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Recommendations of the Moffitt Security Task Force
January 24, 2000

With comments made by the Library Cabinet on January 6, 2000, listed in green after each recommendation.


Task Force Members | Background and Reasons for Forming the Task Force
Full Charge to Task Force 9-27-99 | Introduction | Recommendations


Members of the Moffitt Security Task Force:

  • Ann Moen, Media Resources Center, Chair
  • Fernando Brito, Moffitt Building Manager
  • Julie Cain, Environmental Design Library
  • Rebecca Corral, Teaching Library
  • Meredith Fleming, Moffitt Circulation
  • Miguel Labon, Library Security
  • Sheila Wekselbaum, Technical Services


    Background and Reasons for Forming the Task Force
    - Provided by Lee Leighton, Acting Associate University Librarian, Doe/Moffitt

    It has been three years since the Technical Services Department moved to the second floor of Moffitt Library, and with approximately 70 staff members it is by far the largest unit in the building. Technical Services issued keys for loading dock doors to a small number of staff members who provided doctors' notes documenting mobility problems; these back doors provide a shortcut for those staff members with mobility problems between the Haviland parking lot and the Technical Services Department. Other Technical Services staff members also routinely leave Moffitt through the loading dock doors, and some staff members from other departments in the Doe/Moffitt complex also have keys to the loading dock doors, through which they enter and exit the building. However, the loading dock was never designed for routine pedestrian use; its purpose was to handle shipments by truck of freight into and out of the library. Consequently, it lacks the safety characteristics that would normally be required of a normal pedestrian area or of an access point designed for the benefit of people with mobility problems.

    During September, a library unit head reported that some equipment he had ordered had been received in the Mailroom, but had not been delivered to the unit. Upon investigation, the equipment was located in the library. The unit also reported that a shipment of books was two weeks overdue and could not be located; the Mailroom checked and found that the shipment of books had been misdelivered to a branch library.

    Construction of the Free Speech Movement Cafe on the third floor of the Moffitt Library has been going on throughout the fall. A great many construction workers have been in the building, and the area leading to the main door on the south side of the building has been reduced by half.

    For these reasons, the Library administrative group decided to form the Moffitt Security Task Force, and a charge was written by Lee Leighton, the Acting AUL for Doe/Moffitt in September during the absence of Barbara Kornstein.

    The Task Force’s full charge can be found at: MofSecTF.html.


    Introduction and Background

    Moffitt Library: Physical Description

    The Moffitt Library includes approximately 74,000 assignable square feet of space on five floors. In addition there is an adjoining classroom wing on the first three floors that is not part of the Library. The main entrance to the library is on the third floor, south side; there is also a third floor south classroom-side entry door which is used by staff to enter and exit the library when the library is closed. The perimeter of the library includes approximately thirty alarmed emergency exit doors. The loading dock on the second floor, north side of the building serves Moffitt, the Main Stacks, Doe Library and Doe Annex.

    On the fifth floor the Moffitt Library currently houses the Environmental Design Library (Envi), which is expected to occupy this space until the seismic retrofit of Wurster Hall is completed. The third floor houses the Circulation Staff and the Teaching Library as well as the Information Gateway. The FSM (Free Speech Movement) Cafe is currently under construction in the southwest corner of the third floor and will open in January 2000. There is a portal to the Main Stacks from the third floor. The second floor is home to the Technical Services Department (including the Mail Room), Library Facilities, the Supply function of the Business Office, and three units of the Conservation department: Copy Photography, Microfilming, and Binding Preparation. The Xerox copy service occupies an office space immediately to the east of the second floor on Level D of the Main Stacks. The first floor of the building houses the Media Resources Center and the Microcomputing Facility. There are two Electronic Classrooms in the northwest seismic corners on the third and fourth floors used by the Teaching Library. The Moffitt collection and patron reader stations are located on the first and fourth floors, and some of the collection is temporarily shelved on Level D in the Main Stacks.

