on the move relocating government documents at the uga libraries hallie pritchett head, map &...

ON THE MOVERELOCATING GOVERNMENT DOCUMENTS AT THE UGA LIBRARIES

HALLIE PRITCHETT HEAD, MAP & GOVERNMENT INFORMATION LIBRARYUNIVERSITY OF GEORGIA LIBRARIESFEBRUARY 12, 2015

ABOUT THE MAP & GOVERNMENT INFORMATION LIBRARY• Opened in July, 2012

• Former Map Library + government documents collections

• Collections consist of…

• 1 million+ tangible documents (Federal, Georgia, British, UN, Canadian)

• 400,000+ sheet maps from all over the world• 240,000+ Georgia air photos• 3,000,000+ microfiche, microfilm, and microcards• 10,000+ books and atlases

• Regional depository for federal documents

• Official depository for Georgia state documents

• Former selective depository for Canadian documents

NEW BUILDING!

Richard B. Russell Building Special Collections LibrariesUniversity of Georgia

OLD BUILDING (WITH NEW SPACES)

Ilah Dunlap Little Memorial LibraryUniversity of Georgia

…aka the Main Library & home of MAGIL

ORIGINAL LOCATIONS PRIOR TO 2012

Location ItemsMain Library – 2nd floor Most U.S. print, Serial Set, Census, reference

materials, some maps, posters, most microfiche, microfilm, microcards, most tangible electronic; GA, UN, British, and a few Canadian documents

Map Library Majority of the depository maps

Science Library – 2nd floor Science-related U.S. print, posters, microfiche, and tangible electronic; GA topo maps; science-related Canadian documents

Repository – 1st & 2nd floor Some U.S. print, majority of the Canadian documents, select GA documents, other international documents

Floor plan for the Map & Government Information Library

~6500 linear feet of shelving~6500 linear feet of shelving for~16,000 linear feet of documents?!?

MOVE-RELATED ISSUESMain Library

• Needed to move everything from the 2nd floor• Needed to reduce the size of the collection and decide

what would go where in our new space and elsewhereScience Library

• Needed to reduce the size of the collection by half and move the remainder to the 4th floor

Repository

• Needed to consolidate the government documents collections into a single location• Needed to create space for more items from Main &

Science

MOVE-RELATED ISSUESOther issues

• Needed to update old GIL location codes and create new ones to reflect new locations

• Needed to eliminate gift processing backlogs (especially in the Science Library and the former Map Library)

• Needed to determine which items were rare/valuable enough to go to the new Special Collections Building and catalog them

• Needed to let users know where items without records in GIL are housed and how to access them

DETERMINING WHAT WENT WHEREBiggest factor – the amount of space available in each location

Other determining factors

• Statistics – circulation, shelving, reference• Growth rate of the various collections• Type of material• Rarity/value of materials• Input from Libraries staff and faculty• Availability of online and other resources

Former U.S. documents stacksMain Library 2nd floor

MOVING THE COLLECTIONS• Depended largely on building and remodeling schedules

• First items moved in 2011

• Serial Set through the 60th Congress to the SCB• Scanned Georgia documents to the Repository

• Bulk of the collections moved in spring/summer of 2012

• MAGIL – Map Library collections, UN, British, Georgia, reference materials, microforms, posters

• Science Library – half of the collection sent to the Repository, remainder moved to the 4th floor

• U.S. documents in the Main Library moved in spring of 2013

MOVING THE COLLECTIONS• Professional movers

moved and installed the map cases

• UGA Libraries move crew plus MAGIL staff members moved everything else

• All collections in all locations (except those in the SCB) had to be shelf-read and shifted after the initial move

Moving documents into MAGIL closed stacks

MOVING THE COLLECTIONS

Packing documents for the Repository Packed bins ready to ship – Main Library 2nd floor

MOVING THE COLLECTIONS

The Repository (clockwise from L):

Aisle of government documents, lift, and toboggans for sliding bins

WHERE THINGS WOUND UP

Location ItemsMAGIL public stacks Most-used U.S. print, Serial Set (100th Congress to

date), Census, reference materials, maps, posters, microfiche, microfilm, and tangible electronic; GA, UN, and most British documents

MAGIL closed stacks Lesser-used U.S. print, microcards, Serial Set (61st-100th Congresses), select British documents, duplicate maps

Science Library public stacks

Most-used science-related U.S. print, posters, microfilm, and tangible electronic; GA topo maps; science-related Canadian documents

Repository Least-used U.S. print, all hearings, duplicate Census, most Canadian documents, select GA documents, other international documents

Special Collections Building Rare/valuable U.S. documents, Serial Set (through 60th Congress)

WHERE U.S. DOCUMENTS WOUND UP

Location Print Maps/posters

Microfiche

Tangible electronic

MAGIL public stacks 12.5% 99.5% 90% 80%

MAGIL closed stacks 25% 0%1 0% 0%

Science Library 12.5% .5%2 10% 20%

Repository 50% 0% 0% 0%

Special Collections Building

<1% 0% 0% 0%

1 Select duplicate depository and other maps are housed in MAGIL closed stacks2 Duplicate GA topographic maps and science-related posters are housed in the Science Library

RETRIEVING MATERIALS

RETRIEVING MATERIALS

RETRIEVING MATERIALS

Google form for requesting items without records in GIL from the Repository

ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE)• Moving collections is a 3-part process – before,

during, and after

• Start early – everything always takes longer than you think it will

• Build time into the move schedule for shelf-reading and clean-up projects after the collection itself is moved

• No matter how careful you are, collections get scrambled in moves

• You will be amazed at what you find when you move your collection

ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE)• Only move what you plan to keep

• Count and measure EVERYTHING at least twice and write it down

• Consider how materials will be located and retrieved before you move, especially if they are not cataloged

• Publicize the move before (well before!), during, and after it happens

• Be prepared for complaints about inaccessible materials

• Let GPO know about major moves (per the Legal Requirements)

THANK YOU!

Hallie PritchettUniversity of Georgia Libraries

www.libs.uga.edu/magilhpritche@uga.edu

QUESTIONS?