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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 MyersUniversity of Kansas Libraries
LAMA-MAES 2005
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What do we need to know?What do we need to know?
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Who can tell us?Who can tell us?
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How can we get the How can we get the information?information?
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What will it enable us to do?What will it enable us to do?
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Objective: Objective:
Construct a high density storage facility for low-use library materials
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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
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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
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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
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Audience:Audience:Chancellor’s CabinetChancellor’s Cabinet
University administrators with responsibility for: Budget Academics Students Faculty Facilities Research External Affairs
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Chancellor’s Priorities Chancellor’s Priorities
Student-centered university
Top 25 public research university
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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
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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
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Preparing the Case Preparing the Case
Review and evaluate existing dataGather additional dataDraft presentationPreview presentation with selected
audiences
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Previews Previews
Libraries Dean’s CouncilProvost and Vice Provost for
Information ServicesUniversity Architect and Vice Provost
for Panning and Facilities ManagementChancellor’s spouse
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Feedback Feedback
More numbersMore specs on building
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University of KansasUniversity of Kansas
Library ServicesLibrary ServicesLibrary SpacesLibrary Spaces
September 22, 2003
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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
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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.
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Changing Library ServicesChanging Library Services
The Card Catalogwas the startingpoint….
.
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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.
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Free Speech Movement Café,Donated by Library Vendor
University of Iowa LibrariesFood for Thought
Browsers Coffee Shop at the University of Waterloo, Ontario Canada
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UNC’s House Library’s Student Lounge, Prior to Renovation
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Group Study Rooms Support Collaborative Learning
Arizona State University
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A locked carrel at Ohio State in 1951
Cornell 2002
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UNC’S Information Commons
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Restore Grand Reading RoomRestore Grand Reading Room
Columbia University University of Washington
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Our ChallengeOur Challenge
Provide appropriate storage for all library materials while enabling faculty, staff, and students to readily access any item.
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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.
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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.
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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).
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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
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• Lesser-used materials
• Shared storage• Preservation tool• Security asset• Industrial document
delivery
High-density StorageHigh-density Storage
Duke University
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YaleSoutheast Ohio
Indiana
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University of MissouriUniversity of MissouriLibraries DepositoryLibraries Depository
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High Density Storage High Density Storage DepositoriesDepositories
California MichiganMinnesota South CarolinaPenn State TexasMissouri Virginia TechFlorida Indiana
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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
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Circulation of Library MaterialsCirculation of Library Materials20022002
Materials published 1983 or earlier:26.9%
Materials published 1973 or earlier:14.1%
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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
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ARL Rank: Volumes in LibraryARL Rank: Volumes in Library
1. Harvard 14.9 million2. Yale 10.9 million3. Illinois 9.9 million6. Texas 8.2 million8. Michigan 7.6 million13. Indiana 6.5 million15. Wisconsin 6.2 million
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ARL Rank continuedARL Rank continued
17.Minnesota 6.1 million19. Ohio State 5.6 million27. Michigan State 4.5 million29. Oklahoma 4.3 million30. Iowa 4.3 million35. Kansas 3.9 million53. Missouri 3.1 million
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Next StepsNext Steps
• Transform library facilities to support student and faculty collaborative learning.
• Revitalize Watson Library as a campus intellectual center.
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Watson CommonsWatson Commons
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Watson CommonsWatson Commons
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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.
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Anschutz CommonsAnschutz Commons
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Anschutz CommonsAnschutz Commons
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Spahr stacksSpahr stacks
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Spahr Engineering LibrarySpahr Engineering Library
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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.
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Library AnnexLibrary Annex
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Annex InteriorAnnex Interior
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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
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BARD CostsBARD Costs
• $5.6 million for land and construction in 2005 dollars
• Annual operating costs derived from reallocations
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BARD FinancingBARD Financing
• 20 years term for bonds
• Debt service approximately $467,000/year
• Cost to service facility approximately $33,000/year
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BARD SpecsBARD Specs
• 2.5 acre site
• 7,500 sq. ft. shelving space
• 1.6 million volume capacity
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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
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Why was the case Why was the case successful?successful?
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Right amountRight purposeRight time
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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
[email protected]@ku.eduwww.lib.ku.www.lib.ku.eduedu
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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