GUIDE TO SERVICES OF THE DAR LIBRARY

Transcription

1 GUIDE TO SERVICES OF THE DAR LIBRARY The DAR Library Staff depends on State Librarians to provide information to the chapters and the members about ways to support the library. Please make available the basic instructions in this guide to your chapter librarians or point out to them that this material is available on the members website. This guide has been prepared by the Library Staff to help you have the answers to members questions. If you need special assistance with a library matter, feel free to write [DAR Library, 1776 D Street, NW, Washington, DC ], [library@dar.org], or phone [(202) , (202) ]. Thank you for helping the DAR Library continue to improve its collection of genealogical research materials. This guide appears in two places online: Forms: and in the Librarian General s section: Judy H. Chaffin Librarian General, jhchaffin@mindspring.com

2 LIBRARY SERVICES DIRECTORY The purpose of this directory is to provide State Librarians and members with the necessary names and contact information for specific staff members who perform duties with whom they may interact. Because the Librarian General does not live in the Washington, D. C. area, it is best to send inquiries directly to the appropriate office at DAR Headquarters rather than to her home address. Addressing letters and e- mails to the proper person speeds sorting and hastens a reply. All staff listed below should be addressed at the DAR Library, 1776 D St., N.W., Washington, DC The Library s main/direct telephone number is: Library Hours: Monday-Friday, 8:30 a.m. 4:00 p.m. Eastern Time Saturday, 9:00 a.m. 5:00 p.m. Eastern Time Closed on all Federal Holidays and on selected other days throughout the year. Please check the NSDAR s main calendar listing for these additional closings at LIBRARIAN GENERAL S DEPARTMENT GENERAL DIRECTORY Library Main Office telephone calls received through (main switchboard). Calls for the Library received through the NSDAR s switchboard will be transferred to the main library extension (x229) and will hear a menu of choices to help direct their call to the appropriate office or employee for further assistance. Library Main Office /-3228; FAX: ; library@dar.org. Provides library brochures, pamphlets, and other forms pertaining to Library. Processes inquiries and other general contributions to the Library including donations of books and other materials and for contributions through the Friends of the Library and Friends of the Seimes Technology Center, (see Acquisitions Office below). Maintains the Library s current periodicals collection prior to binding. Processes donations of subscriptions and material for the periodicals collection. Library Reference Desk (Direct dial) handles questions relating to specific materials in the Library or general research advice. This phone is answered on Saturdays as well when the main office is not staffed. Library Director - Eric G. Grundset, , egrundset@dar.org Assistant Library Director vacant in June 2014, Library Acquisitions and ; libraryacquisitions@dar.org. Bridget Wiggins (bwiggins@dar.org) or Rachel Henzlik (rhenzlik@dar.org). The Acquisitions Office is located in the main Library Office on the first floor of the administration building. Processes donations of books and other materials. Handles information about State Bookplates. We no longer require the states to provide us with these. Processes book, microfilm, and other material purchases for DAR Library and the finalized donation forms from the Development Office for contributions through the Friends of the Library and Friends of the Seimes Technology Center. Genealogical Records Committee (GRC) Office The office is grc@dar.org.

