Stack Cleaning Instructions for Supervisors
Stack cleaning is scheduled for collections every two years, and funded through librarywide preservation.
Estimate the number of GA hours required per number of shelves or sections and consult with the preservation librarian for your maximum project allocation. The following rate is used to estimate time: a section of shelves (a vertical column of shelves on one side of the range) should be cleaned in approximately 25 minutes at Assistant II level; hours will be transferred at this rate. Assistant III hiring is subject to approval by the preservation librarian at the rate of 20 minutes per section.
Coordinate your stack cleaning project with the Facilities Dept. and custodians for best results. If the library floors and carpets can be vacuumed at the same time as your project, stack cleaning efforts will be more effective.
Please review Vacuum Equipment Instructions with all students involved in the project. Proper use of the vacuums will ensure longer life of this expensive equipment.
Filters, extension cords, replacement brushes and rags can be obtained from the Preservation Department. Please return unused supplies. The rags can be washed and reused. Students should keep a light touch while vacuuming books. Be sure the cords are not run over by equipment and that the vacuums are maintained in an upright position. Do not place vacuums on book trucks to raise them off the floor.
You will need to monitor vacuum activity to ensure that filters are changed on a regular basis (see details below). This is especially important for the HEPA vacuums which burn out when the filters are not changed in time. Replacement motors are very expensive.
***Please keep the equipment in a locked room or closet when not in use.
HEPA Vacuums (preferred for large cleaning projects)
For dry vacuuming only.
**The filter bag should be changed when half full or when suction notably decreases. If not changed at that time, vacuuming efficiency can be decreased by 50%. Fine dust is more likely than chunks of debris to clog filter pores and block air circulation. The result is an overheated motor that burns out. If a strong smell is noticed, turn the vacuum off immediately and contact the Preservation Department. After the filter bag has been changed 10-12 times, the corrugated HEPA filter will also be changed. Please monitor HEPA use to ensure that the filters are changed on a regular basis. This will ensure a longer machine life and more effective cleaning.
Please return the vacuum to the Preservation Dept. with a vacuum return slip marked to request filter changing and that you want the vacuum returned to yourself. Preservation staff can provide instruction on filter replacement for large stack cleaning projects. A filter record on each vacuum will be updated by Preservation staff.
Princess Vacuums (floor canister)
These are for dry vacuuming only. Replacement filters are supplied and can easily be replaced (best done outdoors). Supervisors are responsible for monitoring vacuuming activity. If the vacuums are heavily used, the cone filter should be changed once a week, even if the canister is not full. Keep a record of filter changes.
Mark and attach a vacuum return slip to the vacuum and return borrowed equipment and supplies to Preservation. Please send an e-mail to the Preservation Department administrative assistant at the same time.
Submit the Stack Cleaning Report to the Preservation Department within two weeks of completing your project. Supporting paperwork may also be sent, but please complete the report to assist us in preparing your GA transfer in a timely manner. A green sheet transfer will be prepared and a copy sent to your administrative assistant.
Return to UCSD Preservation Guidelines.