LIBRARY STORAGE FACILITIES Chandos Information Professional Series Series Editor: Ruth Rikowski (Email: rikowskigr@aol.com) Chandos’ new series of books is aimed at the busy information professional They have been specially commissioned to provide the reader with an authoritative view of current thinking.They are designed to provide easy-toread and (most importantly) practical coverage of topics that are of interest to librarians and other information professionals If you would like a full listing of current and forthcoming titles, please visit www.chandospublishing.com New authors: We are always pleased to receive ideas for new titles; if you would like to write a book for Chandos, please contact Dr Glyn Jones on g.jones.2@elsevier.com or telephone + 44 (0) 1865 843000 LIBRARY STORAGE FACILITIES From Planning to Construction to Operation WYOMA VANDUINKERKEN, WENDI ARANT KASPAR, AND PAULA SULLENGER Texas A&M University Libraries, College Station, TX, United States Chandos Publishing is an imprint of Elsevier 50 Hampshire Street, 5th Floor, Cambridge, MA 02139, United States The Boulevard, Langford Lane, Kidlington, OX5 1GB, United Kingdom Copyright © 2019 Wyoma vanDuinkerken, Wendi Arant Kaspar and Paula Sullenger Published by Elsevier Ltd All rights reserved No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or any information storage and retrieval system, without permission in writing from the publisher Details on how to seek permission, further information about the Publisher’s permissions policies and our arrangements with organizations such as the Copyright Clearance Center and the Copyright Licensing Agency, can be found at our website: www.elsevier.com/permissions This book and the individual contributions contained in it are protected under copyright by the Publisher (other than as may be noted herein) Notices Knowledge and best practice in this field are constantly changing As new research and experience broaden our understanding, changes in research methods, professional practices, or medical treatment may become necessary Practitioners and researchers must always rely on their own experience and knowledge in evaluating and using any information, methods, compounds, or experiments described herein In using such information or methods they should be mindful of their own safety and the safety of others, including parties for whom they have a professional responsibility To the fullest extent of the law, neither the Publisher nor the authors, contributors, or editors, assume any liability for any injury and/or damage to persons or property as a matter of products liability, negligence or otherwise, or from any use or operation of any methods, products, instructions, or ideas contained in the material herein Library of Congress Cataloging-in-Publication Data A catalog record for this book is available from the Library of Congress British Library Cataloguing-in-Publication Data A catalogue record for this book is available from the British Library ISBN: 978-0-08-102754-7 For information on all Chandos Publishing publications visit our website at https://www.elsevier.com/books-and-journals Publisher: Glyn Jones Acquisition Editor: Glyn Jones Editorial Project Manager: John Leonard Production Project Manager: Swapna Srinivasan Cover Designer: Greg Harris Typeset by TNQ Technologies CONTENTS Introductionix Section 1 Consideration and Planning 1 An Introduction to Storage Facilities: Types and Examples 1.1 Types of Storage Facilities 1.2 Storage Facilities in Practice References14 Planning Strategically for a Storage Facility 17 2.1 Defining the Need and Making the Case for Proposed Concept 17 2.2 Environmental Scan 20 2.3 Identifying Partners and Stakeholders 23 2.4 Building Collaborations and Communication 24 2.5 Scoping the Project 26 2.6 Navigating the Bureaucracy, Approvals, and Funding 28 References30 Section 2 Building the Storage Facility 31 An Introduction to Construction Methods, Project Management, and Building a Project Team 33 3.1 Project Delivery Systems Appendix 3.1 33 48 Design and Construction of a Storage Facility Building 49 49 51 51 52 54 55 56 59 59 60 4.1 Repurposing a Building 4.2 Constructing a New Storage Facility Building 4.3 Project Site 4.4 Building Areas 4.5 Receiving Room 4.6 Interlibrary Loan Room 4.7 Materials Processing Room 4.8 Break Room 4.9 Stacks Area 4.10 Heating, Ventilation, and Air-Conditioning v vi Contents 4.11 Fire Suppression 64 4.12 Security67 4.13 Inspections, Punch Lists, and Meeting Objectives 68 4.14 Grand Opening 69 References70 Section 3 Preparing for Operations 71 Selecting Equipment, Software, and Hardware to Support Operations 73 5.1 Shelving and Equipment 74 5.2 Archival Software 81 5.3 Union