Tangible AssetsManagement of Physical

Library Resources

August 10, 2011

Speakers: Valerie Horton, Timothy Cherubini, and David Borycz

http://www.niso.org/news/events/2011/nisowebinars/storage/

Valerie Horton

Executive Director

Colorado Library Consortium (CLiC)

Process

1. Discovery

2. Selection/Request

3. Delivery

“The end user’s experience of

DELIVERY … is as important, if not

more important, than his or her

DISCOVERY experience.”

OCLC Report 2009

DELIVERY GROWTH

• MA: 500% in 10 year

• CO: 211% in 5 years

Delivery is Locally-Based

60- 65%

5-7%

19 -20%

6-10%1.30% 0.50%

Books* Audio Books* VHS/DVDs* Music CDs* Paper, etc Packages

*Data from Colorado, Florida, and Wisconsin

Mini-Survey* Per Piece Pricing (snapshot)

$0.00

$2.00

$4.00

$6.00

$8.00

$10.00

$12.00

$14.00

$16.00

Colorado Library

Courier

UPS Federal Express USPS

Average:

$.47

Prediction: Gas prices are

THE GOAL:

improve delivery

performance and

reduce costs

Sections:

1. Introduction

2. Management

3. Automation

4. The Physical Move

5. Taking the next step

6. Bibliography

• Coordination between separate providers

• Governance

• Role of delivery coordinator

• Record keeping guidelines

• Contracting with suppliers

• Delivery policies

• Reducing deliveries

• Home & distance education delivery

• International delivery

• Floating collections

• Closest available copy • Overrides hold queue order

• Delivery sort on route

• Clustering requests• Single container between 2

libraries

Best manual sort is

600-700 items/hr

› Norm: 400-500

items/hr

Machines can sort

7,500 items/hr

› Less staff

Label sticking out from topUsing rubberbands to secure label

Paper Banding Removable adhesive label

Order of Preference

Label Product ExamplesDirect Cost per

UnitWorkflow

ImpactEnviron-mental

Impact

Most

recommended

Least

recommended

Label sticking out

of the top of the

item

Any paper Low Minimal Low

Label sticking out

the top of the itemThermal paper Medium Medium

Poor

(paper is not

recyclable)

Rubber banded

Any heavier/wider

rubber band:

size 64 (3 1/2 x

1/4 ) or 117B (7

x 1/8 )

Low Low Low

Paper bandedAny paper; regular

adhesive tapeLow High Medium

Sticky notes

3M brand

Post-It® notes

1.5 x 2.5

Low Minimal Low

Adhesive

removable labels

Avery 5164

(4 x 3.3 ) or

similar generic

label

Medium Minimal High

No packaging

Rubberband

With Bin

One time or reusable

paper bags

Tote Lift Assist

Cart with

handle for

bins

Based on an OCLC study by Dennis Massey

by August 21

http://www.niso.org/workrooms/physdel

The

End

Collaborative Retention of

Monographs: Early Thoughts for

Future Action

Timothy Cherubini

Director of Regional Services

LYRASIS

Remarks prepared for the NISO Webinar:

Tangible Assets - Management of Physical

Library Resources

August 10, 2011

“Developing a North American

Strategy to Cooperatively Manage

& Retain Print Collections of

Monographs”

Grant to LYRASIS

from the

Institute of Museum and

Library Services (IMLS)

LYRASIS Grant Partners

• California Digital Library

• Center for Research Libraries

• Committee for Institutional Cooperation

• Occidental College

“Think Tank”

27-28 October, 2010

• 30 library leaders

• Sought to define characteristics of a

collaborative model

• Identified themes

• Possible implementations scenarios

• Issues that require testing or research to

confirm framework for future action

Major Themes & Issues

• Libraries of all sizes are seeking strategies

• Overlap – can it be measured, leveraged?

• “Bibliographic indeterminacy”

• Monographs – more politically difficult,

costly than journals?

• Monographs – disproportionately affect

humanities faculty & students

• User behaviors

“Affinity Groups”

• University Librarians

• Collection Development Officers

• Interested parties from consortia and

professional organizations

University Librarians -

Discussion

• Copyright

• Costs and cost savings

• Subject expertise: How to deploy?

• Over promising what can be accomplished

• Increasing knowledge of the “collective

collection,” including integrity of data

• Engaging faculty and scholarly societies

• Developing a positive vision for shared

collections and services

Collection Officers -

Discussion

• Developing a positive vision – preserving

the scholarly record

• Developing better data

• Access

• Press on copyright issues

• Notion of acceptable loss

Consortium Leaders -

Discussion

• How much duplication of holdings is

there?

