.  
  • RMC Curator approval is required for hand carry. 
  • Students or interns do not transport RMC collection items.
    • For student organizations (such as Greek letter societies) a student representative for the organization may hand carry the boxed (or otherwise protected) item, if approved by the University Archivist.
  • Hand carry may be acceptable for small number of stable items, and if the weight of the packed items is low, and weather conditions are safe. Oversize, heavy, or vulnerable materials should be transported by campus
• RMC staff coordinate loan documentation.
• Conservation will review after the loan for condition concerns or needed treatment/housing upgrades.

Exhibition:  

• Conservation can review exhibition information provided by the borrowing unit/department, such as loan dates (exhibit duration and loan period); environmental conditions; staging and storage; display cases and methods; light levels; disaster preparedness; security; staff expertise; exhibition/loan experience.  Site evaluations are not routinely conducted. 
  • Notify curator by email of concerns and recommendations concerning the loan request, facilities, and display methods.
  • Correspond by email with the borrowing unit/department when needed (copying curator and Kate Carlin) to verify how the borrowing institution intends to display the item(s); relay recommendations and specifications (facsimiles, light levels, handling and display methods)
• Kate Carlin will notify Conservation if a condition review is required and will schedule.
  • Timelines for conservation treatment and any needed mounts will be determined at this time. Usually 1 month notice is required if treatment/stabilization is needed.
  • Kate Carlin will route and track movement of collection materials to the Conservation Lab.
  • Conservation will document condition and maintain a record.
  • Conservation will stabilize/treat as needed.
• The borrowing unit or department is responsible for providing appropriate display supports for RMC collection materials. These can include foam book supports and commercially available acrylic cradles and stands.  Other mounts (custom cradles, document mounts, sleeving/encapsulation, mats, and frames) will need coordination with Conservation, at least 1 month in advance (or longer depending on circumstances) and may be obtained through outside vendors at the expense of the borrowing unit or department.
• All RMC materials loaned to another Library unit or Cornell University departments need an outer layer of protection (e.g., an archival box or secure packing).  
  • Conservation can advise on packing and transport, and can assist with packing.
• Hand carry by RMC staff presents some risks.  
  • RMC Curator approval is required for hand carry. 
  • Students or interns do not transport RMC collection items.
  • Hand carry may be acceptable for small number of stable items, and if the weight of the packed items is low, and weather conditions are safe. Oversize, heavy, or vulnerable materials should be transported by campus
• RMC staff coordinate loan documentation.
• Conservation will review after the loan for condition concerns or needed treatment/housing upgrades.

Resources:  

• Protecting Paper And Book Collections During Exhibition: https://www.nedcc.org/free-resources/preservation- leaflets/2.-the-environment/2.5-protecting-paper-and-book-collections-during-exhibition .  

• Pre-made, non-adjustable acrylic cradles are available for purchase. For example, https://www.gaylord.com/Exhibit-%26-Display/Display-Accessories/Cradles-%26-Mounts/Acrylic- Lipped-Open-Book-Cradle/p/HYB00832 )  

• • Adjustable cradles:  
    • https://www.universityproducts.com/benchmark-butterfly-bookmounts.html
    • https://www.benchmarkcatalog.com/collections/benchmark-butterfly-bookmounts  

• Foam book supports are used for classes and instruction. For example, https://www.gaylord.com/c/Medium- Urethane-Book-Mount-Set/p/52171