• April 20, 2000: Missing Books and Manuscripts: another impressive Jonathan Sazonoff research achievement.


    Guidelines for the Security of Rare Book, Manuscript, and Other Special Collections1998
    Guidelines Regarding Thefts in Libraries

    (The final version, approved by ACRL and ALA in 1994)

    Prepared by the ACRL/RBMS Security Committee,
    Susan M. Allen, chair



    • About the guidelines

    The "Guidelines Regarding Thefts in Libraries" have been
    developed by the ACRL Rare Books and Manuscripts Section's (RBMS)
    Security Committee over the past ten years. The committee began
    in 1978 with an ad hoc charge to develop guidelines for the

    marking of rare materials so that they could be properly
    identified when recovered. First published in 1979, these were
    later made an appendix to the broader "Guidelines for the
    Security of Rare Book, Manuscript, and Other Special
    Collections," published by ACRL in 1982, and revised in 1990.
    From 1983 to 1986 successive drafts of "Guidelines Regarding
    Thefts in Libraries" were reviewed by the RBMS Security
    Committee. The final draft was approved by the ACRL Board of
    Directors and the ALA Standards Committee and published in C&RL
    News in March 1988. These guidelines included sections entitled
    "What to do before a theft occurs"; "What to do after a theft
    occurs," or steps to follow when a theft has been discovered; and
    "Model legislation: Theft and mutilation of library materials,"
    which the committee hoped libraries and ACRL chapters would take
    to their state legislatures to strengthen the laws for the
    prosecution and punishment of library thieves. What follows is a
    revision begun in 1993 by the current RBMS Security Committee.
    All sections have been retained. The first two sections have been
    retained with some minor revision of style and augmentation of
    content. The third section, "Model legislation," has become
    Appendix II.

    The RBMS Security Committee wishes to emphasize two important
    points about "Guidelines Regarding Thefts in Libraries." First,
    these guidelines do not stand alone. They are interrelated to
    other RBMS published guidelines and should be considered in
    conjunction with the other guidelines. Second, these guidelines
    concern all library thefts, not just those which may occur in
    rare book, manuscript, and other special collections departments
    within a library system. Some informal surveys over the past few
    years have shown that these latter departments have stronger
    physical and procedural security systems in place than do their
    parent libraries for the general collections. Yet, a library is
    only as secure as its perimeter. Publicized thefts in the last
    decade such as the Shinn and Blumberg cases show that thieves
    infiltrated both established systems in special collections
    departments and open stacks areas where rare materials acquired
    years before remained unidentified and unprotected.

    It is paramount that ACRL and ALA encourage the implementation of
    these guidelines, including the appointment of a Library Security
    Officer (LSO) at individual libraries. The committee stands ready
    to work with these LSOs to improve communication about thefts and
    to assist in the education of all librarians about the epidemic
    proportions of library thefts and the means to cope with them.

    Committee members are: Susan M. Allen, chair; George Arnold;
    Virginia Bartow; Lois Fischer Black; Daren Callahan; Heather
    Lloyd; Eric Macdonald; Everett C. Wilkie; and Melissa Conway,
    intern.


    Section I.
    What to Do Before a Library Theft Occurs

    I. Library security officer (LSO)

    Appoint a senior library staff member as Library Security Officer
    (LSO) who has delegated authority from the library and the
    institution to act on their behalf working with the institution's
    legal counsel and security force.


    II. Security planning group

    Form a group made up of the LSO and other appropriate personnel
    to develop a specific plan of action to follow when a theft is
    discovered. This may be a part of the institution's disaster plan
    or a separate plan.


    III. Publicity

    Establish liaison with the institution's public relations office
    so that timely and accurate announcements can be made to the
    press when a theft is discovered.


    IV. Law enforcement

    A. Establish contact and foster good working relations with law
    enforcement agenciesDinstitutional, local, state, and/or
    federalDto determine who will be called and under what
    circumstances. The library should maintain a list of contacts in
    each level of law enforcement and discuss the plan of action with
    each. (See Appendix I for "Networking Resources Directory for
    Protection and Recovery.") The value of materials or other
    circumstances will dictate which law enforcement agency will
    handle the case: for example, the FBI may be involved if the
    total dollar amount of the theft exceeds $5,000.00, and the U.S.
    Customs or Interpol may be involved if stolen items are suspected
    of being smuggled into or out of the country.

    B. Work with the library's institutional administration to insure
    support for the prosecution of thieves. This support may range
    from an active willingness to participate in the collection of
    evidence to be turned over to the district attorney or U.S.
    attorney for further consideration, or it may involve direct
    participation in the prosecution by the institution.

