University of Florida. George A. Smathers Libraries. Preservation Department

FOR COLLECTION MANAGERS

PROCEDURES FOR
EXAMINING ARCHIVES & LIBRARY MATERIALS
FOR EVIDENCE OF INFESTATION

This article is intended for the inspection materials not yet in archives and library collections. For additional information on the inspection of items already in archives and libraries see Know the Signs of Insect Infestation.

Examination procedures allow the Libraries to treat infested and suspect materials before they reach the shelves and reduce the possibility of infestation. Persons charged with examining or reviewing new acquisitions and library materials in the stacks, in storage and returning from circulation should be familiar with the guidelines, "Know the Signs of Insect Infestation."

For quick review these procedures are divided into three sections:

  1. Off-Site Examination,
  2. In-House Examination, and
  3. Materials Examined in Collections,
    at shelves or at the point of circulation

 

MATERIALS EXAMINED OFF-SITE

  1. Examine shelving, boxes and each item, looking for signs of insect infestation.
  2. If any sign of infestation or possible infestation is detected:
    1. Attempt to capture live insect or insect remains for identification by the Pest Control Officer.
    2. Place obviously infested items – those in which insects, their remains, droppings, eggs or tunnels/nests appear – in a sealed zip-lock bag. Bags are available through the Supplies Office. Other types of plastic bags may be used if sealed tightly.
    3. Place bagged infested items in a box. Seal the box with packing tape.
    4. Label boxes "INFESTED. DO NOT OPEN." This material must not enter the Libraries under any circumstances before insect eradication.
    5. Contact the Libraries Preservation Department (John Freund: 2-6962) and make arrangements for freezing. Box should be delivered to and treated by Preservation before it enters the Libraries.
  3. If no sign of infestation or possible infestation is detected, proceed with acquisition, distribution, etc. as normal.

 

MATERIALS EXAMINED IN-HOUSE

  1. Examine sealed package carefully, looking for signs of insect infestation before opening.
  2. If any sign of infestation or possible infestation is detected, notify the Preservation Department (telephone: 2-6962). If Preservation staff cannot come immediately to examine the package, quarantine it.
    • Preservation staff will examine the quarantined package. If treatment is necessary, you will be required to make arrangements to deliver the package to the Preservation Department, Smathers Library, during open hours.  (telephone: 2-6962).
  3. If no sign of infestation or possible infestation is detected, open the package.
  4. Examine each item within the package, looking for signs of insect infestation.
  5. If any sign of infestation or possible infestation is detected, notify the Preservation Department (telephone: 2-6962). If Preservation staff cannot come immediately to examine the item, quarantine the item and others originally packaged with it.
    • Closely examine any other packages or materials which may have arrived with or come from the same original vendor or donor location.
    • Preservation staff will examine the quarantined item(s). If treatment is necessary, you will be required to deliver the package to the Preservation Department, Smathers Library between 8 AM and 5 PM Monday - Friday.
    GUIDELINES FOR PACKAGE QUARANTINE
    1. Place package in a plastic bag if available.
    2. Place in a box .
    3. Seal the box with packing tape.

 

MATERIALS EXAMINED IN COLLECTIONS,
AT SHELVES OR AT THE PONT OF CIRCULATION

  1. Examine shelving and each item, looking for signs of insect infestation.
  2. If any sign of infestation or possible infestation is detected:
    1. Attempt to capture live insect of insect remains for identification by the Pest Control Officer.
    2. Place obviously infested items (i.e., those in which insects, their remains, droppings, eggs, tunnels/nests) in a zip-lock or other tightly sealed plastic bag. Bags are available from the Supplies Office.
    3. Notify the Preservation Department  (telephone: 2-6962) immediately, reporting the exact location and nature of the infestation.
      • The Conservator will verify the infestation and engage  Pest Control and Library Facilities.
    For additional information or reference assistance contact the Preservation Department at (preserve@mail.uflib.ufl.edu).

    Last Revised: 2002 November 12.