Readers Rules

Safe handling and security of documents - information for readers

Archives in the University of Botswana's Library are our country's valuable and unique but often fragile heritage. Unfortunately many of the materials in our care are intrinsically weak, having been created using poor quality paper or inks. Others have been damaged at some point through external causes. In fact there is a risk of damage whenever documents are used or handled, and the cumulative effects of bad handling over time can be significant. Therefore, along with archival staff, readers using our collections also have a responsibility to handle documents carefully.

By following common-sense rules and guidelines, summarised below, you can help minimise these risks. All readers will be asked to read the full set of rules (pdf document) and agree to abide by these rules, before they are issued with archival material.

• Pencils only should be used near documents. For obvious reasons no ink, erasers, correcting fluid or sharp instruments are allowed in the reading room.
• No food or drink is allowed. This includes chewing gum, medicinal sweets and bottled water.
• Documents should be placed flat on the table and fully supported. No part of an item should overhang the table. Documents should not be held in the hand and read.
• Hands should be clean. Avoid touching the documents unless you have to. Strips of acid free paper can be provided to you if you wish to bookmark places in the text. Nothing else should be used.
• Documents should not be lent on or notes made on top of them. Nothing should be placed onto a document except reading room weights, if necessary.
• Pages / loose papers should be handled one at a time and turned over carefully avoiding the practice of licking the fingers as an aid. Care must be taken to avoid folding, bending or creasing papers. Pages of bound material should be turned using the corner not the inner bottom edge. Loose papers should be stacked neatly, and kept in their original order, as they are finished with.
• Photos: you will always be asked to use cotton gloves when handling any photographic material or fragile documents, unless they are protected within polyester sleeves.
• Copying requests will be dealt with by archival staff on duty. It will not always be possible to copy material that is fragile or protected by copyright.

To ensure these rules are carried out we do not allow bags, books or pens to be brought into the reading room area. We share this rule with the BDSC Collection. We also ask all users to register with us and provide picture ID.