3 The GRC staff contacts are: Elizabeth Hopkins The GRC Office is located on the first floor of the administration building in a room adjacent to the Seimes Technology Center. Handles GRC book submissions. Assists volunteers wanting to index GRC Books. Provides information on how to send indexes electronically. Handles inquiries about the Bookworm Project. Seimes Technology Center (Monday through Saturday during regular office hours). Holdings include DAR membership and supplemental applications, some state census records, military and pension records, state records, Revolutionary War sources, and some passenger arrival records. Computers for viewing and printing record copy from membership applications, supplementals, and digitized supporting documentation, as well as the Library s subscription genealogical databases such as Ancestry.com, HeritageQuest, Footnote.com, etc. Access the digitized GRC Reports. DAR LIBRARY SUBJECT DIRECTORY BOOK OR MATERIALS APPRAISALS OR VALUATIONS: The staff of the DAR Library cannot provide any type of appraisals or valuation of materials. This would be a fundamentally inappropriate thing for the employees of any library to do and may constitute a conflict of interest. Persons interested in receiving appraisals or valuations should contact a reputable appraiser with such questions. COMPLIMENTS/PROBLEMS/CONCERNS: If a problem or concern arises on any matter, contact Eric G. Grundset, Library Director, ; egrundset@dar.org. If you wish to pass along a compliment about a specific employee, please do so. CHECKS: All checks must be made payable to Treasurer General, NSDAR, even when being sent directly to the Library. BOOK DONATIONS: Contact Bridget Wiggins, Acquisitions Assistant, , bwiggins@dar.org, Rachel Henzlik, Acquisitions Assistant, rhenzlik@dar.org; or, libraryacquisitions@ dar.org. The Library s online catalog will show if a title is already owned and using it in advance of a phone call or will expedite your contacts with acquisitions staff. The Library s donation form is available online at the DAR Members website in the Executive Officers section under the Librarian General: For instructions, see the Procedural Guidelines and Suggestion Section of this directory. The Library s wish list of needed books and periodical subscriptions are posted on the members website ( as part of the master wish list. Click on the Give button at the top of the page. This feature enables members to reserve books or periodical subscriptions for donation online prior to sending the book or funds to purchase the item or subscription to the Library. The wish list will change as books and periodical subscriptions are reserved and new needed materials are added. NON-BOOK DONATIONS (MAPS, CHARTS, MANUSCRIPT FILES, COLLECTIONS OF GENEALOGICAL PAPERS, ETC.): Contact Jane Pearson, Manuscripts Cataloger, ; jpearson@dar.org.

4 PERIODICAL DONATIONS: Contact, LaToya Lankford, Serials Assistant, ; or, The Library s wish list of needed books and periodical subscriptions portion of the master wish list is posted on the members website ( Click on the Give button at the top of the page. This feature enables members to reserve books or periodical subscriptions for donation online prior to sending the book or the funds to purchase the item to the Library. The wish list will change as books and periodical subscriptions are reserved and new needed books and subscriptions are added. We will also add periodical subscriptions to these lists to enable members to reserve a subscription for a year for a specific journal or newsletter before sending the funds for that subscription. The Library uses a subscription service to order most of our periodicals all at one time each year. There are some periodicals, however, that we do have to order directly from the organizations that produce them. The donation of a year s subscription to a periodical equals one book donation and will be counted towards each state s book donation totals for awards at Continental Congress. In addition, the Library also is eager to accept donations of periodicals that we do not already own. This is particularly the case with family, local and state historical and genealogical serials from many parts of the country. The Library s online catalog will show if a title is already owned. DAR LIBRARY SEARCH SERVICE: Also see the DAR Website for Search Service rate information, a fuller explanation of services we offer, and forms. We can only provide a maximum of four (4) hours of research. The volume of research requests we receive prevents us from performing extensive investigations. We will also provide a list of local private researchers who frequently use the Library, but we do not make recommendations nor do we endorse any researchers on this list. Contact for voice recordings, or searchservice@dar.org. PHOTOCOPYING SERVICE: Also see the DAR Website for Search Service rate information and a fuller explanation of services we offer. Send orders for copies with pre-payment to: DAR Library Search Service, 1776 D Street, NW, Washington, DC, BOOKPLATES: Contact the Acquisitions Office, libraryacquisitions@dar.org; The Library staff digitized all state bookplates and now print them out in color on adhesive papers. Consequently, we no longer need the State Librarians to arrange for printing copies of state bookplates. BOOKWORM PROJECT/VOLUNTEERS: Contact Elizabeth Hopkins, , ehopkins@dar.org. REQUESTS FOR COPIES OF APPLICATION PAPERS (RECORD COPY): Orders for record copies may be placed online after electronic payment with a credit card. Please see the member s website for information on this process. All paper (mailed or faxed) requests must be sent directly to Library Copy Services, 1776 D Street, NW, Washington, DC The Copy Services contact number is: The fee for an electronic record copy remains unchanged at $ A prepaid charge of $15.00 is necessary for processing of record copy request via mail or fax. Visitors to NSDAR Headquarters may now view and print their own copies of applications and supplementals as well as surviving supporting documentation at computer stations in the Seimes Technology Center. The Library houses the surviving documentation that accompanied applications, and the Library Search Service staff will check these digital images and make copies when requested. For prices see the Search Service information sheet. No supporting documents under 100 years of age may be viewed.