    Concerns of the Moffitt Security Task Force

    Of great concern to the Moffitt Security Task Force were safety and security issues for the inhabitants of the Moffitt Library and for its collections, materials, and equipment. Our goal has been to approach each charge from a global perspective, reflecting the viewpoint each of us brings as representatives of the various units that inhabit the Moffitt Library, plus the viewpoints of the Moffitt building coordinator and the Head of Library Security. We bring a wealth of years of experience plus a balance of public and technical services to our task.

    Three public meetings were held to discuss the issues that the Task Force was charged with reviewing: the first meeting on October 19, 1999, was with Mike Rancer, Library Chief Administrative Officer, to discuss access and ADA issues for the Moffitt Library; the other two meetings, on November 19, 1999, solicited input from Moffitt staff on the draft recommendations of October 27, 1999, posted on the Web at: www.lib.berkeley.edu/AboutLibrary/reports/moffsecu.html. Task Force members attended the meetings, and have taken into consideration the concerns voiced by staff while finalizing the list of recommendations. During this process the Task Force also worked to balance institutional liability, personal safety, employee convenience, and fairness.

    The Task Force's final recommendations are listed under the appropriate charge. Many of these are actually recommendations for reiterating information which either may not be known to all staff, or which may have been forgotten, misplaced, etc.; these are listed separately as "Informational Recommendations". This information should be posted on the web for easy access.


    Recommendations of the Moffitt Security Task Force

    Cabinet's comments are listed in green after each recommendation.

    CHARGE #1. Review personal safety issues involving staff in the building during the regular work day, as well as staff entering and leaving the building in the early morning, evenings and on weekends;

    Charge #1: Recommendations:

    1. The main entrance and exit for Moffitt Library has always been on the third floor south side, and should continue to be so. Until new disabled parking spaces are available, alternate entry accommodations will be made for Library staff members who have disabled parking stickers or staff who, in cooperation with the campus vocational rehabilitation staff, have been identified as needing reasonable accommodation.

    CABINET: Approved as written.

    2. One of our top priorities is the creation of ID badges, preferably photo, to be shown by Moffitt staff to facilitate their entering and exiting Moffitt Library, to help identify staff members, and to promote customer service. These badges should be issued at the departmental level.

    CABINET: The issue of ID badges for Moffitt Library staff will be folded into Library planning for improved customer service, which includes consideration of the issue of providing Identification cards/badges for all library staff.
    3. Moffitt's policy about perimeter security should be at the same level as Doe Library's. For safety and security reasons we recommend that the 30+ exit doors be rekeyed as soon as possible, using Best keys. The Best key is the current campus standard and an upgrade to existing keying systems on campus; the system provides for better security and tracking of keys. (More on this at Charge #3).

    CABINET: Approved as written.

    4. The Library Security Council is currently in the process of reviewing and updating emergency procedures; we urge that this be completed as soon as possible.

    CABINET: Approved as written.

    5. The rough and broken asphalt surface leading to the main entrance of Moffitt Library is hazardous and the area should be resurfaced as soon as possible.

    CABINET: Approved as written.


    Charge #1: Informational Recommendation:
    A list of telephone numbers to call for a variety of emergency, safety, and security assistance situations should be mounted on the web and also be made available in printed form for posting. A draft of this list has been prepared (see Attachment A, on the web at
    moffsecuA.html). The list includes numbers to call 24 hours a day, and includes the number for the UCB Night Escort Service, which may be especially useful to Moffitt staff who must enter or exit the Library outside of regular business hours.

    CABINET: Approved with clarification that the list of emergency numbers that will be made publicly available is the list of campus emergency numbers.

    CHARGE #2. Review the security of the mail, library materials and equipment entering and stored in the Mailroom and the Facilities Receiving area;

    There was a perceived security problem in the Mailroom and Facilities Receiving area (outlined in Lee Leighton's 'Background,' paragraph 2), but we found no security problem. Both mailroom and facilities staff are aware of security issues, and monitor access to their respective areas accordingly.

    The following recommendations were generated by Mailroom and Facilities Receiving staff working with the Task Force, and will serve to tighten up existing security and streamline operations.

    Charge #2: Recommendations:

    1. Facilities Receiving and Mailroom should both be under the Administrative Services unit, since most of their duties are similar.

