Library Policies
Linda L. Green, Librarian National
1. Local, state and national histories pertaining to the period 1784-1815
2. Transcriptions of local, county, state or federal records, including probate, Indian, census, deeds, other vital records, cemetery records, court minutes etc.
3. Biographies of persons in the period 1784-1815
4. Family Genealogies
5. Bible Records
6. Items over 100 pages must be bound or $35.00 sent by contributor to cover cost of binding
7. Spiral bound books (GBC plastic binding) is acceptable
8. Persons dropping books in the headquarters mail slot without forms WILL NOT BE GIVEN CREDIT ON STATE REPORTS. Books must be pre-approved first as space is at a premium and the possibility of duplication of books is a higher probability. We do not accept duplicate books.
9. Books will not be accepted during associate council
The National Library will no longer accept Art
History/Literature. With space at a premium it is a luxury we cannot afford at
the present time. If more space becomes available in the future, this could
change. In addition, we have no space for periodicals - magazines and journals.
These are more subject to critter and moisture devastation than other
materials. If you have a specific article out of a journal or magazine that you
think is important, contact the Librarian National for additional guidance.
The National Library
has bookcases throughout the
1. Those using books in the basement part of the library should place books on the desk to be put back on the shelf. Do not put books back on the shelf yourself.
2. Those using books from bookcases other than in the basement should reshelf the books where they got them. There is no place to stack them for someone else to reshelf.
3. Books in the National Library cannot be checked out or borrowed. There is a copy machine in the basement if you need to make copies of some pages. There is a 10-cent fee per page. Please have correct change, as there is no provision to make change. There is a receptacle for you to drop your money. Please do so. The paper costs money as does the toner and maintenance of the copier.
4. Please pick up and place your trash in the wastebaskets. Do not leave it laying around for others to pick up.
The National Library is housed in the
1. The library does not have specific hours of operation. Library hours will be posted on the front door of the Headquarters. Also a point of contact will be listed for the library.
2. Use of the library at other than specified times will be by appointment.
3. Please use the sign in log, which is located in the desk in the basement.
During Associate Council, the Library will be open for additional specified hours for 1812 Daughters only.
The Vertical File is located in the basement portion of the Library. It is a metal file cabinet.
1. Papers stored here include Bible records, wills, deeds, cemetery records, funeral home records, and family histories.
2. Papers stored here are a relatively few pages and generally have no protective covers, although there are a few that do, and are generally less than 100 pages.
3. Papers over 100 pages (usually transcriptions) are generally bound and shelved. The individual submitting materials for the vertical file must keep in mind that space is limited in the file to items less than 100 pages. Anything over 100 pages will be considered for binding. The individual submitting materials must provide $35.00 to cover cost of binding. Once bound items will not be in the vertical file but on library shelves.
Policy No. 5 ~ Awards
The Librarian National will provide Awards in the form of Certificates to be distributed at the Annual Awards Luncheon during Associate Council each year.
Awards fall into four categories:
1. Certificates
for
2. Library Pins for those who make $100 donations to the Library or who perform docent hours in the library.
3. Certificates
for greatest amount of monetary donations by state. For
example,
4. Certificate for Best Annual Report.
1. Receipt of Form of proposed donations.
2. Notification of acceptance of proposed donation to individual.
3. Receipt of book with approved acceptance form.
4. Assign Accession Number to book. If donation is a set of books—EACH BOOK will have its own separate number.
5. Assign Category - see information on categories attached to this policy.
6. Assign location based on category - same as in number 5 above.
7. Prepare label for spine of each book, attach with wide clear tape.
8. Annotate donation form with accession number, category, author, and location
9. Keep all donation forms in a notebook. These are permanent records of the Librarian National, and therefore the Property of the National Headquarters.
10. If books are left at the headquarters with no forms attached, no credit will be given to a particular state society. Forms will be available in the library and on the web site. Forms for books left at headquarters must be folded and placed inside the book for pick up by Librarian National for processing. Under these circumstances, it is up to the person leaving the book to check the database to determine that their donation is not a duplicate. If it is later determined to be a duplicate, the book will be returned to the person who left the book provided the book has a form. If no form, the book will be disposed of by
1) Determining if another library (DAR) would like to have the book
2) If another library isn't interested, dispose of book by whatever means the Librarian National deems feasible.
11. New Accessions will be placed on one bookcase shelf so marked (NEW) for a period of 6 months, after which time the books will be moved to their correct locations.
Policy No. 7 ~ Use of Library Materials Effective June 2005
1. Books may NOT BE CHECKED OUT OR LOANED OUT. We do not have a loaner library. (DAR does not have a loaner library nor does UDC)
2. In the past books have been borrowed from the library and no record has been kept of this, and thus the library is missing books.
3. Anyone using the library, including National Officers, is required to sign the logbook in the librarian’s top left hand desk drawer. This is one way we can begin to have accountability of materials. Individuals must not only sign in, but must indicate their complete address and subject matter they are researching.
Policy No. 8 Use of Library Materials by
Officers/Committee Chairman
Effective
December 2005
1.
Officers or Committee Chairman may not remove library
materials without the written permission of the Librarian National. The
librarian will maintain a copy of the permission letter until the books/materials have
been returned.
2.
Materials removed for special projects, which have been
given written permission, must be returned in the same condition.
3.
Costs for damaged materials will be born by the person
to whom the materials were consigned for use.
4.
Books/materials will not have the bindings removed
under any circumstances. If this should happen, it is the responsibility of the
person to whom the materials were consigned to pay for the rebinding of the
books/materials.
5.
Books/materials must be returned to the library, when
it is open, not the librarian. The librarian doesn’t need to be the
“beast of burden” for the returned materials. “You wag them
off, you wag them back”.
6.
Please remember that we do not have a loaner library,
except for official national projects.