UCSD Stack Cleaning Procedures

When dustballs roll off the shelves toward you, it's time for spring cleaning. Stack cleaning is a tedious but necessary part of library maintenance to protect your collections. A clean environment is beneficial for users and staff, creating a more inviting atmosphere in which to work, and helps to prevent infestation by fungus, insects and other pests. A cleaning project is also an opportunity to thoroughly examine the condition of the collection.

The collections of the UCSD Libraries are cleaned on a rotating two year basis. The Preservation Department has available for loan vacuum cleaners (Princess and HEPA dry vacuums), cotton rags, 50-100 foot extension cords and Dust Bunnies™. The library's preservation budget allocates money to cover General Assistance expended on stack cleaning. Contact the Preservation Department for information about stack cleaning projects.

Procedures have been developed for optimal efficiency of cleaning with minimal disturbance and damage to the collections. Coordinate with custodial staff to vacuum carpeting in the stack area at the same time. Schedule workers with adequate break times as the work is strenuous and dirty and have partners rotate duties during a shift. Well-trained assistants will not only take care of the collection, but they can call attention to serious damage or problems in the collection as they work through shelf by shelf.

1. Equip a team of two assistants with a step stool, book truck, sufficient clean cotton rags, a vacuum and two dust masks.
2. On a clipboard, the assistants log the date, time and and their names. Begin at the call number finished during the last shift.
3. Working from the top shelf of a range down, one student removes books a few at a time, and the other student takes and places these books, in order, on the book truck.When moving volumes, be sure to support the remaining row of books with a hand or bookend. Assistants should follow proper book handling techniques, including those for oversized materials.
4. Vacuum the shelf (including empty shelves), and wipe with a clean rag.
5. While one student wipes, the other student can gently vacuum the top of the books. If materials are flaking or fragile, rubberband a doubled cheesecloth over the brush and very gently vacuum.
6. Replace the books, in order, back on the shelf. Adjust properly with a bookend comfortably snugged up to the end, making sure books are not scraping the next shelf up, and that spines are flush with or within the front edge of the shelf..
7. Move down to the next shelf. At the bottom of the section, remove and vacuum under the bottom shelf. Change to a clean rag as necessary. Dust Bunny™ cloths, used in Special Collections only, can be washed in warm water with a mild detergent and reused. Shelves which need additional cleaning power can be washed with a TSP solution. Be sure the shelf completely dries before reshelving the books.
8. Review the proper treatment of vacuum equipment (click for instructions) so as not to damage the machine or cords. The vacuum hose is long enough to reach the top of the range from the floor location. Also, leave the vacuum on while cleaning, do not turn the vacuum on and off frequently. Turning the motor on for only a few minutes at a time can cause serious damage.
9. Monitor suction strength for filter changing. If the suction feels reduced to 50% of normal, it is time to change the filter. Project supervisors must oversee this process by hours of vacuum use and effectiveness (click for instructions).
10. At the end of a shift, record the last call number, total sections cleaned, and lenght of time of the shift on the clipboard. This record will aid the supervisor in compiling statistics at the end of the project.
11. While progressing through the stacks, trained assistants can be aware for problems such as droppings that might signal the presence of rodents or insects, mold or dampness which could indicate a humidity problem or leaky roof. Alert the supervisor right away if serious damage is noticed. Moldy materials should not be moved; stop working and call the project supervisor to contact the preservation librarian immediately! Care of the Library Collections handouts can be obtained from the Preservation Department.
12. Lock equipment up during the night. Upon completing the project, return the equipment and supplies to the Preservation Department.

Damaged materials needing repair should not be pulled from the stacks at this time, unless there is a serious problem that needs immediate attention. Record its call number on a separate sheet of paper with a brief note on the condition or treatment required.

Return to UCSD Preservation Guidelines.