    C. Work with appropriate institutional, local, and state groups
    to lobby for strengthening of state laws regarding library thefts
    and for diligent prosecution of such crimes. (See Appendix II for
    "Draft of Model Legislation: Theft and Mutilation of Library
    Materials.")


    V. Other outside contacts

    A. Establish liaison with local rare book, manuscript, and
    second-hand dealers to inform them of the library's collecting
    areas. Thieves sometimes try to sell stolen property quickly, and
    dealers with knowledge of the library's collections can
    recognize, or at least be suspicious of, materials they know the
    library collects which are offered to them.

    B. Report the name of the LSO to the RBMS Security Committee and
    note changes. The RBMS Security Committee will compile a list of
    the LSOs annually. The list will be available from the ACRL
    office and will be forwarded to the Antiquarian Booksellers
    Association of America (ABAA).

    C. Establish liaisons with appropriate Internet listservs and
    national stolen and missing book databases (see Appendix I for
    "Networking Resources Directory for Protection and Recovery") so
    that thefts can be reported immediately upon discovery.


    VI. Preventive measures in the library

    A. Implement the RBMS "Guidelines for the Security of Rare Book,
    Manuscript, and Other Special Collections" (1990) available from
    the ACRL office and published in C&RL News 51 (March 1990):
    240p44.

    B. Coordinate work in the library to assure that unique ownership
    marks appear on the institution's holdings, providing proof that
    materials, if stolen, belong to the library. The RBMS Security
    Committee urges the use of its marking guidelines for rare
    materials. (See "Guidelines for the Security of Rare Book,
    Manuscript, and Other Special Collections," Appendix I.) The
    committee also recommends recording distinctive characteristics
    of individual copies in cataloging notes as another means of
    identifying appropriate items.

    C. When providing complete catalog records at point of receipt is
    not possible, maintaining a brief record of ownership is
    recommended. It should contain brief author/title description and
    identifying characteristics. These records of purchase or gift
    and ownership are especially important when materials are going
    to be added to a cataloging backlog.

    D. Eliminate cataloging backlogs. While this may seem to be a
    daunting task in many libraries, it is an essential step in the
    establishment of a secure library collection. Use the catalog
    record to describe physical characteristics that distinguish the
    library's copy (i.e., binding, marks of previous ownership, and
    completeness). Create machine-readable records for local public
    access. Report the library's holdings to the national-level
    bibliographic databases. Participate in broad-based bibliographic
    projects providing data and information about the library's
    copies that serve to help distinguish between editions, issues,
    and states.

    E. Conduct regular inventories of both cataloged and uncataloged
    collections. This task is most effectively performed by staff
    working in teams, and conducted on a random basis. Proceeding
    through the collection in a predictable method is not wise as it
    may allow for the replacement of materials temporarily removed or
    stolen. An inventory of shelf list cards to be taken
    simultaneously is also recommended, if this is not already a part
    of the procedure being followed. Again, while the task seems
    overwhelming for libraries large and small, the committee
    recommends that libraries make a beginning.

    F. Follow the hiring and other management practices recommended
    in "Standards for Ethical Conduct for Rare Book, Manuscript, and
    Special Collections Librarians, with Guidelines for Institutional
    Practice in Support of the Standards," 2nd edition, 1992,
    available from the ACRL office and published in C&RL News 54
    (April 1993): 207p15.

    G. Review materials in the library's general collections and open
    stacks for consideration of transfer to special collections or to
    a caged, limited access area of the library. The ACRL/RBMS
    transfer guidelines, "Selection of General Collection Materials
    for Transfer to Special Collections," 2nd edition, available from
    the ACRL office and published in C&RL News 54 (December 1993):
    644-47, will help the library identify candidates for transfer.
    Some libraries have identified rare materials in the open stacks
    in the course of projects, such as reporting to the English Short
    Title Catalogue or working through a collection development
    policy using the Research Libraries Group Conspectus. While the
    task seems overwhelming for libraries large and small, the RBMS
    Security Committee recommends that libraries make a beginning.
    A recent theft may give an indication of an area which may be the
    target of future theft or mutilation. If it is appropriate,
    transfer materials intellectually or physically related to those
    already stolen or mutilated. Categories of such materials may but
    will not necessarily include periodicals, related imprints, or
    related subject matter.


    Section II.
    Checklist of What to Do After a Theft Occurs from a Library


    I. Notification

    o Notify the LSO and appropriate library administrators upon
    suspicion that a theft has occurred.


    II. Discovery of theft and collection of evidence

    o Evidence of intrusion connected with missing library
    materials.
    o Indication that patron, staff member, or other has stolen
    books or manuscripts.
    o Apprehension of person(s) in act of theft.
    o Discovery of systematic pattern of loss.
    o Recovery of materials stolen from library.
    o Other evidence.