5 GENEALOGICAL RECORDS COMMITTEE (GRC): The office is or contact Elizabeth Hopkins, GRC Assistant, ; The National Chairman, Genealogical Records Committee ( ) is Susan G. Tillman of Houston, Texas; Inquiries relating to the indexing of Genealogical Records Committee Reports project should be made to the GRC office. Questions relating to the preparation of other genealogical materials for abstracting and submission are also handled by this office. REPORTING TO THE STATE TREASURER/TREASURER GENERAL: When reporting to your State Treasurer, please be careful to designate exactly how each donation is to be used and into which fund it should be placed. If a member has contributed money for a specific purpose the State Treasurer must be told. The State Treasurer must then relay that information in her monthly report to the Treasurer General. Otherwise, donations are only reported to the DAR Library as a lump sum from a given state, and the Library will not know that funds for a specific purpose have been received. The Library staff requests that cash not be sent through the mail for any donation. The Library has three (3) major funds where donations are deposited: 1. The Library Operating Fund receives money earmarked for general donations, book purchases, binding, and photocopies. 2. Friends of the Library Fund receives money specifically designated as a Friends contribution only. These funds are used to support the current projects of the Friends. 3. Seimes Technology Center Fund receives money earmarked for microfilm or online database subscriptions. PROCEDURAL GUIDELINES AND SUGGESTIONS a. Gift Approval and Donation Form and Book Donation Awards: Gift Approval and Donation Forms are freely available on the Members website for printing. On the web, page click on Give under Features. Scroll to Where to Direct Your Gift. Then click on DAR Library. On that section, click on Form LG There are two (2) pages front and back. The second page contains information about acceptable types of materials and the annual book donations awards. Download and print as many copies as needed. A chapter or individual member who wishes to donate a book to the DAR Library should complete this form and mail, fax, or it to the Acquisitions Assistant, taking care to identify the offered book clearly. For instance, if it is a book entitled Our Family History, we need to know which family or families are featured. If the book is one of a series, we need to know which volume number it is in that series and the dates of material included (if given). Approval to donate a book or other material will be returned to the donor or Chapter Librarian if the item is to be accepted. An appropriate state bookplate will also be placed in each book with any memorial or honorary information supplied by the donor. A copy of the approval should be returned with the book when it is sent to the Library. The acquisitions office will also notify the donor or chapter librarian of materials that cannot be accepted and give a reason. b. Binding of books and periodicals The Library is glad to accept paperbound books. We appreciate a donation to defray the binding costs, but do not require one. The average cost of binding a volume is $ Checks should be sent with the book donation form and be made payable to Treasurer General, NSDAR. There is no longer a separate book preservation fund. All such donations should be designated for binding and will be placed in the Library Operating Budget.

6 c. State Book Plates The Library staff digitized all state bookplates and now prints them out in color on adhesive labels for placement in books. Consequently, we no longer need the State Librarians to arrange for printing copies of state bookplates. d. Minimum Contribution for a Book Purchase There is no set minimum that is acceptable to buy a book for the DAR Library. Quality and value of the book are more important considerations than the price. Prices vary by subject and by locality all over the country. Consequently, the Library does not place a minimum. e. Booklists of newly received books: The booklist of newly donated books has been published in the Annual Proceedings since These lists are prepared before the February, July and October boards for inclusion with the Librarian General's report. As a result, we must cut off the inclusion of new books for each list a few weeks before the list is produced. f. Genealogical Records Committee (GRC) Credit versus Book Donation Awards: GRC Credit and Credit for Book Donation Awards are not the same things, and a chapter cannot receive both types of credit for donating a single volume. Details of the procedures to acquire GRC Credit may be requested from the GRC office. A DAR member who has published a book herself and holds the copyright to the book may submit the book for either GRC Credit or for the Library s Book Donation Award Credit, but not for both. Either office must know which type of credit is desired at the time of donation. g. Bookworm Project: The Bookworm Project enables members to contribute their time and expertise to the DAR Library both in Washington and at home by indexing and restoring books. A detailed Bookworm packet is available upon request from Elizabeth Hopkins, (202) , ehopkins@dar.org. This is a very important project that is bringing a great deal of genealogical information to light. The indexing of the GRC reports, part of the President General s Project, is a major effort and always needs new volunteers. June 8, 2015