ON THE MOVE RELOCATING GOVERNMENT DOCUMENTS AT THE UGA LIBRARIES HALLIE PRITCHETT HEAD, MAP & GOVERNMENT INFORMATION LIBRARY UNIVERSITY OF GEORGIA LIBRARIES FEBRUARY 12, 2015

ABOUT THE MAP & GOVERNMENT INFORMATION LIBRARY Opened in July, 2012 Former Map Library + government documents collections Collections consist of… 1 million+ tangible documents (Federal, Georgia, British, UN, Canadian) 400,000+ sheet maps from all over the world 240,000+ Georgia air photos 3,000,000+ microfiche, microfilm, and microcards 10,000+ books and atlases Regional depository for federal documents Official depository for Georgia state documents Former selective depository for Canadian documents

NEW BUILDING! Richard B. Russell Building Special Collections Libraries University of Georgia

OLD BUILDING (WITH NEW SPACES) Ilah Dunlap Little Memorial Library University of Georgia …aka the Main Library & home of MAGIL

ORIGINAL LOCATIONS PRIOR TO 2012 LocationItems Main Library – 2 nd floorMost U.S. print, Serial Set, Census, reference materials, some maps, posters, most microfiche, microfilm, microcards, most tangible electronic; GA, UN, British, and a few Canadian documents Map LibraryMajority of the depository maps Science Library – 2 nd floorScience-related U.S. print, posters, microfiche, and tangible electronic; GA topo maps; science-related Canadian documents Repository – 1 st & 2 nd floorSome U.S. print, majority of the Canadian documents, select GA documents, other international documents

Floor plan for the Map & Government Information Library

~6500 linear feet of shelving ~6500 linear feet of shelving for ~16,000 linear feet of documents?!?

MOVE-RELATED ISSUES Main Library Needed to move everything from the 2 nd floor Needed to reduce the size of the collection and decide what would go where in our new space and elsewhere Science Library Needed to reduce the size of the collection by half and move the remainder to the 4 th floor Repository Needed to consolidate the government documents collections into a single location Needed to create space for more items from Main & Science

MOVE-RELATED ISSUES Other issues Needed to update old GIL location codes and create new ones to reflect new locations Needed to eliminate gift processing backlogs (especially in the Science Library and the former Map Library) Needed to determine which items were rare/valuable enough to go to the new Special Collections Building and catalog them Needed to let users know where items without records in GIL are housed and how to access them

DETERMINING WHAT WENT WHERE Biggest factor – the amount of space available in each location Other determining factors Statistics – circulation, shelving, reference Growth rate of the various collections Type of material Rarity/value of materials Input from Libraries staff and faculty Availability of online and other resources Former U.S. documents stacks Main Library 2 nd floor

MOVING THE COLLECTIONS Depended largely on building and remodeling schedules First items moved in 2011 Serial Set through the 60 th Congress to the SCB Scanned Georgia documents to the Repository Bulk of the collections moved in spring/summer of 2012 MAGIL – Map Library collections, UN, British, Georgia, reference materials, microforms, posters Science Library – half of the collection sent to the Repository, remainder moved to the 4 th floor U.S. documents in the Main Library moved in spring of 2013

MOVING THE COLLECTIONS Professional movers moved and installed the map cases UGA Libraries move crew plus MAGIL staff members moved everything else All collections in all locations (except those in the SCB) had to be shelf-read and shifted after the initial move Moving documents into MAGIL closed stacks

MOVING THE COLLECTIONS Packing documents for the Repository Packed bins ready to ship – Main Library 2 nd floor

MOVING THE COLLECTIONS The Repository (clockwise from L): Aisle of government documents, lift, and toboggans for sliding bins

WHERE THINGS WOUND UP LocationItems MAGIL public stacksMost-used U.S. print, Serial Set (100 th Congress to date), Census, reference materials, maps, posters, microfiche, microfilm, and tangible electronic; GA, UN, and most British documents MAGIL closed stacksLesser-used U.S. print, microcards, Serial Set (61 st -100 th Congresses), select British documents, duplicate maps Science Library public stacksMost-used science-related U.S. print, posters, microfilm, and tangible electronic; GA topo maps; science-related Canadian documents RepositoryLeast-used U.S. print, all hearings, duplicate Census, most Canadian documents, select GA documents, other international documents Special Collections BuildingRare/valuable U.S. documents, Serial Set (through 60 th Congress)

WHERE U.S. DOCUMENTS WOUND UP LocationPrintMaps/ posters MicroficheTangible electronic MAGIL public stacks12.5%99.5%90%80% MAGIL closed stacks25%0% 1 0% Science Library12.5%.5% 2 10%20% Repository50%0% Special Collections Building <1%0% 1 Select duplicate depository and other maps are housed in MAGIL closed stacks 2 Duplicate GA topographic maps and science-related posters are housed in the Science Library

RETRIEVING MATERIALS

Google form for requesting items without records in GIL from the Repository

ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE) Moving collections is a 3-part process – before, during, and after Start early – everything always takes longer than you think it will Build time into the move schedule for shelf-reading and clean-up projects after the collection itself is moved No matter how careful you are, collections get scrambled in moves You will be amazed at what you find when you move your collection

ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE) Only move what you plan to keep Count and measure EVERYTHING at least twice and write it down Consider how materials will be located and retrieved before you move, especially if they are not cataloged Publicize the move before (well before!), during, and after it happens Be prepared for complaints about inaccessible materials Let GPO know about major moves (per the Legal Requirements)

THANK YOU! Hallie Pritchett University of Georgia Libraries

QUESTIONS?