Moving a Library's Collection

					Wisconsin Library Association


      2002 Annual Convention
    October 29-November 1, 2002
       Madison Marriott West
Moving a Library‟s
   Collection
     Presented by Julie Tessmer
  Co-Wisconsin State Law Librarian /
  Director of Collection Management




WSLL brochures & cards
        Questions
Contact information at end
              SLL History
Oldest library in the state; created by an Act of
Congress in 1836; State Library
First location was Belmont, WI
1841 moved to Madison
1875 non-legal books transferred to State
Historical Society
1904 fire in the Capitol almost destroys library in
North Wing
1910 library moves to East Wing
Moved to temporary location January 2000
        New Library Space
Moved to Risser Justice Center in Jan „02
Entire collection is housed one place and
assessable to users for the first time in over
a decade
24,000 feet of shelving/ 4.5 miles
34,000 square feet on 2 floors
We‟re out of space- now what?
Most libraries are out of space long before
they move or expand to a larger space
Anticipate having to move/shift
  Decisions made today may impact ease of
  move
  New WSLL has only 5 years of growth space
  Collection Development policies
             Move Time
Decision has been made to
  Build new
  Build an addition
  Renovate existing space
  Move collections to storage
  Add compact shelving
  Downsize
       Floor Weight Issues
New construction
  Standard shelving 150 lbs per sq foot
  Compact shelving 300 lbs per square foot
  Microform cabinets 300 lbs per square for
Renovated spaces can be problematic
  OEM example
  Solutions
      Informing Your Staff
Tell your staff first
Send regular email updates
  lessens anxiety/makes people feel involved
  creates a written record which can be helpful in
  future moves
If your move is highly publicized
  designate a single spokesperson
  get correct information out
      Informing Your Users
Flyers in library
Website
Newsletters
Important dates
  Stopping circulation
  Closing
  Reopening
         THE LIBRARY WILL REMAIN OPEN
         DURING THE MOVE AND WE WILL
              CONTINUE ALL OF OUR
               REGULAR SERVICES


              SOME AREAS MAY BE
    INACCESSIBLE TO USERS DURING THE MOVE


IF YOU NEED ASSISTANCE PLEASE ASK FOR HELP AT THE
                 REFERENCE DESK
       Gathering Information
Visit other libraries

Talk to colleagues who have moved

Know your collection
   Size
   Use
   Growth requirements
             Moving Tools
Measuring tape           Assorted bright colored
                         paper
Calculator
                         Tape
Floor plans or maps      First aid kit
Architect‟s scale        Common tools
Scissors                    Screwdrivers
                            Hammer
Acid free tying string
                            Pliers
Colored highlighters     Flashlight
Large black markers      Digital camera
             Preparation

Decide what you need to do to prepare your
collection for a move:
  Measuring
  Inventory
  Weeding – don‟t pay to move trash
  Classifying
  Labeling
  Cleaning
         Preparation con‟t

Which things are necessary?
What has priority?
What can wait until after the move?
  WSLL integrated Gov Docs into LC collection.
  Titles were reclassed LC and labeled after the
  move.
  Measure Current Collection
Measure everything!
  Closets
  Books on the top of stacks, on the floor, etc
Standard shelves are 36 inches
If there are several sizes of shelves
  Measure shelves in inches
  Calculate total size
  Divide by 12 to get linear foot measurement
Do space planning using Excel or other database
    Determine Order of Move

Usage may determine order
  WSLL moved WI & Reference materials last
  Materials available at other libraries or online went first
Length of move
Availability of space may dictate order
  Compact Storage was installed early
Accessibility to new site may be a factor
  Hard hat area
  Insurance requirements
   Contracting with Movers
Shop around & negotiate
Have a “not to exceed” statement in bid
Get things in writing – quantities
Interview move supervisors
Call references
     Questions from Movers
Building/ Library hours
Floor plan of library space
Route to freight elevator & dock
Size of dock/ is it raised
Number of bays
Largest size truck
Exclusive use of elevators and dock
Linear feet of collection
Number of offices and list of equipment
     Moving Co. Equipment
Book carts           Plastic wrap
Packing bins         Protective covering for
Labels               floors & walls
Dollies              Parking permits
Portable ramps       Special permits
Boxes
Tape and tape guns
    Questions to Ask Movers
Same supervisors and crew
Work hours
Types of carts
How are carts numbered
How many carts and dollies
Estimated number of days
  (2000-2500 ft per day)
Parking available
           Special Requests
All trucks must be emptied at the end of each day
No eating or drinking in the library
No radios
Moving special items such as equipment or plants
Handling of special collections
  Gloves
  Extra protection
               Move Tip
Advantages of using smaller trucks
  Faster to load
  Fewer carts prevent bottlenecks
  Less likely to “lose” a cart or label
  Allows for work to continue at both ends
  Easier to access dock
               Move Day
Carry with you
  Cell phone
    with programmable phone book
  Maps & collection layout
  Measuring tape
  Pen
  Business cards & scrap paper
  All keys & pass cards
   Working with the Movers
Wear a name tag
Get to know crew members by name
Communicate problems to move supervisor
         Stationing Staff
One library staff member should be with
each work crew
Staff members should have access to a
phone or radio
Empower staff to make on the spot
decisions – stop work if problems arise
Rotate staff to avoid burnout
                Move Tip
Many supplies may be needed at both ends
Have movers remove bookends as they empty
shelves
Send bookends with each truck load
Use bright colored sheets of paper to alert movers
  STOP
  LEAVE 3 EMPTY SHELVES
  CHANGES IN FILL RATIOS – ONLY ½ FULL
       Plan for Long Days
Your day will begin before the movers
arrive and end after they leave
  Check move areas at the end of each day
  Have movers fix errors before starting new day
Keep food & beverages on hand
Wear comfortable shoes
Remain adaptable
                Don‟t
Assume everything will go as planned
Get upset by small crises
Plan anything before, during or immediately
after the move
Allow movers to pressure you
Forget to celebrate at the end!
     Six Phases of a Project
Enthusiasm
Disillusionment
Panic
Search for the Guilty
Punishment of the Innocent
Praise and Honor for the Non-Participants
  Quote from KS State Historical Society‟s staff
       Contact Information
Julie Tessmer
Wisconsin State Law Library
120 MLK Jr. Blvd Madison, WI 53703
(608) 261-7557
Julie.Tessmer@courts.state.wi.us



                         October 31, 2002

				
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