Catalog 84 5.4 Furniture85 5.5 Barcodes and Labels 86 5.6 Printers87 5.7 Printer Software88 5.8 Barcode Scanners 89 5.9 Order Pickers 92 5.10 Pallet Jacks 94 Appendix 5.1 96 Appendix 5.2 97 References98 Staffing the Storage Facility: Organization, Positions, Hiring, and Training 6.1 Framing Staff Responsibilities at the Transferring Library 100 6.2 Staffing the Remote Storage Facility 107 6.3 Other Organizational Considerations 115 Appendix 6.1 116 References119 Collection Management: Decisions and Selection for Remote Storage 99 121 7.1 Storage Facility Options 123 7.2 Collection Management and Remote Storage 124 7.3 Communications With Stakeholders 126 7.4 Shared Storage Holdings 127 7.5 Duplication in Storage facilities 130 References131 Contents vii Section 4 Transferring and Receiving Materials 133 Moving Collections: The Process From Retrieval to Shipping 135 8.1 Staffing for the Project 135 8.2 Making Preparations for Transferring Materials: Space and Supply Requirements 137 8.3 Processing Items for Transfer to Remote Storage 138 8.4 Verifying Suitability for Remote Storage 140 8.5 Retrieval of Materials from the Stacks 142 8.6 Updating Cataloging Records 143 8.7 Shipping Materials to the Storage Facility 147 Appendix 8.1: List Structures for Sending Material to the Joint Library Facility 148 Appendix 8.2: Guidelines for Shipping and Delivery 150 Appendix 8.3: Transfer Processes Recommendations for Materials Going to the Joint Library Facility 151 References159 Receiving Materials and Workflow at Storage Facility 161 9.1 Preprocessing Materials Into the Storage Facility 161 9.2 Buying, Storing, and Building Trays 165 9.3 Materials Arriving Into the Storage Facility 169 9.4 Processing Items in a Storage Facility 170 9.5 Accessioning173 9.6 Shelving174 Appendix 9.1 175 Section 5 Sustain Operations 179 10 Sustainability and Safety of the Facility: Materials, Personnel, and the Institution 181 10.1 Environmental Conditions 181 10.2 Fire Suppression and Prevention 185 10.3 Emergency Exits 187 10.4 Maintaining the Library Materials 188 10.5 Security191 10.6 Disaster Planning 191 References193 viii Contents 11 Access to and Delivery of Requested Materials 195 11.1 Interlibrary Loan 11.2 Reading Room With Reference Services 11.3 Other Potential Services 11.4 Secondary Site for Computer Files and Systems’ Backup 11.5 Planning for the Unexpected 195 202 203 204 204 12 Reporting Effectiveness, Return on Investment, and Preparing for Future Growth 207 12.1 Statistics and Reporting 207 12.2 Assessing Operational Effectiveness and Efficiency 210 12.3 Troubleshooting212 12.4 Reporting Return on Investment 214 12.5 Considering Growth 216 12.6 Marketing and Building Support 218 12.7 Conclusion218 Section 6 Case Studies 221 13 Case Studies 223 13.1 Case Study 1 13.2 Case Study 2 223 233 Index243 INTRODUCTION Over the past few years, institutions of higher education and academic libraries have seen change that is both profound and continuous Colleges and universities are responding to demands to be more accountable and responsive to their community’s needs driven largely by technology The shift to electronic platforms as a primary mode of information delivery has changed the research and information needs of clientele and the ways in which libraries provide for them In spite of this trend, one sought-after resource is, surprisingly, physical space on campuses.While colleges and universities are expanding in the online arena, they are also expanding their institutions physically with new innovation spaces and efforts to accommodate a growing on-site population as well Research and academic libraries are not exempt from this trend Many not only want to repurpose their own spaces but also find themselves in defense of their existing footprint when so many other on-campus programs and initiatives are vying for more of their own Despite the move toward digital-preferred collection development, many libraries continue to struggle with the space requirements to store their print collections and strive to meet the demand for more interactive, innovative, and collaborative library spaces Wood and Walther (2000) believed that as libraries need to focus their attention away from the historic ownership of information but rather toward access to and management of information.1 This movement would allow libraries to create the space needed to accommodate the demands of their users and provide space for information commons However, Heath reports that “the flow of printed resources continues unabated with no end in sight” and, as a result, academic libraries, such as the University of Texas—Austin, continue to add as many as 200,000 print volumes annually, which creates a shelving