LIBRARY REGULATIONS.
No feature in library administration is more important than the
regulations under which the service of the library is conducted. Upon
their propriety and regular enforcement depends very much of the utility
of the collection.
Rules are of two kinds, those which concern the librarian and assistants,
and those which concern the public resorting to the library. Of the first
class are the regulations as to hours, division of labor, leaves or
vacations of employees, &c. The larger the library, and consequently the
force employed, the more important is a careful adjustment of relative
duties, and of the times and seasons to be devoted to them. The
assignment of work to the various assistants will naturally depend upon
their respective qualifications. Those who know Latin, and two or more of
the modern languages, would probably be employed upon the catalogue.
Those who are familiar with the range of books published, in literature
and science, will be best qualified for the service of the reading-room,
which involves the supply of books and information. In direct proportion
to the breadth of information possessed by any one, will be his
usefulness in promptly supplying the wants of readers. Nothing is so
satisfactory to students in libraries, or to the casual seekers of
information of any kind, as to find their wants immediately supplied. The
reader whom an intelligent librarian or assistant answers at once is
grateful to the whole establishment; while the reader who is required to
wait ten to twenty minutes for what he wants, becomes impatient and
sometimes querulous, or leaves the library unsatisfied.
One rule of service at the library desk or counter should be that every
assistant there employed should deem it his duty to aid immediately any
one who is waiting, no matter what other concerns may engage his
attention. In other words, the one primary rule of a public library
should be that the service of the public is always paramount. All other
considerations should be subordinate to that.
It is desirable that assistants in every library should learn all
departments of library work, cataloguing, supplying books and
information, preparing books for the shelves, etc. This will enable each
assistant to take the place of another in case of absence, a most
important point. It will also help to qualify the more expert for
promotion.
A second rule for internal administration in any library should be that
all books are to be distributed, or replaced upon their shelves, daily.
If this is not systematically done, the library will tend to fall into
chaos. And even a small number of volumes not in their places will
embarrass the attendants seeking them, and often deprive readers of their
use--a thing to be always sedulously avoided.
In the Library of Congress, the replacement of books upon the shelves is
carried out much more frequently than once daily. As fast as books come
in at the central desk by the returns of readers, they are sent back
through the book-carriers, to the proper floors, where the outside
label-numbers indicate that they belong, and replaced by the attendant
there on their proper shelves. These mechanical book-carriers run all
day, by electric power, supplied by a dynamo in the basement, and, with
their endless chain and attached boxes constantly revolving, they furnish
a near approach to perpetual motion. Thus I have seen a set of Macaulay's
England, called for by ticket from the reading-room, arrive in three
minutes from the outlying book-repository or iron stack, several hundreds
of feet distant on an upper floor, placed on the reader's table,
referred to, and returned at once, then placed in the book-carrier by the
desk attendant, received back on its proper floor, and distributed to its
own shelf by the attendant there, all within half an hour after the
reader's application. Another rule to be observed by the reading-room
attendants is to examine all call-slips, or readers' tickets, remaining
uncalled for at the close of each day's business, and see if the books on
them are present in the library. This precaution is demanded by the
security of the collection, as well as by the good order and arrangement
of the library. Neglect of it may lead to losses or misplacements, which
might be prevented by careful and unremitting observance of this rule.
Another rule of eminent propriety is that librarians or assistants are
not to read newspapers during library hours. When there happen to be no
readers waiting to be helped, the time should be constantly occupied with
other library work. There is no library large enough to be worthy of the
name, that does not have arrears of work incessantly waiting to be done.
And while this is the case, no library time should be wasted upon
periodicals, which should be perused only outside of library hours. If
one person employed in a library reads the newspaper or magazine, the bad
example is likely to be followed by others. Thus serious inattention to
the wants of readers, as well as neglect of library work postponed, will
be sure to follow.
A fourth rule, resting upon the same reason, should prevent any long
sustained gossip or conversation during library hours. That time belongs
explicitly to the public or to the work of the library. The rule of
silence which is enforced upon the public in the interest of readers
should not be broken by the library managers themselves. Such brief
question and answer as emergency or the needful business of the library
requires should be conducted in a low tone, and soon ended. Library
administration is a business, and must be conducted in a business way. No
library can properly be turned into a place of conversation.
All differences or disputes between attendants as to the work to be done
by each, or methods, or any other question leading to dissension, should
be promptly and decisively settled by the librarian, and of course
cheerfully submitted to by all. Good order and discipline require that
there should be only one final authority in any library. Controversies
are not only unseemly in themselves, but they are time-consuming, and are
liable to be overheard by readers, to the prejudice of those who engage
in them.
Another rule to be observed is to examine all books returned, as
carefully as a glance through the volume will permit, to detect any
missing or started leaves, or injury to bindings. No volume bearing marks
of dilapidation of any kind should be permitted to go back to the
shelves, or be given to readers, but placed in a bindery reserve for
needful repairs.
It should hardly be necessary to say that all those connected with a
public library should be carefully observant of hours, and be always in
their places, unless excused. The discipline of every library should be
firm in this respect, and dilatory or tardy assistants brought to regard
the rule of prompt and regular service. "No absence without leave" should
be mentally posted in the consciousness and the conscience of every one.
Another rule should limit the time for mid-day refreshment, and so
arrange it that the various persons employed go at different hours. As to
time employed, half-an-hour for lunch, as allowed in the Washington
departments, is long enough in any library.
