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Human handling, often overlooked, is another contributor to deterioration. Frequent use,

mishandling, food and drink spillage, underlining or annotation in ink, dog-earing, and
improper shelving all reduce a document’s lifespan. Poor training among staff or users about

handling delicate materials can inadvertently lead to irreparable harm. Even well-meaning
repair efforts—such as using adhesive tape or glue—can have damaging long-term effects.

Lastly, natural disasters such as floods, earthquakes, and fire can devastate entire collections

within minutes. While these are beyond human control, their impact can be mitigated through
emergency planning and protective infrastructure.

Routine Maintenance of Library Documents

To combat these deteriorative forces, libraries must adopt systematic and proactive

maintenance practices. Maintenance refers to the ongoing activities carried out to safeguard
the physical integrity of library materials and the functionality of storage spaces.

A foundational element of maintenance is environmental control. Libraries should try to

maintain consistent temperature (around 18–22°C) and relative humidity (45–55%). Air-
conditioning systems, humidifiers, and dehumidifiers help regulate environmental conditions.

UV filters on lights, limited exposure to sunlight, and usage of LED lights are part of light
control mechanisms.

Another essential practice is regular cleaning and dusting of the stacks and shelves. Dust acts

as a catalyst for both chemical reactions and pest infestations. Staff use soft brushes, microfiber
cloths, and vacuum systems with HEPA filters to remove dust without disturbing fragile

surfaces. Cleaning schedules are strictly followed, often weekly or bi-weekly, depending on
foot traffic and geographical conditions.

Shelving practices play an important role in maintenance. Books should never be tightly

packed, as it stresses the binding, nor should they lean, as this affects their structural form. Use
of book supports, careful spine alignment, and appropriate labelling prevent unnecessary

handling. Large or oversized volumes should be laid flat rather than stored upright.

Pest control is another core part of routine maintenance. Libraries often work with pest

management professionals to conduct annual or semi-annual treatments. Use of pheromone
traps, boric acid, and non-toxic desiccants ensures minimal chemical contamination while

keeping biological threats at bay.

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