    III. Evaluation

    The LSO must evaluate evidence with administration, law
    enforcement personnel, library security group, and legal counsel
    as appropriate, and determine a plan of action.


    IV. Actions

    o Take inventory and compile a list of missing items.
    o Notify appropriate stolen and missing book databases and
    other appropriate networks. (See Appendix I for "Networking
    Resources Directory for Protection and Recovery.")
    o Notify local booksellers and appropriate specialist dealers.
    o Request action from law enforcement agencies.
    o Request action from legal authorities.
    o Transfer vulnerable items to a more secure location,
    if appropriate.


    V. Publicity

    o LSO, administration, law enforcement, and public relations
    officer plan appropriate publicity strategy.
    o LSO or public relations officer prepares news releases to
    alert staff and community to problems and action.
    o LSO or public relations officer handles inquiries from news
    media.


    VI. LSO's coordination of staff efforts should include

    o Compilation of inventories.

    o Arrangement for appraisals of loss or recovery.
    o Preparation of communications to staff about progress
    on case.
    o Maintenance of internal records of actions followed during
    the progress of case.


    Appendix I

    Networking Resources Directory for Protection and Recovery
    The AB Bookman's Weekly
    Jacob L. Chernofsky, Editor & Publisher
    P.O. Box AB
    Clifton, NJ 07015
    phone: (201) 772-0020
    fax: (201) 772-9281
    (Publishes a missing books column for no charge)

    ABAA National Office
    Liane Wood-Thomas
    Executive Director
    50 Rockefeller Plaza
    New York, NY 10020
    phone: (212) 757-9395
    (Circulates lists of missing materials to membership)

    ABAA Security Committee
    Ron Lieberman, Chair
    R.R. 1 Box 42
    Glen Rock, PA 17327
    phone: (717) 235-2134
    fax: (717) 235-8042

    ACRL/RBMS Security Committee
    Susan M. Allen, Chair
    Director of Libraries & Media Services
    Kalamazoo College Library
    1200 Academy Street
    Kalamazoo, MI 49006-3285
    phone: (616) 337-7149
    fax: (616) 337-7143
    Internet: sallen@kzoo.edu
    (Compiles incidents of theft list; LSO list)

    Archives and Archivists
    To subscribe send the message:
    SUB ARCHIVES <your first name your last name> to:
    listserv@miamiu.acs.muohio.edu
    (Listserv for archivists)
    BAM-BAM
    Katharine and Daniel Leab
    P.O. Box 1236
    Washington, CT 06793
    phone: (212) 737-2715
    (Compiles missing materials list)

    EXLIBRIS
    To subscribe send the message:
    Subscribe exlibris your_full_name
    to: listserv@rutvm1.bitnet
    or: listserv@rutvm1.rutgers.edu
    (Listserv for rare books and manuscripts librarians)

    IFAR
    International Foundation for Art Research
    Constance Lowenthal
    46 E. 70th St.
    New York, NY 10021
    phone: (212) 879-1780
    (Newsletter includes a column listing missing materials)

    Interpol/USNCB
    Angela Meadows
    U.S. Department of Justice
    10th & Pennsylvania Ave. NW
    Washington, DC 20530
    phone: (202) 272-8383
    fax: (202) 272-5941
    (Circulates information internationally)

    National Stolen Art File
    Interstate Theft Unit
    FBI Headquarters
    Washington, DC
    phone: (202) FBI-3000
    (Database of stolen artifacts; cannot be queried directly;
    work through local law enforcement)


    Appendix II

    Draft of Model Legislation:
    Theft and Mutilation of Library Materials


    Declaration of purpose

    Because of the rising incidence of library theft and mutilation
    of library materials, libraries are suffering serious losses of
    books and other library property. In order to assure that
    research materials are available for public use, it is the policy
    of this state to provide libraries and their employees and agents
    with legal protection to ensure security for their collection. It
    is the policy of this state to affirm that local, state, and
    federal prosecution of crimes affecting books or other library
    property is executed with the same degree of diligence as is
    exercised in prosecution of crimes affecting all other forms of
    property. Federal statute pertaining to stolen property is
    designed not only to implement federal-state cooperation in
    apprehending and punishing criminals who utilize, or cause to be
    utilized, channels of interstate commerce for transportation of
    property (in value of $5,000 or more) of which the owner has been
    wrongfully deprived, but also to deter original theft.