    CABINET: Transfer of Facilities Receiving and Mailroom to the Administrative Services unit will be considered further by Administrative Services and the Admin group.

    2. Staff should use the hallway door bell to alert mailroom staff of their presence; this bell should be made more visible.

    CABINET: Approved as written.

    3. The mailroom should have its own scanning device for recording incoming deliveries of supplies, equipment and special orders so that paper copies can be produced for the end receiving unit to sign.

    CABINET: Approved pending further study in regard to pricing and operational impact.

    4. Library units should notify mailroom immediately upon receipt of misdelivered items, other than routine mail.

    CABINET: Approved with the clarification of language regarding "routine mail" as "mail that is routinely redirected, such as letters."

    5. Staff and student employees should wear identification badges when delivering to or picking up from mailroom.

    CABINET: Will be considered with Recommendation 2 of Charge #1.

    6. Loading dock parking spaces should be designated and clearly marked.

    CABINET: Approved as written.

    7. Signage on loading dock should be reviewed and amended, based on the above recommendations.

    CABINET: Approved as written.


    Charge #2: Informational Recommendation:
    The procedure for library staff without the proper keys to access the tunnel area - e.g. to get to the Mailroom, Facilities Receiving, or Supply Room - should be reiterated. That is: there is a key at Doe's south door security station which can be checked out.

    CABINET: Approved. F.Yasaki will ensure that current procedures are reiterated at Roundtable and made available on the web.


    CHARGE #3. Review keys issued to staff to access the building;

    Charge #3 Recommendations:

    1. Moffitt Library's 30+ perimeter doors (and eventually interior doors as well) should be rekeyed using Best brand keys as soon as possible, and an adequate number of new keys should be made available both for distribution to existing staff and to keep in stock. Original 1970's locks are on doors; numerous keys may still be at large, leaving building and collections security compromised.

    CABINET: Approved as written.

    2. We recommend an urgent examination of key issuance protocol at both campus and library levels. A more efficient method of police- and lockshop-related key authorization needs to be implemented, so that staff receive needed keys in a more timely fashion.

    CABINET: Approved as written.

    3. Until a new keying system is installed, an adequate number of keys should be kept in stock to meet the demands of today's staffing levels. It presently can take several months for requested keys to become available. Some of the Environmental Design Library and Teaching Library staff do not yet have keys, but need to enter before the library opens and they must often try to enter with a staff person who has a key, but who may or may not recognize them. This compromises both security and work efficiency.

    CABINET: Approved as written.

    4. A top administrator should be ultimately responsible for deciding whether or not staff requests for keys outside of normal perimeter use should be assigned or denied. A similar decision needs to be made for staff with temporary situations, which may include mobility concerns, personal safety, working on a specific project, etc.

    CABINET: Approved as written. Mike Rancer was designated the administrator responsible for decisions regarding issuance of keys outside normal perimeter use and for temporary situations.

    5. The current key lockbox serving Campus Facilities, PD&C (Planning, Design & Construction), and contractors working in the building contains four keyblocks, each with a Best master key providing access to the loading dock entry door and the Stacks. No Moffitt keys are provided. In order to remedy this situation and provide perimeter control we recommend installing a second lockbox with four Moffitt masters and installing card key access at the loading dock entry door.

    CABINET: Approved as written.

    6. The third floor south classroom-side entry door is used by Moffitt staff during hours when the library is closed; after entering, staff must relock the door using their key. The door is often found unlocked when the library is closed. Before the eventual rekeying of the door, it should be examined for possible problems with the locking mechanism or with any other moveable part of the door. To facilitate keeping the door locked when necessary and then unlocked during regular business hours, a crash bar with dog down capability should be installed.

    CABINET: This issue will be subsumed under Charge #4.

    7. Card key access at either the south classroom-side entry door or at one of the main third floor doors would provide Moffitt staff with the same access to Moffitt as is afforded to Doe Library staff entering Doe.

    CABINET supports the move to using card keys for access in the long term; however, keys will be provided for the short-term use until card keys are provided.