demand of almost 10,000 square feet of library space a year.2 This persistence in collecting print resources is not unusual, whether to continue to provide access to materials that are not online, which is true of materials for more interdisciplinary, specialized or niche programs or to sustain the commitment to archival access for future generations There are academic programs where print and hard copy is desirable, particularly in literary criticism, historical analysis, or fields that study the book as an artifact ix Case Studies 237 The process to identify unique and RIC volumes can take place after the volumes have been removed from the open stacks and delivered to your processing shelves However, UTL recommends that the identification of specific volumes for each of the two different categories of materials be completed before the volumes are removed from the library shelves If this information is available before they arrive, it is advisable to stage them for processing into two separate holding areas Eventually there will need to be two files of items identified by barcode number created, one for the volumes to be sent and one for the volumes to be surplused.The most accurate way to scan these two different sets of volumes is to have the pieces physically separated from one another As the volumes start arriving into the processing area, the pieces are physically placed onto the “unique” shelves or the “RIC” shelves The pull lists are Excel documents Sorting by call number order is problematic in Excel as the program does not sort numbers with decimal points in the order in Dewey and LC volumes call number order To get around this problem, UTL uses an in-house created macro that sorts into LC and Dewey call number order accurately The work to remove volumes from shelves is done at UTL by hourly student labor under the direction of the Storage and Logistics’ Senior Library Specialist who has created the list of volumes to be pulled for delivery to JLF The pull list includes the name of the journal title and the range of volumes and years Often, a serial run may have every volume removed if the title is no longer received For some titles only certain parts of the run may be pulled As an example, when a JSTOR title is removed for off-site storage, the pull list only includes volumes with e-coverage availability UTL tells the student removing the volumes that if they have a question on whether or not a certain volumes should be removed, then to error on the side of removing it All volumes are subsequently checked for accuracy; and if a piece is pulled by mistake, it will soon be identified and sent back to the owning library Volumes removed from the shelves are updated in the library’s OPAC to reflect holding in the facility where they are being processed At UTL, volumes are processed in a branch facility and the OPAC reflects this location Volumes may be requested by patrons up until the time they are boxed and palletized so it is important that there is inventory control of where every volume is in the processing queue UTL recommends that volumes be pulled and staged in call number order It can take several months from the time a volume is pulled until it appears in the JLF Updating the temporary 238 Library Storage Facilities location in the OPAC is well worth the time and effort and minimizes library user frustrations If there are concerns about users requesting volumes pulled for processing, then a library could choose to temporarily set the item to “unavailable” in the OPAC; however, UTL’s experience is that this is not a necessary step 13.2.5 Volumes to be Delivered to Joint Library Facility As noted above, UTL prefers to segregate in the processing area the volumes to be delivered to JLF from the volumes which eventually will be surplused This is not a requirement, but from experience, it is a preferable way to proceed If the volumes are not segregated on arrival, it will need to be done once the work to process the materials begins All volumes to be delivered to JLF must have a barcode label on the piece A not insignificant number of items have older style OCR labels Student staff work to scan every piece being delivered Any piece with an OCR label gets a barcode label produced from a label printer After the label is created and affixed to the volume it is scanned into the file Depending on how many barcode labels must be made, a shipment of 5000 volumes can be scanned into a file in or 2 days of full-time work The file of barcodes for the volumes to be delivered is submitted to staff in UTL’s Access Systems unit This file is used to update UTL’s OPAC to reflect holdings at JLF as well as updating the OCLC holdings to reflect the same