    Definition of terms

    "Library" means any public library; any library of an
    educational, benevolent, hereditary, historical, or eleemosynary
    institution, organization, or society; any museum; any repository
    of public or institutional records. "Book or other library
    property" means any book, plate, picture, photograph, print,
    painting, drawing, map, newspaper, magazine, pamphlet, broadside,
    manuscript, document, letter, public record, microform, sound
    recording, audiovisual material in any format, magnetic or other
    tape, catalog card or catalog record, electronic data processing
    record, artifact, or other documentary, written, or printed
    materials, or equipment, regardless of physical form or
    characteristics, belonging to, on loan to, or otherwise in the
    custody of a library.


    Proposed wording


    Section I.a.

    Any person who willfully, maliciously, or wantonly
    writes upon, injures, defaces, tears, cuts, mutilates, or
    destroys any book or other library property belonging to, on loan
    to, or otherwise in the custody of a library shall be guilty of a
    crime.


    Section I.b.

    The willful concealment of a book or other library
    property upon the person or among the belongings of the person or
    concealed upon the person or among the belongings of another
    while still on the premises of a library shall be prima facie
    evidence of intent to commit larceny thereof.


    Section I.c.

    The willful removal of a book or other library
    property in contravention of library regulations shall be prima
    facie evidence of intent to commit larceny thereof.


    Section I.d.

    The willful alteration or destruction of library
    ownership records, electronic or card catalog records retained
    apart from or applied directly to a book or other library
    property shall be prima facie evidence of intent to commit
    larceny of a book or other library property.


    Section II.a.

    An adult agent or employee of a library who has
    reasonable grounds to believe that a person committed, was
    committing, or was attempting to commit the acts described in
    Section I may stop such person. Immediately upon stopping such
    person, the library employee shall identify himself or herself
    and state the reason for stopping the person. If after initial
    confrontation with the person under suspicion, the adult agent or
    library employee has reasonable grounds to believe that at the
    time stopped, the person committed, was committing, or was
    attempting to commit the crimes set forth in Section I, said
    employee or agent may detain such person for a time sufficient to
    summon a peace officer to the library. In no case shall the
    detention be for a period of more than one-half hour. Said
    detention must be accomplished in a reasonable manner without
    unreasonable restraints or excessive force and may take place
    only on the premises of the library where the alleged crime
    occurred. Library premises includes the interior of a building,
    structure, or other enclosure in which a library facility is
    located; the exterior appurtenances to such building, structure,
    or other enclosure; and the land on which such building,
    structure, or other enclosure is located. Any person so stopped
    by an employee or agent of a library shall promptly identify
    himself or herself by name and address. Once placed under
    detention, such person shall not be required to provide any other
    information nor shall any written and/or signed statement be
    elicited from such person until a peace officer has taken such
    person into custody. The said employee or agent may, however,
    examine said property which the employee or agent has reasonable
    grounds to believe was unlawfully taken as set forth in Section
    I.b and/or I.c or injured or destroyed as set forth in Section
    I.a and/or I.d. Should the person detained refuse to surrender
    the item for examination, a limited and reasonable search may be
    conducted. Only packages, shopping bags, handbags, or other
    property in the immediate possession of the person detained, but
    not including any clothing worn by the person, may be searched.
    Section II.b. For the purposes of Section II.a, "reasonable
    grounds" shall include, but not be limited to, knowledge that a
    person has concealed or injured a book or other library property
    while on the premises of the library.


    Section II.c.

    In detaining a person who the employee or agent of
    the library has reasonable grounds to believe committed, was
    committing, or was attempting to commit any of the crimes set
    forth in Section I, the said employee or agent may use a
    reasonable amount of nondeadly force when and only when such
    force is necessary to protect the employee or agent or to prevent
    the escape of the person being detained or the loss of the
    library's property.


    Section III.

    An adult agent or employee of a library who stops,
    detains, and/or causes the arrest of any person pursuant to
    Section II shall not be held civilly liable for false arrest,
    false imprisonment, unlawful detention, assault, battery,
    defamation of character, malicious prosecution, or invasion of
    civil rights of the person stopped, detained, and/or arrested,
    provided that in stopping, detaining, or causing the arrest of
    the person, the adult agent or employee had at the time of the
    stopping, detention, or arrest reasonable grounds to believe that
    the person had committed, was committing, or was attempting to
    commit any of the crimes set forth in Section I.


    Section IV.

    The fair market value of property affected by crimes
    set forth in Section I determines the class of offense: value
    under $500 indicates a misdemeanor; $500p$5,000 a Class I felony;
    above $5,000, a Class II felony.

    The aggregate value of all property referred to in a single
    indictment shall constitute the value thereof.


    Section V.

    A copy or abstract of this act shall be posted and
    prominently displayed in all libraries.


    Section VI.

    This act shall take effect upon passage.


    Information provider:
    Unit: American Library Association
    Email: Rob.Carlson@ala.org
    Posted: 19 Nov 1995
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