The UM Libraries Depository: Service and Success
Beyond Mitigating Space Issues
Presented to the Missouri Library Association October 28th 2004 by James Keyzer-Andre, UMLD Manager.
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UMLD Construction Begins
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UMLD: Foundation, Frame and Exterior
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UMLD: Interior Shelving Construction
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UMLD: Looking More Complete
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The UM Libraries Depository
-Established in 1997
-UMLD serves the
University of Missouri
System Libraries.
-Off-site storage for important, but infrequently used library
materials.
-Service is provided with the patron’s needs in mind
at all times.
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A Harvard-Style Depository
I. Designed for maximum storage efficiency.
A. Compact Shelving
B. Items shelved by size
II. Utilizes computerized access and inventory controls
A. MERLIN Catalog
B. Unique Item Identifiers
III. Provides a beneficial environment for the long-term storage of materials.
Cleaner than traditional stack environments.
Climate controlled.
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Characteristics of Service
Fast – Requested available items are shipped ASAP.
Reliable – Fill as many requests as possible, as quickly as possible.
Economical – Employs fewer staff, is open for fewer hours, and utilizes
less resources than a traditional library.
Sustainable – Meets present demand, while also keeping materials
available to generations to come.
Convenient – Items shipped to a multitude of destinations.
Accurate – Uses computerized inventory control, and unique identifiers
for each item stored.
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Why Control Climate?
-Natural aging is a continuous chemical reaction.
-Acids form spontaneously, weakening the structure of many common
paper types.
-Chemistry at work: Heat and water accelerate the reaction.
-Lower temperature and humidity can slow the decay of paper and
other vulnerable materials.
-Spontaneous decay of many paper types can occur at
room temperature.
-Decay can occur without the presence of common air
pollution, light damage and mishandling.
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Preservation Index – What is it?
-The Image Permanence Institute introduced the
Preservation Index (PI) in 1995.
-PI measures preservation quality of storage environments.
-PI is measured in years.
-PI measures the combined effect of of temperature and
relative humidity on the decay of organic materials.
-Low temperature and relative humidity = higher PI.
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Paradox: Better Systems and Practices
for Lesser Used Items
-Inventory the items, ensuring that each has its own record, and unique
identifier, noting its precise placement in the facility.
-Ensure immediate online bibliographic access.
-Pull items requested from storage and deliver them to convenient pick-up
points. In most cases, within 24-48 hours.
-Provide non-returnable requests to remote patrons. Electronically disseminate
materials instantly to destinations nationwide.
-Provide a superior preservation environment, and better overall security for
materials than in traditional libraries.
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The UMLD Storage Module
The storage module
measures 12,000 square
feet, currently holding
approximately 1.1 million
items.
The shelves are approximately 30 feet tall. 34 vertical
sections constitute each range.
The high shelves are reached using a Raymond
Orderpicker.
The environment is maintained at a constant 55 degrees
Fahrenheit +/- 5 degrees at a relative humidity near 40%.
Each shelf, tray and book has a unique bar code which
denotes its exact placement in the storage module.
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Preservation Index(PI) Values
Nitecki & Kendrick, 2001 p. 99. Predicted lifetime of vulnerable
materials at various combinations of temperature and relative
humidity.
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The Raymond ® Orderpicker
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Focus on Dense Storage
-Items are shelved by size
to minimize vertical space
lost to traditional shelving.
-Trays are placed on
shelves in exact multiples.
-Perpendicular shelving
increases storage
Density.
-Shelving is modular and
Changeable.
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Modular Shelving
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The UMLD Barcode
After processing, each item stored at UMLD has a unique number,
noting its precise placement in the storage module.
A Sample: 101122401001
101122401001 indicates the first UMLD storage unit.
101122401001 indicates the first range of shelves in the storage unit.
101122401001 indicates the twelfth column of shelves in that range.
101122401001 indicates the twenty-fourth shelf in that column.
101122401001 indicates the first tray on that shelf.
101122401001 indicates the first book found in that tray.
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The UMLD Office Area
The processing Area
Requested items are checked in,
and made ready for shipment.
New items are processed for storage.
Ariel and FAX Station
Requests for non-returnable materials
are received from home libraries
throughout the day.
Items are sent electronically across the
country, and throughout the world.
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UMLD New Item Standards
-Items are prepared for storage
at their home libraries before
shipment to UMLD.
-Unacceptable items will be
returned.
-Home libraries make the decisions regarding which materials are
sent to UMLD for storage.
-Criteria varies. The target is infrequently used, but important materials.
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Item Transfers to UMLD
Large Transfers
Small Transfers
Large transfers require time and
planning.
-Done by appointment.
What will be sent?
-Mode of transport?
-Average dimension
-Number of items
Mode of Transport
-Number of items?
-Date of transfer?
-Who will transport?
-Container Choice
Timetable
-When do we start?
-How often will we receive materials?
-How long will the transfer take?
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New Item Processing
-UMLD uses 10 gallon plastic totes to transport
items to and from home libraries.
-Items are sorted, and placed into trays by size.
-Full trays are grouped into like-sized multiples
to fill a shelf in the storage module.
-Trays are grouped on book trucks for easier
handling.
-Trays are barcoded, using pre-printed shelf
barcodes.
-Custom barcodes are printed for each book.
-Items are updated directly in MERLIN.
-Processed items are verified before
placement in the storage module.
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-UMLD uses Ariel 3.3 and FAX to
send reproductions of materials
electronically.
-Requests for journal articles and
other non-returnable requests are
received throughout the day.
-Requests from available
materials are processed and sent
same-day.
-Each article sent is confirmed
with the home library.
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-Items are requested in
MERLIN.
-A hold must be placed in order
for an item to ship.
-Paging slips for requested
items are printed each
morning.
-UMLD Averages between 50
and 80 requested items per
day.
-Requested available items
leave UMLD within 24 hours.
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A Typical
Day at
UMLD
-The day starts with a visit to University Courier where tubs full of new items,
to be stored at UMLD, are exchanged for empty ones. UMLD commonly
takes in 15-30 tubs each day from University Courier.
-UMLD pulls requested items from the storage module each day, and sends
them on to their UM System home libraries.
-A trip to the UMC Campus is made each day, where new items are picked
up and requested items are dropped off.
-UMLD continually adds new items to the collection housed in the storage
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module. Records are updated directly in MERLIN.
Interior Check, and Courier Run
7:30 AM -Open, turn on and check all equipment.
-Inspect the storage module, all machine rooms and property.
8:00 AM -Run to University Courier, and unload at UMLD.
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UMLD Exterior
Check
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Observe On-Site Projects
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“The Pull”
8:30 AM -Begin pulling requested items from the storage
module.
9:00 AM -Process requested items for transit to requesting
libraries.
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Banding and Processing
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Afternoon
1:00 PM -Processing new items for
storage.
-Check-in returned materials.
-Continue to fill article and other
non-returnable requests.
4:00 PM -Statistics, and begin shutting
-down equipment not in use.
4:30 PM -Begin closing procedures.
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Daniel Akins, UMLD staff member fills an article request.
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Safety, Prevention, and Preparedness
Preparation:
-Fire
-Severe Weather
-Natural Disaster
-Human Intervention
-Emergency plans
in place.
-Access Control
-Regular safety
and procedures
training.
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THANKS FOR YOUR ATTENTION.
END
UMLD Construction photographs used courtesy of Robert Berg, MU Campus Facilities Construction Management and June DeWeese, MU Ellis Library.
All other photographs by James Keyzer-Andre and Daniel Akins. All photos taken with permission. © Curators of the University of Missouri 2004.
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