    CHARGE #4. Review any doors that should remain locked during the regular workday;

    After prolonged discussion we were unable to reach consensus on what to recommend regarding two Moffitt doors: the east terrace entrance to Room 302, which houses the Teaching Library, and the second floor door between Moffitt classrooms and Moffitt Library. Several staff expressed extreme concern over losing current access and egress through these two doors. We discussed alarming the doors to provide complete perimeter security, versus leaving them alone since there have been no security problems reported. Our recommendation is that when the perimeter doors of the building are rekeyed, it would be an appropriate time for Cabinet to resolve this issue.

    CABINET agrees that as much security as possible needs to be provided while at the same time allowing staff access they need to the Doe-Moffitt complex. Cabinet supports providing Moffitt Library with the same degree of perimeter control as exists in Doe Library. Perimeter control of users entering and exiting the Library will be through security gates in both Doe and Moffitt; panic alarms will be provided for all other doors, which will be used for emergency egress only. Departments may not control use of doors by staff except as necessary to secure a collection. F.Yasaki will work to ensure that ventilation is adequate in Moffitt rooms where doors were being used to provide fresh air. To effect perimeter control in the Doe Library, Cabinet approved placing security gates at the Bancroft Library exit. Further planning discussions with Bancroft Library will occur.


    Charge #4: Informational Recommendations:

    Regarding the main front doors, which are locked until Moffitt Library opens in the morning:

    A. Reiterate the policy on classes or meetings taking place in Moffitt before the library opens, as well as for those taking place during open hours. All Library staff scheduling classes or meetings in Moffitt Library should know these policies. They are:

    1. The person in charge of classes or meetings scheduled before 9am or when Moffitt Library is closed should meet the attendees at the entrance and admit them to the building. If that person does not have a key, they should make arrangements with security or with an appropriate Moffitt staff member who can admit the group.

    2. Class or meeting name, time, date, and possible attendance information of enrollees should be provided to the monitor at the security desk for classes or meetings held during open hours.

    3. Staff who work weekends or when the building is closed should have an issued access key to enter the building and their office. It is recommended that the security office be given a list of these employees, which serves to alert security patrol of their presence.

    B. Remind entering Moffitt staff to question unknown people seeking to enter Moffitt with the entering staff member(s) before opening.

    C. Remind staff to immediately report any problems with entry or security issues to the Head of Moffitt Circulation or the Head of Security, as appropriate.

    CABINET: The Library Security Council will take responsibility for reiterating current policies listed in the recommendations.


    CHARGE #5. Review the security of the unmarked library materials in Technical Services as well as the fully processed materials in the stacks;

    There are no major security issues within Moffitt Library; but the Environmental Design Library (Envi), now on the fifth floor of Moffitt, has a security concern which is addressed below.

    Charge #5: Recommendations:

    1. We recommend that backpacks and bookbags be checked only when the alarm sounds at any of the Doe-Moffitt checkpoints, now that all Main books have been tattle-taped. The checkpoints are: Moffitt entry, Doe Library's North and South doors, Main Stacks entry at Level A, and the Environmental Design Library (Moffitt, fifth floor).

    CABINET: Approved. Because Main books have been tattle-taped and because all egress will be through security gates, as of February 1, bags will no longer be checked for users and staff exiting Moffitt or exiting the Gardner stacks.

    2. Envi would like the rare book room to have a different locking system, one that is not accessible by the Moffitt 1-key or 10-key; we recommend they look into getting a combination lock at their own expense.

    CABINET: Approved as written.


    CHARGE #6. Review the security of the equipment, especially computer equipment, in the staff and public areas.

    There are no major issues regarding security of equipment. However, because the Microcomputing Facility on the first floor has only been operational since September 1999, security issues may yet arise.

    Charge #6: Recommendations:

    1. We recommend looking into putting the two 1st floor west emergency doors, nearest the Microcomputing Facility, on silent alarms rather than local alarms, for better security.

    CABINET supported providing both silent and local alarms for the mentioned doors.

    2. We recommend setting up a group comprised of one representative from each Moffitt occupant, including the Microcomputing Facility, to discuss matters pertaining to the Moffitt building. The group would meet on an as-needed basis, and at least semi-annually.

    CABINET: This issue will be referred to the new AUL and Director of Doe-Moffitt.

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