Rare Book Policy
The Library of Congress Asian Division Policy and Procedures for
Access and Use of Rare Materials
All researchers requesting rare materials
are advised to write, email, or telephone the Asian Division prior
to their visits as advance notice may be needed to retrieve rare items
for research use.
Reference Desk Telephone: (202) 707-5426
Fax: (202) 707-1724
Email: asian@loc.gov
Mailing Address: Asian Division, The Library of Congress, 101 Independence
Avenue, SE, Washington, DC 20540-4810
- The prospective user of
rare materials should be engaged in serious research.
- The prospective user of
rare materials is required to obtain an LC Reader Registration
ID Card in LM 140 before visiting the Asian Reading Room
(LJ 150). For more information on reader registration see:
http://www.loc.gov/rr/security/readerreg.html
- The researcher must check
personal belongings in a Library cloakroom and bring only
materials essential to research into the Reading Room in
order to maintain a scholarly atmosphere and to better protect
Library materials. There are two cloakrooms in the Jefferson
Building. They are both located on the ground level. One
is near the Visitor's Center at the First Street entrance
and the other is on the Second Street side (South). No outerwear
(raincoats, overcoats) is allowed in the Reading Room. For
a list of materials that may not be brought into the Asian
Reading Room, see the Library's Personal Belongings Policy
at:
http://www.loc.gov/rr/security/belongings.html
- Once in the Asian Reading Room, the researcher must sign
the Section Register (Chinese, Japanese, Korean, or Southern
Asian) that corresponds to the language of the material
being requested. The registers are kept at the Reference
Desk.
- The researcher should then
ask to speak with an Area Specialist or Reference Librarian
who will interview the researcher concerning his or her
research interest and the rare material needed for this
research. If a surrogate copy is available (such as a photocopy,
microfilm, microfiche, or digital image), it will be provided
in lieu of the actual rare materials unless a librarian
has determined that there is a compelling reason for the
researcher to consult the originals.
- If the librarian determines
that the researcher should see the originals, the researcher
then fills out an official LC Call Slip for the rare material.
The Call Slips are kept at the Reference Desk. The researcher
must fill out a Call Slip for each rare item requested.
Only one rare item can be used at a time, unless given special
permission by an Area Specialist or Reference Librarian.
- The researcher must then
complete, in ink, the form "Library of Congress
Reader's Registration for
Use of Rare Material" and must read and sign
the " Asian Reading Room Reader's Registration
and Agreement to Comply with the Rules for Use of Rare
Materials in the Library of Congress."
- The researcher may then
wait up to approximately 60 minutes for the Reference Librarian
or Area Specialist to bring the rare materials or surrogate
copies to the Asian Reading Room.
- The copying of rare materials
in the Asian Division is normally not allowed. As a general
rule, the Asian Division does not permit the copying of
any material whose age or physical condition is such that
photocopying, scanning, photographing, or microfilming might
cause damage to the material. Under special conditions,
however, a librarian may give permission for original rare
materials to be copied - photocopied, scanned, photographed
(digital or film-based), or microfilmed on a case-by-case
basis. In cases of uncertainty, the librarian will seek
the advice of the Chief and Conservation staff. If a rare
item has already been microfilmed or a facsimile exists,
a researcher may order a reproduction of the microfilm or
facsimile through the Library's Photoduplication Service
(PDS). PDS operates on a fee-for-service basis. For details
on ordering and pricing call (202) 707-5640 or see
http://www.loc.gov/preserv/pds/.
- The researcher is required
to consult the rare material at one of the two tables closest
to the Reference Desk in the Asian Reading Room, under the
supervision of a Reference Librarian or Area Specialist
at the Reference Desk. The researcher may be asked to use
bolsters and snakes to hold up the rare material and should
comply with this request. Please consult the Handling
Asian-Style Books.
- Rare materials are not to be left unattended anywhere
in the reading room for any length of time. Rare materials
are to be secured in a cage, safe, or mobile storage unit
even when the researcher is temporarily away for short periods
of time such as lunch, restroom, break, or telephone call,
etc. In those cases, the researcher should return the rare
material to the person on duty at the Reference Desk.
- When the researcher is finished with the rare material
for the day, it is again checked by the issuing, distributing,
or designated staff member for its physical condition and
completeness and he or she then signs the original request
form while the researcher is still in the Reading Room.
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