Proposed Plan for Relocating Selected Books and Bound Journals to Library Archive
Prof. Steve Ching University Librarian CIST Meeting - May 3, 2006
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Immediate Need for Space
Increase in student intake
(2006/07 enrolment projection)
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Need for Library Re-planning
• Book stacks are saturated with books overflowing onto the floor in some areas. • Seats are fully occupied during revision and examination periods. Partial access policy restricting external users to come only during non-busy hours has been introduced during the peak season.
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Need for Library Re-planning
Do we want a library like that?
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Relocation of Library Materials to Library Archive
• The Growing Library Collection
– Annual growth rate: 40,000 vols. per year
– Relocation of not frequently demanded library materials is necessary
• Grandtech Centre as the Archive Collection
– 2002: massive relocation of some 130,000 low-use books and 56,000 bound journals (those with electronic equivalence) to Library Archive at Grandtech, Centre, Shatin – 2004: small scale relocation of some low-use Science & Technology books
• Implication to Users
– Low request rate for Library Archive materials • Books (10 requests per day on average) • Journals (less than 10 requests per day on average) – Requests are filled within 1 – 2 working days – Minimum inconvenience
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Relocation of Library Materials to Library Archive
Relocation Plan for 2006 Summer
• Materials to be relegated to Library Archive: – some 76,000 vols. of low-use books – some 40,000 vols. of bound journals • Smaller in scale when compared to the 2002 relocation exercise which covered 130,000 vols. of low-use books and 56,000 vols. of bound journals
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Relocation of Library Materials to Library Archive (Summer 2006)
De-selection Criteria for Books
Books to be relocated
• Books within A to ZA classes of the Circulation Collection (Law Collection not included) • Items that were published in or before 2001 • Items that have been in the Library for 6 years or more (compared to 4
years or more of the 2002 criteria)
Remarks
• Law Collection is not covered because shelving buffer in the Law Section can still last for 2 – 3 years • De-selection criteria this time are basically more conservative than those for the 2002 massive relocation exercise and the 2004 small-scale (mainly for science & technology books) relocation exercise
• Items that have not been checked out in the past 4 years (compared to
3 years of the 2002 criteria)
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Relocation of Library Materials to Library Archive (Summer 2006)
De-selection Criteria for Bound Journals
Journals to be relocated
1. If e-version is available 2. If e-version is not available, back files of titles with call numbers starting from A – P published before 1996 (except Class K) 3. If e-version is not available, back files of titles with call numbers starting from Q – Z published before 2001
Remarks
- Latest issues from 2005 onwards will be kept on Campus - Latest 10 years will be kept on Campus - Subject Coverage: Arts & Humanities/ Social Sciences/Business - Latest 5 years will be kept on Campus - Subject Coverage: Science & Technology
(1) Subject differentiation: De-selection criteria are more conservative for Arts & Humanities, Social Sciences and Business subjects 8 (2) Usage pattern and opinions of faculty during initial consultation have been considered
Library Archive Materials Retrieval Mechanism
Retrieval mechanism already in place since the first relegation exercise in 2002:
– – – Requests can be submitted via Library Catalogue Desired items are delivered within 1 – 2 working days Special arrangements can be made if users would like to browse the Library Archive collection in person
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Temporary Arrangement during the Decanting Process
Decanting Arrangement (June to September 2006):
• Some 2,000 vols. of more frequently used journals temporarily relocated to the compact storage at the Law Section of the Library
• ALL bound journals relocated to Library Archive
– – Only those that fall into the de-selection criteria will stay behind in the Library Archive after the decanting process Others are just temporarily relocated to facilitate the decanting and they will ultimately be moved back to the campus after a few months
• Requests for journals that are not available on campus can be submitted via the established retrieval mechanism in the Library Catalogue or through the Serials Counter
• If for some unexpected reasons (very rare) that requests cannot be entertained, document deliveries from other libraries will be provided
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Communication with Academic Staff
• Academic departments will be kept informed of the renovation / relocation project • Faculty will be consulted with regard to:
– – which journal titles should be permanently located in Library Archive which journal titles are frequently used and should be temporarily housed in the compact storage of the Law Section during the decanting process
• Library Archive is not the final stop – relocated items can always be moved back to the campus:
– if they are later found being requested quite frequently
–
upon recommendation by academic staff members
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Library Re-planning and Relocation of Library Materials
First-phase Library Renovation
Expected outcomes: • Student seatings increase by 12%
• Subject clusters books on Economics & Finance, Business & Commerce will be relocated to become adjacent to the Law Collection to form a subject cluster to facilitate access
• Relocating existing compact shelves on campus to Library Archive: Total shelving capacity in Library Archive will increase by >60% Provide room for building up a combined office for technical services of the Library to enhance and streamline workflow
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ACQ, CAT, SER & SYS 639m2639m2
Acquisitions, Serials, Cataloguing & Systems Office
Run Run Shaw Library Run (Proposed): 994.5m2 Office of Run Shaw Library UtilizationAreaOffice Space 2003 - 06 Utilization of Library Space on campus (First Phase Renovation)
Office Area (Proposed): 994.5m2 Total Area Released for Public Use: m2
MS & RES 202.5m2
Two Temporary Classrooms 171m2
General Office 153m2
Public Use 191.25m2
Public Use 405m2
Public Use 184.5m2
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Utilization of Space in Library Archive
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Utilization of Space in Library Archive
• Decision of Accommodation Committee:
– 2/3 of the space in Grandtech Centre to be used exclusively by LIB as the Archive for low-use books and bound journals
• Projection:
– by 2009, all approved space in Library Archive will be used up
• Bidding for the rest 1/3 area:
–
–
to support the University’s Artwork Management project
to provide room for more library materials beyond 2009
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THANK YOU!
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