Access Systems also uses the file to upload into the JLF catalog bibliographic information for the volumes being shipped It is important to pay close attention to the timing of the file submitted to Access Systems as OPAC records updated too far in advance of the actual delivery of the pieces may cause confusion for staff and for patrons JLF requires the upload of bibliographic data 1 week prior to the arrival of the pieces at their facility UTL does not normally upload this required data to JLF ahead of their requirement At the time of that upload, Access Systems also makes the appropriate changes to the UTL OPAC and OCLC holdings UTL does not begin boxing and palletizing the volumes until Access Systems has completed its work The barcode file delivered to Access Systems may have mis-scans and it will be necessary to find the corresponding volume and rescan the barcode It is common for a file of 5000 barcodes to have several misscans, which will need to be resolved The final step is to box and palletize the volumes The trucks that are used to make the delivery can hold 10 pallets so that is the optimal size of the shipment A rule of thumb is 5000 volumes equals 10 pallets It is Case Studies 239 important to pay attention to how boxes are filled to maximize the number of volumes placed in a box without overfilling Filling boxes and making pallets is hard physical labor and should be stretched out over several days The total time to box and palletize 5000 volumes is in the neighborhood of 12 to 15 person/hours of labor If at all possible, have the boxing and palletizing done on the same level of the building as the loading dock Being required to use an elevator for any part of the processing adds to the inefficiency of the work Moving 5000 volumes up and down an elevator is something to keep to a minimum in the processing workflow 13.2.6 Volumes Duplicating Joint Library Facility Holdings As noted, UTL submits to JLF a list of volumes which duplicate their holdings At the time the list is submitted, UTL informs JLF that they want to declare their copies a Resource in Common JLF makes notations on their item records to note these volumes have been declared as being co-owned by UTL Volumes that duplicate holdings in JLF are easier and less expensive to process than volumes delivered to that facility A file of barcode numbers must still be created, but because the volumes will not be delivered to JLF, there is no requirement that barcode labels be produced and affixed the pieces.Volumes having only OCR numbers have those numbers wanded or ten-keyed into the file As noted in the process for volumes being delivered to JLF, the file is sent to Access Systems who updates the UTL OPAC to show holdings in JLF The use of UTL’s OPAC to reflect JLF holdings is, therefore, nuanced Although seamless to users, the OPAC display of volumes now reflects both physical pieces, which have been delivered to JLF, and also pieces that other institutions have sent to JLF, which is declared a RIC Once the RIC volumes show in the UTL OPAC as being in JLF (albeit another institution’s copy of the volume), the book or serial is stamped “withdrawn” and surplused in accordance with University of Texas at Austin and State of Texas rules and regulations Note that the item records in the OPAC for surplused items are not set to “withdrawn” even though the physical piece has been removed The item records are changed to show the JLF location Volumes are retrieved from JLF through an interlibrary loan request launched from within the UTL OPAC This retrieval method applies for both physical and electronic document deliveries Even volumes UTL delivered to JLF are requested by patrons using an ILS request form A user requesting via interlibrary loan a volume from JLF 240 Library Storage Facilities may or may not receive the physical piece that was represented in the OPAC as being in the UT Libraries In addition to the two processing streams—one for delivery to JLF and the other for surplussing—there is a third category of materials that can occur.The JLF uploads records into their OPAC for incoming volumes that have not yet arrived or been processed Once the volume is on the JLF shelf a note appears in the OPAC record stating the item is “at rest.” UTL cannot declare a JLF volume as a Resource in Common until that volume shows as being available.This creates a situation where UTL has materials that cannot be surplused until the corresponding volume is available at JLF at a yet-tobe-determined date This third category of materials is called “limbo” volumes Periodically, UTL staff recheck the JLF OPAC to see if the volumes are now “at rest,” i.e., fully processed and available, so that they can