• What is the role of consortia?

• Who can provide the infrastructure for

collection management at network scale?

Topical Discussions

• Digital surrogates

• Bibliographic information

• Service models and business models

Topical Discussion: Digital

Surrogates

• Needs to collectively manage print?

– Open standards-based formats

– Accurate information about quality

– Guidelines for use

– Discoverability

– Reliability

Topical Discussion: Digital

Surrogates

• Topics for further exploration

– Who will retain print copies?

– What are incentives to do so?

– Titles represented in e- now top priority?

– Studies relating online discoverability to print

use

– Balancing reliance of mass digitization and

publisher digitization

Topical Discussion: Bibliographic

Information

• Issues & approaches

– Build on plans, projects underway for journal

archiving

– Linkages between print copies in storage,

print copies in circulation, and digital copies

– Maintaining representatives of all editions

– Agreement needed on cataloging as a

requirement for print archiving

Topical Discussion: Service &

Business Models

• Questions, issues & approaches

– What are the incentives to keep print?

– How can consortia facilitate commitments?

– What services are required?

– What agreements are necessary?

– What kind(s) of organizations are necessary

to manage these efforts?

Implementation Scenarios

• Already in storage

• In Hathi Trust and also in public domain or

published through 1963 or 1976

• Domain-based approach (by LC class

range, subject or discipline)

Grant Conclusion

Continuing Discussion

Ongoing LYRASIS role -TBD

Collaborative Retention of Print Monographs

on the LYRASIS website:

http://tinyurl.com/3p929qb

LYRASIS Collection Development &

Management Advisory Group:

http://tinyurl.com/4x5p2b6

Timothy Cherubini

LYRASIS

Director, Regional Services

Williamstown, MA

timothy.cherubini@lyrasis.org

800 999 8558 x4992

Storage at The Joe and Rika Mansueto Library

University of Chicago

David BoryczSpecial Projects LibrarianThe University of Chicago Library

Campus Libraries are “functionally full” Print collection continues to grow

Inadequate space for new Library programs and services Collaborative spaces

Technology-equipped spaces

Training and workshop spaces

The Case

Digitization: making print collections obsolete?

Service: delayed vs. real-time collection access?

Impact on existing library buildings

…and Cost?

The Mansueto Library: Considerations

On-site addition or off-site building?

If on-site, importance of harmony with campus aesthetic?

Book storage: open or closed stacks?

Preservation and conservation of collections

The Mansueto Library: Considerations

OR

Above-ground facility with compact shelving

Hybrid construct: above-ground compact shelving

underground high-density shelving

Underground high-density shelving

If On-Site…

Designer of Shanghai International Expo Center, Munich Airport Center, Sony Center (Berlin), EU Headquarters (Brussels)

Helmut Jahn

University alumni: Joe Mansueto: A.B., 1978 & M.B.A., 1980

Rika Mansueto: A.B., 1991

Founder of Morningstar, Inc.

“This library combines three of our passions: great design, the free exchange of information and the University of Chicago. That’s why Rika and I couldn’t be more thrilled to be a part of this project.”

Joe and Rika Mansueto

240 ft x 120 ft x 3.5 stories high

The Joe and Rika Mansueto Library

Reading Room, Circulation Service Center, Preservation & Conservation

Grand Reading Room

184 seats with task lighting, electrical power, and laptop lock points3 study carrels for intensive useMulti-function printer/copier/scanner in roomWireless throughout buildingGlass has high-performance low-E coating to reduce heatGlass higher than 18 feet shaded with ceramic frit pattern to reduce glare, heat

The Reading Room at night

12 first floor pick stations 3 Special Collections

9 General Collections

Expected 5-minute retrieval time

Material can be requested from any computer at any time

Circulation Service Center

Below Ground Storage Facility

3.5 million volume capacity in high-density automated shelvingTotal campus capacity: 10+ million volumesHumidity and temperature controlled for optimal preservation environmentSlurry wall construction and pumps with emergency backup to prevent water damage

Bin and Shelf Rack Storage

24,000 bins: 10”, 12” and 15” heights 1,200 shelf racks: 3’x5’x6’

Loading 1 Million volumes June – September 2011

Approximately 70 student staff working 1,000-1,200 hrs/wk

Utilizing 12 workstations with a goal of 20,000 items per day

Materials coming from numerous different locations requiring: Record changes in the catalog

Cleaning

Sorting

Preservation review

Currently at 640,000 items loaded

Loading the System

Thank you!

Questions?

mansueto.lib.uchicago.eduDavid BoryczSpecial Projects Librarian