1 The UM Libraries Depository: Service and Success Beyond Mitigating Space Issues Presented to the Missouri Library Association October 28 th 2004 by James Keyzer-Andre, UMLD Manager.

2 UMLD Construction Begins

3 UMLD: Foundation, Frame and Exterior

4 UMLD: Interior Shelving Construction

5 UMLD: Looking More Complete

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7 The UM Libraries Depository -Established in 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.

8 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.

9 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.

10 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.

11 Preservation Index – What is it? -The Image Permanence Institute introduced the Preservation Index (PI) in 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.

12 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 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.

13 The UMLD Storage Module 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. The storage module measures 12,000 square feet, currently holding approximately 1.1 million items.

14 Preservation Index(PI) Values Nitecki & Kendrick, 2001 p. 99. Predicted lifetime of vulnerable materials at various combinations of temperature and relative humidity.

15 The Raymond ® Orderpicker

16 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.

17 Modular Shelving

18 The UMLD Barcode After processing, each item stored at UMLD has a unique number, noting its precise placement in the storage module. A Sample: indicates the first UMLD storage unit indicates the first range of shelves in the storage unit indicates the twelfth column of shelves in that range indicates the twenty-fourth shelf in that column indicates the first tray on that shelf indicates the first book found in that tray.

19 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.

20 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.

21 Large Transfers Large transfers require time and planning. What will be sent? -Average dimension -Number of items Mode of Transport - Who will transport? -Container Choice Timetable - When do we start? -How often will we receive materials? -How long will the transfer take? Small Transfers -Done by appointment. -Mode of transport? -Number of items? -Date of transfer? Item Transfers to UMLD

22 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.

23 -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.

24 -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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26 -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 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 module. Records are updated directly in MERLIN. A Typical Day at UMLD

27 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.

28 UMLD Exterior Check

29 Observe On-Site Projects

30 8:30 AM -Begin pulling requested items from the storage module. 9:00 AM -Process requested items for transit to requesting libraries. “The Pull”

31 Banding and Processing

32 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. Afternoon

33 Daniel Akins, UMLD staff member fills an article request.

34 Safety, Prevention, and Preparedness -Emergency plans in place. -Access Control -Regular safety and procedures training. Preparation: -Fire -Severe Weather -Natural Disaster -Human Intervention

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36 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 THANKS FOR YOUR ATTENTION. END