Preliminary Planning for a Combined Consumer/MedicalLibrary in a Hospital Setting

MAC/MLA Annual Meeting-Oct. 14, 2004

Deborah A. Thomas, MLSGreater Baltimore Medical Center

John E. Savage Medical Library

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Results of Hospital Library Survey

500 mailed/ 220 completed200-300 beds, residency programsmost have over 2,500 sq. feet31% are currently planning34% will be planning within the 5

years

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Greater Baltimore Medical CenterJohn E. Savage Medical Library

300 bed community hospital; 2,000 employees

5 residency programs, radiology school1 FT librarian; 1 FT library assistant170 journals, 100 e-journals, 2,000 texts,

no consumer health materials, 4 user PC’s,

seating for 15Closing of Women’s Resource Center

Background information

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Become a library planning expert

ReadSeminar attendance - “Establishing

successful consumer health resource centers”Local library visitsSite visit to combined medical/consumer

libraryWomen’s health fair survey

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The Planning ProcessI. Assessing the existing space

II. Developing a vision for the new library

III. Setting priorities

IV. Completing the library program

V. Working with the architect

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I. Assessing the existing space

Complaints/compliments over timeSurvey your usersTalk to library staff and volunteersWhat services, equipment or staff will be

added Analyze current and potential usersCalculate collection growth rateDecide technology needs

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I. Assessing the existing spaceWhat new services, equipment or staff

will be added ?

Consumer health libraryCompact shelvingGroup study/support group roomDocument scanning equipmentClosed circuit TV system?Increased number of PC’s Better location….increased head

count?

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Current library

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II. Developing a vision for the Library (cont.)

Allotted space may drive thisForm special committees“Library as a place”Emphasis on e-resources ?Flexible spaceConvenient locationCombined consumer/medical library

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II. Developing a vision for the library

“The medical library is to the hospital what the

central nervous system is to the body -- the place where intellect, learning and information

converge. The library should be not only a resource for clinicians and patients to find answers, but also a physical space which fosters reading, studying and academic

growth. Our goal is to design and build a new library which reflects our dedication to

excellence.”Thomas F. Lansdale, III, M.D.

Chairman, Department of Medicine

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Trying to keep a balance ...

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III. Setting prioritiesKickoff meeting for

brainstormingUser survey for

rankingwhat’s important

Location, location, location!

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IV. Completing the libraryprogram

A narrative description of constructionrequirements with stated goals, listing services and functional areas with recommended square footage needed.

Hire a consultant to writeEnlist the Library CommitteeEngage your supportive administrator

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Library program requirements

General - objectives, vision, operating hours, access, securityCollections - books, videos, journals, etc and growthUsers - activities, growth, seating neededStaff - activities, growth, space neededLocation - adjacencies, accessibilityFurnishings/equipment - carrels, book trunks, PC stations, copiers, carpeting vs. wood flooring , etc.Construction features - lighting, sink, archival temps, floor load, built-ins, special collections , data drops, etc.

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V. Working with the architect

Ask about their library design experienceShare information and different perspectivesMake vision and priorities clearTake library consultant to first few meetingsAlways bring the library program to meetingsDocument meetingsBring in shelving designer

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Pre-Design Studies or Schematic Design

All major areas blocked outEntries notedLinear adjacencies discussedRelationships, AccessWork flow

17

ConsumerLibrary

Meeting Room

Reception/DirectorWork Room

Reading/Seating

Computers

StacksStorage

Staff entryPublic entry

Schematic Design

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Space ProgramSpace SF/EA QTY SF RemarksLibrarian/Info DeskEntry/Waiting 60 1 60Staff workArea

180 1 180 Needs to beadjacent toInfo desk

Director’sOffice

100 1 100Info desk 200 1 200 Needs visibility

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Final Design?

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Lobby furniture adjacency

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Fund raising success

40th Anniversary construction campaign

Two Donors! “We need

to meet the librarian.”

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Some useful tips

Take charge from the startBe attune to political dynamicsRefer back often to the library

programDon’t be pressured into quick sign-offDiscuss progress with staffNegotiate for what you believe is vitalPost the preliminary designsAlways have a tape measure on hand

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Top 10 Possible Problems or Pitfalls

1. Architectural firm has never designed a library! 2. Lack of continuity; time lags; intense activity followed by no activity3. Lack of communication 4. The library is not the main focus5. Drifting from the library program6. Lack of documentation of architect meetings7. No provision for growth8. Location changes/Design changes(4 proposed locations since 2002)9. The old “form over function” issue10. Will we ever get there in my lifetime?

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•“Creative Planning of Special Library Facilities” Mount, E., NewYork: The Haworth Press, 1988

• Space Planning in The MLA Guide to Managing Health Care Libraries. Labree, R. 2000 New York: Neal-Schuman Publishers.•“Redefining Library Space: Managing the Co-existence of Books, Computers, and Readers.” Thomas, M.A. J Acad Lib vol 26 (6) 408-415•www.nlm.nih.gov/building/planning.html NLM website “The Library as Place Planning Resources”

Resources

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Questions?Deborah T. Thomas

Greater Baltimore Medical CenterJohn E. Savage Medical Library

6701 N. Charles StreetBaltimore, MD 21204

443-849-2531dathomas@gbmc.org

The End !