persuading administrators to better serve students can help preserve old books: a case for remote...

Persuading Administrators to Persuading Administrators to Better Serve StudentsBetter Serve Students

Can Help Preserve Old Books:Can Help Preserve Old Books:A Case for Remote StorageA Case for Remote Storage

Bill Myers

University of Kansas Libraries

LAMA-MAES 2005

What do we need to know?What do we need to know?

Who can tell us?Who can tell us?

How can we get the How can we get the information?information?

What will it enable us to do?What will it enable us to do?

Objective: Objective:

Construct a high density storage facility for low-use library materials

Elements of the Case:Elements of the Case:ThreatsThreats

Six libraries at or near shelving capacityConcurrent reduction of user spaceDiminishing gate countBacklogs of unprocessed materials

Elements of the Case:Elements of the Case:OpportunitiesOpportunities

Tuition enhancement moniesProvost’s commitmentChancellor’s readinessSpace transformation underwayCompletion of reconfiguration surveyCompletion of space assessment

studies

Provost’s suggestions:Provost’s suggestions:

Explain why needed and why de-accessioning not acceptable

Compare size/rank with other ARL libraries

Address budgetEmphasize student space/use potential

Audience:Audience:Chancellor’s CabinetChancellor’s Cabinet

University administrators with responsibility for: Budget Academics Students Faculty Facilities Research External Affairs

Chancellor’s Priorities Chancellor’s Priorities

Student-centered university

Top 25 public research university

Data sourcesData sources

LibQUAL+ Survey, Spring 2003Watson Library Reconfiguration Survey,

Fall 2002Association of Research Libraries (ARL)Building Specifications, Costs, and

FinancingKU Libraries Facilities Master Plan 2001

Data sources cont.Data sources cont.

Kansas Board of Regents Library Space Planning Guidelines

Cost Study Peer Institutions (6)Big Twelve InstitutionsAssociation of American Universities

Comparison Group (14)Photographs

Preparing the Case Preparing the Case

Review and evaluate existing dataGather additional dataDraft presentationPreview presentation with selected

audiences

Previews Previews

Libraries Dean’s CouncilProvost and Vice Provost for

Information ServicesUniversity Architect and Vice Provost

for Panning and Facilities ManagementChancellor’s spouse

Feedback Feedback

More numbersMore specs on building

University of KansasUniversity of Kansas

Library ServicesLibrary ServicesLibrary SpacesLibrary Spaces

September 22, 2003

What Users Want…What Users Want…

• One-stop shopping• 24/7 access• Self-reliance• Technology• Amenities• Quiet zones• Social interaction• Blurring of home and

office environments• Scholars’ workstations

Our ChallengeOur Challenge

Provide KU students, faculty, and staff with a robust mix of physical and virtual library resources and spaces that enhance and stimulate research, scholarship, and student learning.

Changing Library ServicesChanging Library Services

The Card Catalogwas the startingpoint….

.

Cornell’s Periodicals Room was hardly used by 2001.

Transformed into a wired café, the space is now one of the campus’s most popular study and meeting places.

Free Speech Movement Café,Donated by Library Vendor

University of Iowa LibrariesFood for Thought

Browsers Coffee Shop at the University of Waterloo, Ontario Canada

UNC’s House Library’s Student Lounge, Prior to Renovation

Group Study Rooms Support Collaborative Learning

Arizona State University

A locked carrel at Ohio State in 1951

Cornell 2002

UNC’S Information Commons

Restore Grand Reading RoomRestore Grand Reading Room

Columbia University University of Washington

Our ChallengeOur Challenge

Provide appropriate storage for all library materials while enabling faculty, staff, and students to readily access any item.

Collection GrowthCollection Growth

• In addition to the growing number of electronic resources that the KU Libraries collect, nearly 80,000 print volumes are added each year.

• The rate of acquisition of print volumes is not declining.

• The Library Annex, added in 2003, has a capacity of 80,000 volumes.

Shelving Capacity & Stack Shelving Capacity & Stack ManagementManagement

• Best practices recommend that cost-effective stack management occurs at 85% of shelf capacity (with 15% representing the allowable margin for circulation of materials).

• In 2000, the Libraries were already operating at 87% of shelf capacity.

• In 2004, the Libraries are projected to reach 100% of shelf capacity.

Seating Capacity for Library Seating Capacity for Library UsersUsers

• Best practices recommend seating for 25% of the resident student population.

• In 2000, KU Libraries provided seating for 13% of the resident student population (just over 3,000 seats).