declare them as RICs.Volumes can be in limbo for many months while other institutions send their volumes to JLF The holding of volumes this long is another reason to change their location in the UTL OPAC to reflect being held in the processing area—and thus retrievable for users 13.2.7 Conclusion Since JLF opened, UTL has delivered over 150,000 volumes to JLF and has declared 123,000 volumes in the facility as a Resource in Common Those two numbers combined amount to over 3 miles of monographs and serials Sending items to JLF or declaring them as RICs takes time, but it is well worth the effort to help with issues of space, storage, and access 13.2.8 Equipment • Computers with two monitors The more the computers, the better, so that multiple people can work on different parts of the process simultaneously • An Excel macro that sorts lists into true Dewey and LC call number order • Printer It is helpful to work from paper lists when confirming what is on the shelf matches with what is supposed to be sent to JLF or claimed as an RIC • Book movers UTL uses over 30 book movers, each with 12 feet of shelving • Shrink wrap and shrink wrap spindles Book movers are shrink wrapped when sending books between buildings Pallets of books delivered to JLF are also shrink wrapped Case Studies 241 • Laptop and barcode scanner on mobile carts •  Laptop with barcode making software and dedicated small barcode printer to be used when scanning volumes being delivered and being surplused • “O” sized boxes A shipment of 5000 volumes will need approximately 320 boxes • Pallets UTL purchases them by the 100-lot • Pallet jack This page intentionally left blank       INDEX Note: ‘Page numbers followed by “f ” indicate figures, “t” indicate tables, and “b” indicate boxes.’ A C Academic Libraries Survey or Association of Research Libraries (ARLs), 117, 124 Accessioning, 173–174 American Disabilities Act (ADA), 51, 74–75, 229 Antitheft measures, 191 Archival software CAIA Software, 82, 83f checklist, 81 Generation Fifth Application (GFA), 81 accession menu, 83f LIS circulation module, 225 Archival system, 96b Assessing operational effectiveness/ efficiency, 210–212 Automated storage and retrieval systems (ASRS), 4, 14 high cost, 80 initial cost outlay, 79 rapid speed, 80 storage and retrieval (SR) machine, 79 CAIA Software, 82, 83f Case studies, 223 initial work, 235–238 processing space, 234–235 Texas A&M University Joint Library Facility, 233–234 abatement project, 229 American Disabilities Act (ADA), 229 claiming resource in common, 228 ILL request rate, 230 Joint Library Facility (JLF), 233 Libraries’ media collection, 232 microform collection, 232 “retain best copy”, 232 serials cataloging unit, 228–229, 231 shared storage, 231 title selection process, 230 University of Austin Library Storage Facility back file titles, 224, 226 item’s call number, 225 LSF1 and LSF2, 224 nonowning library, 224 owning library, 224 “resource in common” model, 224 shelving space, 226 unique scanable barcode, 225 volumes delivered to Joint Library Facility, 235, 238–239 volumes duplicating Joint Library Facility holdings, 236, 239–240 Considering growth, 216–218 CAVAL Archival and Research Materials (CARM), Center for Research Libraries (CRLs), 12, 128 Collaborative facility, 5–6 B Barcodes, 128–129, 144, 226–227 duplication, 56–57, 111, 170–171 and labels, 86–87 problem, 145 scanners, 89–91, 91f shelf barcode, 164, 165f, 189 Batch Tracking Worksheet (BTW), 173 Break room, 59 British Library Document Supply Center (BLDSC), Budget constraints, Building areas book area, 52, 54 user area, 52 243 244 Index Collection management collection development, 121 communications with stakeholders, 126–127 deaccessioning/withdrawing material, 122 duplication, 130–131 library space, 121–122 off-site storage, 122 remote storage, 122 effective policies/guidelines, 125 liaison librarians, 125 previous editions, 125 shared storage, 127–130 storage facility options, 123–124 withdrawal item, 122 Construction manager at risk (CMaR) bids, 37 Building Information Modeling (BIM) software, 37 complete team, 37 responsibility, 37 uncertainty, 37 Construction phase environmental standard, 41 general contractor/contract manager, 41–42 inspection, 42 municipal building permits, 41 required assessments, 41 smaller phases, 41 subcontractors, 41–42 Co-operative Action by Victorian Academic Libraries (CAVAL), Cooperative shared storage facilities collaborative facility, 5–6 regional storage facility, 6–7 repository storage facility, for smaller institutions, Copy cataloging staff members, 136 D Deaccessioning/withdrawing material, 122 Departmental libraries, 3, 168–169 continual construction, Design-bid-build method advantage, 35 