Furloughs or vacations should be regulated to suit the library service,
and not allow several to be absent at the same time. As to length of
vacation time, few libraries can afford the very liberal fashion of
twelve months wages for eleven months work, as prevalent in the
Washington Departments. The average vacation time of business
houses--about two weeks--more nearly corresponds to that allowed in the
smaller public libraries. Out of 173 libraries reporting in 1893, 61
allowed four weeks or more vacation, 27 three weeks, 54 two weeks, and 31
none. But in cases of actual illness, the rule of liberality should be
followed, and no deduction of wages should follow temporary disability.
Where many library attendants are employed, all should be required to
enter on a daily record sheet or book, the hour of beginning work. Then
the rule of no absence without special leave should be enforced as to all
during the day.
We now come to such rules of library administration as concern the
readers, or the public. The rule of silence, or total abstinence from
loud talking, should be laid down and enforced. This is essential for the
protection of every reader from annoyance or interruption in his
pursuits. The rule should be printed on all readers' tickets, and it is
well also to post the word SILENCE, in large letters, in two or more
conspicuous places in the reading-room. This will give a continual
reminder to all of what is expected, and will usually prevent any loud
conversation. While absolute silence is impossible in any public library,
the inquiries and answers at the desk can always be made in a low and
even tone, which need attract no attention from any readers, if removed
only a few feet distant. As there are always persons among readers who
will talk, notwithstanding rules, they should be checked by a courteous
reminder from the librarian, rather than from any subordinate. This--for
the obvious reason that admonition from the highest authority carries the
greatest weight.
Another rule, which should always be printed on the call-slips, or
readers' tickets, is the requirement to return books and receive back
their tickets always before leaving the library. This duty is very
commonly neglected, from the utter carelessness of many readers, who do
not realize that signing their ticket for any book holds them responsible
for it until it is returned. Many are unwilling to spend a moment's time
in waiting for a ticket to be returned to them. Many will leave their
books on tables or seats where they were reading, and go away without
reclaiming their receipts. While complete observance of this rule is of
course hopeless of attainment in a country where free and easy manners
prevail, every librarian should endeavor to secure at least an
approximate compliance with a rule adopted alike for the security and
good order of the library, and the efficient service of the reader.
All readers should be privileged to reserve books from day to day which
they have not completed the use of, and instructed always to give notice
of such reservation before leaving the library. This saves much time,
both to the reader and to the librarian in sending repeatedly for books
put away needlessly.
In a circulating library, a fixed rule limiting the time for which a book
may be kept, is essential. This may be from three days to two weeks,
according to the demand for the book, but it should not exceed the latter
period. Still, a renewal term may be conceded, provided the book is not
otherwise called for. A small fine of so much a day for each volume kept
out beyond the time prescribed by the rule, will often secure prompt
return, and is the usage in most libraries where books are lent out. In
the Boston Public Library no renewals are allowed. A rule requiring the
replacement or repair of books damaged while in the hands of a reader
should be printed and enforced. It may properly be waived where the
damage is slight or unavoidable.
In public circulating libraries, a rule of registration is required, and
in some libraries of reference also; but in the Library of Congress all
readers over sixteen are admitted without any formality or registration
whatever.
In popular libraries, the need of a registry list of those entitled to
borrow books, is obvious, to prevent the issue to improper or
unauthorized persons; as, for example, residents of another town, or
persons under the prescribed age of admission to library privileges. A
printed library card should be issued to each person privileged to draw
books; corresponding in number to the page or index-card of the library
record. Each card should bear the full name and address of the applicant,
and be signed with an obligation to obey the rules of the library. On
this card all books drawn may be entered, always with month and day date,
and credited with date of return, the parallel entries being at the same
time made in the library charging record.
Library cards of registration should be issued for a limited period, say
twelve months, in order to bring all persons to a systematic review of
their privilege, and should be renewed annually, so long as the holder is
entitled to registration. No books should be issued except to those
presenting registration cards, together with a call-slip or ticket for
the book wanted.
Another rule should fix a limit to the number of volumes to be drawn by
any reader. Two volumes out at any one time would be a fair limit. If
made more to all readers, there is likely to be sometimes a scarcity of
books to be drawn upon; and if a few readers are permitted to draw more
than others, the charge of undue favoritism will be justified.
Another rule should be that any incivility or neglect on the part of any
library attendant should be reported to the librarian. In such cases, the
attendant should always be heard, before any admonition or censure is
bestowed.
An almost necessary rule in most libraries is that no book should be
taken from the shelves by any person not employed in the library. The
exceptions are of course, the books provided expressly for the free and
open reference of the readers.
Another essential rule is that no writing or marks may be made in any
library book or periodical; nor is any turning down of leaves permitted.
A printed warning is important to the effect that any cutting or defacing
of library books or periodicals is a penal offense, and will be
prosecuted according to law.
The regulations for admission to library privileges are important. In
this country the age limitation is more liberal than in Europe. The
Boston Public Library, for example, is free to all persons over twelve
years of age. In the Library of Congress, the age limit is sixteen years
or upward, to entitle one to the privileges of a reader. In the Astor
Library, none are admitted under nineteen, and in the British Museum
Library none below twenty-one years.
The hours during which the library is open should be printed as part of
the regulations.
All the library rules should be printed and furnished to the public. The
most essential of them, if carefully expressed in few words, can be
grouped in a single small sheet, of 16mo. size or less, and pasted in the
inside cover of every book belonging to the library. Better still, (and
it will save expense in printing) let the few simple rules, in small but
legible type, form a part of the book plate, or library label, which goes
on the left-hand inner cover of each volume. Thus every reader will have
before him, in daily prominence, the regulations which he is to observe,
and no excuse can be pleaded of ignorance of the rules.
As no law is ever long respected unless it is enforced, so no regulations
are likely to be observed unless adhered to in every library. Rules are a
most essential part of library administration, and it should be a primary
object of every librarian or assistant to see that they are observed by
all.