Purpose
The HPNL seeks to provide patrons with access to newspapers in the available format that best meets their needs. This policy explains our procedures for identifying the best available format, and our criteria for limiting access to a print newspaper, even when no other available format would meet a patron’s need. Some newspapers in our collection are so fragile that they are considered to be in “last use” condition. Last use condition means that the next use of the newspaper will probably result in its destruction. Newspapers in last use condition are reserved for preservation reformatting.
Procedures
When a patron requests a print newspaper from our collection, HPNL staff will first determine, through a reference interview, whether another available format (usually microfilm or electronic) will satisfy the patron’s need as well as the original print. If no other available format will satisfy the patron’s need, then HPNL staff will initiate a request to have the newspaper retrieved from our remote storage facility. It will usually take 1 to 3 days for a newspaper to arrive from our remote storage facility.
When the newspaper arrives, HPNL staff will evaluate the newspaper’s condition. If the newspaper is considered to be in usable condition, then we will notify the patron that the newspaper has arrived and is ready to be used. Patrons may retrieve their requested newspapers at the HPNL circulation desk. Patrons must leave their Library Card (either a valid University of Illinois library card, or a valid library card from an affiliated CARLI institution) at the HPNL circulation desk while they are using a print newspaper. Patrons not affiliated with the University of Illinois or a CARLI institution may use a state-issued photo identification (such as a driver’s license). Newspapers must be used during HPNL’s hours of operation.
Unbound newspaper issues will be served to patrons one issue at a time. Unbound newspaper issues should be handled with care and should be rested flat on the table. For bound volumes of small-format newspapers, a foam cradle will be furnished to provide additional support of the bound newspaper.
HPNL staff will assist and direct patrons in the proper handling of print newspapers. Patrons will be asked to wash and dry their hands thoroughly before using a print newspaper, in order to limit the transfer of moisture and oils from fingers to paper. In some cases patrons may be asked to wear cotton gloves. Special weights will be used to keep tightly bound volumes of small-format newspapers open. Patrons should not use force to open tightly bound volumes.
Patrons may only use pencils or computers when working with print newspapers, but not pens. Patrons must not make marks of any kind on the print newspapers. Absolutely no beverages are permitted while a patron works with print newspapers, and food is always prohibited in the HPNL.
Newspapers may not be taken out of the HPNL without permission of the Newspaper Librarian. (The most common reason for wanting to take a newspaper out of the HPNL is to have a page scanned using one of the Library’s aerial scanners.) Patrons are advised to request this permission before arriving to use the newspaper. Any print newspaper taken outside of the HPNL must be accompanied at all times by an HPNL staff member. To ensure that we have a staff member available to accompany the patron, we request that patrons who wish to take a print newspaper outside of the HPNL plan their visits in advance with HPNL staff.
If a Print Newspaper Cannot Be Used
Some newspapers in our collection are so fragile that they are considered to be in “last use” condition. Last use condition means that the next use of the newspaper will probably result in its destruction. Newspapers in last use condition are reserved for preservation reformatting. As described above, every newspaper is evaluated for condition by HPNL staff before it is made available to patrons. If HPNL staff determine that a newspaper’s condition is brittle or otherwise compromised, they will request a second evaluation from personnel in the Library’s Preservation Department. The Newspaper Librarian, in consultation with the Preservation Librarian, has the final say on whether or not a print newspaper may be used. If the Newspaper Librarian decides that a print newspaper cannot be used, then the Library will make every effort to locate an alternative copy. If no other copy of the newspaper is available, then HPNL’s copy will be reformatted by the Preservation Department, and the reformatted copy made available to the patron upon completion. The reformatting process (initial evaluation, cataloging, collation, reformatting, quality-assurance testing, and recataloging) can take up to 1 year.