architect selection, 34 “Change Orders”, 35 competitive bid process, 34 construction drawings, 34 disadvantages, 35 estimated cost, 34 general contractor, 34–35 project bid, 35 project manager, 34–35 request for information (RFI), 34–35 request for proposal (RFP), 34, 48b subcontractors, 35 three sequential project phases, 34–35 Design-build method advantage, 36 conceptual plan, 36 governing institution, 36 Direct interlibrary loan barcode information, 199 ILL Process, 198, 199f Joint Library Storage Facility, 200 Resource Sharing Management software, 198 scanners, 199–200 Disaster planning disaster recovery team, 191 requirements, 192–193 E Emergency exits doorjamb and doorsill, 187–188 door sweep, 188 piano hinges, 187–188 weather stripping, 188 Environmental conditions, 181–185 F Fire alarm control panel, 65 Fire sprinklers discharge water, 65 Fire suppression components, 65, 66f fast response sprinkler, 65–66 fire pumps, 67 in-rack system, 66 options, 65 and prevention control mode systems, 186 ESFR sprinkler system, 186 Index fire detection and sprinkler system, 186 internal conditions of building, 187 smoke detectors, 187 sources, 185–186 Five College Library Repository Collection, 14 Furniture, 85–86, 86f, 109 G Generation Fifth Application (GFA), 81, 174 software accession menu, 82, 83f software vendor and developers, 117–118 Grand opening, 69–70 H Hampshire Inter-Library Center (HILC), 12–13 Harvard Model, 4, 14 Heating, ventilation, and airconditioning (HVAC) system, 38–39, 109, 184–185 additional module(s), 63 central air systems, 61 considerations in selection, 60 hydronic systems, 60–61 insulation, 63 market standards, 61 planning committee, 61 proper environmental criteria, 63 shelving area, 64 Heavy Duty Adjustable Workbench, 85, 86f High density storage (HDS), 14, 21b–23b, 107, 141–142, 164–165, 189 I Indirect interlibrary loan, 196–198 Ingestion numbers, 208 Inspections, 68–69 Institutional storage facilities, 4–5, 55–56 advantage, disadvantages, 4–5 track depositing library, 168–169 Institution project manager, 53b Interlibrary loan, 4–5, 55–56 direct interlibrary loan, 198–202 indirect interlibrary loan, 196–198 245 models of ownership, 195 questions, 195 room, 55–56 J Joint Library Facility (JLF), 7, 54, 123 assembled tray sizes, 166–167, 167t basic LIS catalog, 84 direct interlibrary loan, 200 EL Heavy Duty Model Ergo line, 85 fire panel purchased, 65, 66f ingestion numbers, 210 last-copy facility, 140 practices for sending items, 152–153 processing room, 56–57, 57f recommendations for claiming resource in common items, 158–159 recommendations for processing items going, 157–158 Resource in Common (RIC) model, 124 sending material monographs, 148, 148f serials, 149, 149f transfer processes recommendations, materials going, 151–159 Zebra ZM400 series industrial printers, 87–88 Joint Universities Research Archive (JURA), 79 L Labels, 86–87, 165 Laser printer, 21b–23b, 88 Leadership in Energy and Environmental Design (LEED), 182b–183b Library Archival System, 81 Library Storage Facility (LSF), 123 LISA catalog, 84, 85f M Marketing/building support, 218 Materials processing room, 56–58, 57f–58f Meeting objectives, 68–69 Midwest Inter-Library Center (MILC) Association of Research Libraries (ARL), 12 Center for Research Libraries (CRL), 12 246 Index Midwest Inter-Library Center (Continued) duplication policy, 12 original universities, 11 print volumes, 11 shelving units, 11 square foot space, 11 ways/models, 12 Minnesota Library Access Center (MLAC), 130–131 Mobile computer, 90–91 Motorola MC9190G, 90–91 Moving collections delivery guidelines, 150–151 Joint Library Facility (JLF) practices for sending items, 152–153 recommendations for claiming resource in common items, 158–159 recommendations for processing items going, 157–158 sending material, 148–149, 148f–149f transfer processes recommendations, materials going, 151–159 Online Computer Library Center Instructions, 153 remote storage processing items, 138, 139f verifying suitability, 140–142 Resource in Common Instructions Online Computer Library Center Libraries, 154–156 SERHOLD Libraries, 157 retrieval of materials, 142–143 SERHOLD Instructions for Medical Libraries, 154 shipping materials, 147 guidelines for, 150–151 staffing for project, 135–137, 136f transferring materials processing items, 138, 139f space and supply requirements, 137–138 updating cataloging records barcode problem, 145 bibliographic records, 143 holdings, 144 ILS, 143 items, 144 JLF facility, 144 multivolume sets, 146 packing instructions, 146 review items and check, 146 serial holdings, 144 Texas A&M’s automated process, 144 N National Fire Protection Association Standards (NFPA), 186 National Repository Library