Library SpaceLibrary Space

“To make the best use of prime real estate, libraries are adopting new approaches to managing large print collections by using storage centers with delivery services for less frequently used materials and engaging in cooperative approaches to long-term preservation copy retention.”

-ARL Bimonthly Report, December 2002

• Lesser-used materials

• Shared storage• Preservation tool• Security asset• Industrial document

delivery

High-density StorageHigh-density Storage

Duke University

YaleSoutheast Ohio

Indiana

University of MissouriUniversity of MissouriLibraries DepositoryLibraries Depository

High Density Storage High Density Storage DepositoriesDepositories

California Michigan

Minnesota South Carolina

Penn State Texas

Missouri Virginia Tech

Florida Indiana

Relative Costs of Relative Costs of Storage/Preservation:Storage/Preservation:

• Microfilming - $50 to $150 per volume

• Photocopying - $50 to $150 per volume

• Digitization - $50 to $80 per volume

• Storage - $5 to $10 per volume

- ARL 2003

Circulation of Library MaterialsCirculation of Library Materials20022002

Materials published 1983 or earlier:26.9%

Materials published 1973 or earlier:14.1%

Retrievals from Library AnnexRetrievals from Library Annex

Storage space leased May 2003

70,000 volumes in off-site storage

50 items retrieved during first 8 weeks

ARL Rank: Volumes in LibraryARL Rank: Volumes in Library

1. Harvard 14.9 million

2. Yale 10.9 million

3. Illinois 9.9 million

6. Texas 8.2 million

8. Michigan 7.6 million

13. Indiana 6.5 million

15. Wisconsin 6.2 million

ARL Rank continuedARL Rank continued

17.Minnesota 6.1 million

19. Ohio State 5.6 million

27. Michigan State 4.5 million

29. Oklahoma 4.3 million

30. Iowa 4.3 million

35. Kansas 3.9 million

53. Missouri 3.1 million

Next StepsNext Steps

• Transform library facilities to support student and faculty collaborative learning.

• Revitalize Watson Library as a campus intellectual center.

Watson CommonsWatson Commons

Watson CommonsWatson Commons

Next Steps Cont.Next Steps Cont.

• Reconfigure Watson, Anschutz, and Spahr libraries to function as models for the integration of virtual and physical collections, technology resources, and academic support in a manner that meets the research and scholarship needs of the KU community.

• Relieve overcrowded shelves and provide at least ten years’ growth space for new materials to be added to all of the library collections in our various spaces.

Anschutz CommonsAnschutz Commons

Anschutz CommonsAnschutz Commons

Spahr stacksSpahr stacks

Spahr Engineering LibrarySpahr Engineering Library

Next Steps Cont.Next Steps Cont.

• Provide less expensive remote storage and service options for some of the less frequently used materials currently housed in our libraries.

Library AnnexLibrary Annex

Annex InteriorAnnex Interior

Library Space Transformation Library Space Transformation Financial ResourcesFinancial Resources

Anticipated annual allocations:

• from library operating budget

$100,000 - $200,000

• from charitable gifts via KU Endowment

$50,000 - $100,000

BARD CostsBARD Costs

• $5.6 million for land and construction in 2005 dollars

• Annual operating costs derived from reallocations

BARD FinancingBARD Financing

• 20 years term for bonds

• Debt service approximately $467,000/year

• Cost to service facility approximately $33,000/year

BARD SpecsBARD Specs

• 2.5 acre site

• 7,500 sq. ft. shelving space

• 1.6 million volume capacity

KU Libraries VisionKU Libraries Vision

• Ready access to information resources• Personal research assistance and

service• Space for library instruction• Space for individual study• Space for group collaboration• Space for socialization and refreshment

Why was the case Why was the case successful?successful?

Right amountRight purposeRight time

Bill MyersBill MyersDirector of Library DevelopmentDirector of Library Development

University of KansasUniversity of Kansas1425 Jayhawk Blvd.1425 Jayhawk Blvd.

Lawrence, KS 66045-7544Lawrence, KS 66045-7544785.864.8921785.864.8921

bilmyers@ku.edubilmyers@ku.eduwww.lib.ku.www.lib.ku.eduedu

Thanks to:Thanks to:

Stella Bentley, Dean of LibrariesStella Bentley, Dean of LibrariesUniversity of KansasUniversity of Kansas

Sarah Thomas, University Librarian Sarah Thomas, University Librarian Cornell UniversityCornell University