By Nora Dempsey, Associate Collections Conservator 

Toward the end of 2020, Harvard Library Preservation Services (HLPS) staff shared guidelines for handling collection materials during virtual consultations. These guidelines were created in response to COVID-19-related restrictions on access to library materials and in-person meetings. We welcomed the opportunity to share these recommendations on November 18th, the American Institute for Conservation’s (AIC) Ask A Conservator Day, a day that celebrates and honors international collaboration and exchange of knowledge within the conservation field. The document we created, HLPS Recommendations for Remote Consultation, can be found on the HLPS website.  

Our Ask a Conservator event included presentations, a live demo, and discussion on how to safely handle library materials while engaging in virtual consultations. We talked about scenarios as simple as sending a photo of damage to preservation, to an elaborate, multi-camera set-up for a course presentation. Colleagues across the library shared what they are trying, what they are being asked for, and what has and hasn’t worked.  

The basic guidelines are very simple, and specifics depend much more on what technology you have available, what kind of materials you are handling, and exactly what information you are trying to share.  

• Start with the information you need to convey, map out what you’ll need to show, and decide how to prioritize the safety of the material, before you get to the actual consultation.  

• Remember that you’ll need to focus on the material and use both hands if you need to move anything during a pre-recorded video or video call. Make sure that you aren’t holding your camera in one hand or watching the screen as you make adjustments with the other.  

• Consider placing the material on a support paper or board so it can be moved in or out of view without being handled directly.  

• Practice any movement of the material to ensure that your set-up is sufficient for safe handling during the consultation.  

These guidelines are intended to facilitate remote conversations about collection material between preservation services, library departments (such as imaging services or access services), staff at other repositories, and faculty during a time when meetings are conducted virtually. We did not address high-image-quality scanning or specific technology recommendations, although we could refer you to colleagues who are better equipped to answer those questions. 

Our staff continue to experiment with different set-ups, technology, and equipment, both at home and in our labs and offices. We have gained a new appreciation of the power of the modern mobile phone and we have explored higher-tech options. We are encouraging colleagues to consider if sending a photograph could be equally, if not more, effective than a video call. When possible, we recommend a conversation about the consultation beforehand, to ensure that everybody is on the same page. Primarily, we are finding that communication, while in some ways more challenging, is more important and more valuable than ever.  

The best way to ensure safe handling of collection materials is, as with most things, greater communication. We welcome your questions about all things preservation-related, general and specific, especially in this challenging time of remote contact. Whether you reach out to an individual staff person in our department, send a message to our general email addresses, or explore our Preservation Liaisons program, we would be happy to hear from you and help address your specific circumstances.  

• Email Weissman Preservation Center.
• Email Collections Care.
• Explore our Preservation Liaisons Program.