of Finland, New England Deposit Library (NEDL) Act, members of, 10 wasted space problem, 11 New storage facility building, 51 O Occupational Safety and Health Administration (OSHA), 92–93 Office chairs/desks, 86 Off-site storage, 122 Online Computer Library Center (OCLC), 84, 101, 123, 140, 153, 198, 227–228 Open bidding, 39 Oral language, 104 Order pickers, 92f aisle width, 93 “blow out wall”, 93–94 book cart, 93, 94f considerations in selection, 97b lift capacity, 93 lift operators, 92–93 rechargeable battery, 93–94 P Pacific Neighborhood Consortium conference, 79 Pallet jacks electronic, 94–95, 95f manual, 94–95, 95f Pallet space requirement, 54 Participants, 5, 197 costs, 23 possible groups, 23 and potential participants, 104 Index Planning strategically for storage facility approvals, 28–30, 29f bureaucracy, 28–30 collaborations and communication, 24–26 concept to approval, 17, 18f environmental scan, 20–23, 21b–23b funding, 28–30 partners and stakeholders, 23–24, 24f–25f project goals, 26–28, 26b–27b proposed concept costs, 19 factors, 18 median space savings, 19 remote storage project, 19–20 Planning team architectural team members architect and library consultant, 45–46 interior designer, 46 mechanical and electrical engineer, 46 structural engineer, 46 director of the future building, 43–44 engagement and communication skills, 43 general contractor team members construction manager, 46 possible team members, 47 superintendent, 46 library facility manager, 44 person with budgeting responsibilities, 44 team members, 43 university personnel building specialist, 45 insurance representative, 45 project manager, 44 university architect, 45 Preservation/safety disaster planning disaster recovery team, 191 requirements, 192–193 emergency exits doorjamb and doorsill, 187–188 door sweep, 188 piano hinges, 187–188 weather stripping, 188 environmental conditions, 181–185 fire suppression and prevention control mode systems, 186 ESFR sprinkler system, 186 247 fire detection and sprinkler system, 186 internal conditions of building, 187 smoke detectors, 187 sources, 185–186 Joint Library Facility (JLF), 181 maintaining library materials duplicate barcodes, 189–190 lighting, 188–189 resin ribbons, 190 shelf barcodes, 189 wax/resin ribbons, 190 wax ribbons, 190 security, 191 structural integrity, 181 sustainability in construction, 182b–183b Printers, 21b–23b, 87–89, 117–118 software, 88–89 Project delivery systems construction manager at risk (CMaR), 37–38 design-bid-build method advantage, 35 architect selection, 34 Change Orders, 35 competitive bid process, 34 construction drawings, 34 disadvantages, 35 estimated cost, 34 general contractor, 34–35 project bid, 35 project manager, 34–35 request for information (RFI), 34–35 request for proposal (RFP), 34, 48b subcontractors, 35 three sequential project phases, 34–35 design-build method, 36 governing institution, 33 owner risk, 33 phases of building process construction phase, 41 procurement office, 39 schematic design process, 38–39 planning team, 43–47 Project site actual site, 52 distance, 52 features, 51 248 Index Pull Stations, 65 Punch lists, 68–69 Purchasing agreements, 6–7 R Receiving materials/workflow accessioning, 173–174 assembled tray sizes for JLF, 166–167, 167t high-density facilities, 166–167 materials arriving cleanliness, 170 condition review, 170 shrink wrapped pallet, 169, 169f preprocessing materials call number, 162 Joint Library Facility (JLF), 161–162 planogram, 161–162, 163f, 164 shelf barcode, 164, 165f shelf label order specifications, 166t shelf location, 164, 165f shelf placement, 164 shelving vendor, 162 processing items barcode duplicating, 170–171 Batch Tracking Worksheet (BTW), 173 book sizing template, 171, 172f tray label, 173 tray measurements, 171 ZebraDesignPro software, 170–171 RFP for long-term book storage (TRAYS) bidder information, 177 description of operation, 176 detailed description, 176 first shipment in table format, 176–177 general description and purpose, 175 quantities of dies, 177 substitutions/alternatives, 177 tray design, 176 shelving, 174–175, 175t sizing template dimensions and corresponding tray size, 168–169, 168t tray label example, 167–168, 168f trays of various sixes, 165, 167f Receiving room, 54–55, 55f Regional storage facility, 6–7 Remote storage, 4, 42–43, 49 benefits of, 23 collection management, 122 effective policies/guidelines, 125 liaison librarians, 125 previous editions, 125 processing items, 138, 139f transferring library actual hands-on processing, 103 collaborative storage facilities, 106 communication aspect, 103–104 configurations, 100 core responsibilities, 104 documentation, 104 factors, 102 job requirements, 105 local system/language proficiency, 105 MARC records and holdings, 102 mission and core functions, 100–101 oral language, 104 position responsibilities, 105 soft skills, 105 specific duties, 104 written correspondence, 104 verifying suitability archival and special collections materials, 141 folios, 140–141 media, 142 microfiche, 141–142 microforms, 141 Reporting return on investment, 214–216, 216f Repository storage facility, Repurposing a building communication and interaction, 49–50 cost estimation, 50 facilities audit, 49–50 qualitative assessment, 50 quantitative assessment, 50 visual aids, 49–50 Requested materials, access and delivery interlibrary loan direct interlibrary loan, 198–202 indirect interlibrary loan, 196–198 models of ownership, 195 questions, 195 Index planning for the unexpected, 204–205 potential services, 203–204 reading room with reference services, 202–203 secondary site, computer files and systems’ backup, 204 Request for information (RFI), 34–35 Request for proposal (RFP), 34, 48b Resource in Common (RIC) model, 24, 124 Retention agreements, 5–7 S Schematic design process change order approval request, 41 construction specification document, 39 design professionals, 39 open bidding, 39 preliminary drawings, 39 RFP documentation, 39 select bidding, 39 university governing board, 38–39 Security, 67, 191 Select bidding, 39 Shared ownership agreement, Shared Print Repository, 14 Shared storage facility, 23, 127–130 resource in common (RIC) model, 135 Shelving/equipment, 174–175, 175t automated storage and retrieval systems (ASRS), 78 compact high-density shelving systems, 78 diagram of, 74, 74f high-density shelving models, 76 mobile shelving units, 74–75 off-site storage considerations, 76b–78b spacesaver, 76b–78b static vs mobile, 76b–78b stationary and mobile types, 74 traditional mobile stacks, 74–75, 76f traditional stacks, 74–75, 75f traditional static shelving, 74–75 types, 74 Shipping company, 147 Smoke and/or heat detectors, 65 Stacks area, 59–60 249 Staffing management and organizational structure Americans with Disabilities, 112 designated project manager, 109 efforts, 108 facility manager, 109–110 physical requirements, 111 physical stamina, 112 position description, 111 positions to staff, 110 student worker, 111 moving collections, 135–137, 136f organizational considerations, 115 remote storage facility, 107–115 remote storage, transferring library actual hands-on processing, 103 collaborative storage facilities, 106 communication aspect, 103–104 configurations, 100 core responsibilities, 104 documentation, 104 factors, 102 “go to person”, 107 job requirements, 105 local system/language proficiency, 105 MARC records and holdings, 102 mission and core functions, 100–101 oral language, 104 position responsibilities, 105 soft skills, 105 specific duties, 104 written correspondence, 104 sample position description, senior staff member accessioning and verifying items received, 117 cataloging material, 116–117 data analysis, 117 interlibrary loan, 118 support activities, 117–118 teamwork, 119 training cross-training, 114 on-the-job training, 113 session topic, 113 written documentation, 113 work analysis, 99–100 250 Index Statistics/reporting ingestion activity report, 208, 208f ingestion numbers, 208 items claimed as resource, 208, 209f Joint Library Facility (JLF), 210 scheduling, 210 specific justifications, 207–208 university administration, 207 visual map, 210 Storage models, 13–14 Structural integrity, 181 T Texas A&M University, 53b, 137–138, 223–226 Transferring materials processing items, 138, 139f space and supply requirements, 137–138 Troubleshooting printing error issues, 88 shipment, 213–214 smaller errors, 212 unique scannable barcode, 213 U Union catalog, 84, 85f United Kingdom Research Reserves (UKRR), 8, 128 W Wooden pallets, 54 Workbench, 85–86 Workflow system accession station area, 57 barcode duplicating, 56–57 shelving station, 57–58 verification station area, 57 Written correspondence, 104 X XTend Mobile Highbay Storage System, 76b–78b Z Zebradesigner Pro Barcode Label Software, 88–89 ... 1.2.4  Storage Models It was these three pioneer storage facilities, The NEDL, The MILC, and the HILC, that forged the way for library storage facilities in the United States 14 Library Storage Facilities. .. https://doi.org/10.1016/B978-0-08-102754-7.00001-0 Elsevier Ltd All rights reserved Library Storage Facilities 1.1 TYPES OF STORAGE FACILITIES Today, there are two different types of library storage facilities that are built in the United... An Introduction to Storage Facilities: Types and Examples 1.1 Types of Storage Facilities 1.2 Storage Facilities in Practice References14 Planning Strategically for a Storage Facility