The document summarizes a webinar on managing physical library resources including delivery. It discusses the growth of delivery services, methods to improve efficiency like automation and clustering requests. Presenters discussed a collaborative project to retain print monographs through affinity groups looking at issues like copyright and assessing duplication. The University of Chicago case study outlined their new storage facility, the Joe and Rika Mansueto Library, with features like compact shelving and an underground storage area housing over 3.5 million volumes.
3. Process
1. Discovery
2. Selection/Request
3. Delivery
“The end user’s experience of
DELIVERY … is as important, if not
more important, than his or her
DISCOVERY experience.”
OCLC Report 2009
4. • MA: 500% in 10 year
• CO: 211% in 5 years
DELIVERY GROWTH
12. Sections:
1. Introduction
2. Management
3. Automation
4. The Physical Move
5. Taking the next step
6. Bibliography
13. • Coordination between separate providers
• Governance
• Role of delivery coordinator
• Record keeping guidelines
• Contracting with suppliers
• Delivery policies
• Reducing deliveries
• Home & distance education delivery
• International delivery
14. • Floating collections
• Closest available copy
• Overrides hold queue order
• Delivery sort on route
• Clustering requests
• Single container between 2
libraries
15.
16. Best manual sort is
600-700 items/hr
› Norm: 400-500
items/hr
Machines can sort
7,500 items/hr
› Less staff
22. Order of Direct Cost per Workflow Environ-mental
Label Product Examples
Preference Unit Impact Impact
Label sticking out
of the top of the Any paper Low Minimal Low
item
Most Poor
Label sticking out
recommended Thermal paper Medium Medium (paper is not
the top of the item
recyclable)
Any heavier/wider
rubber band:
Rubber banded size 64 (3 1/2 x Low Low Low
1/4 ) or 117B (7
x 1/8 )
Any paper; regular
Paper banded Low High Medium
adhesive tape
3M brand
Sticky notes Post-It® notes Low Minimal Low
Least 1.5 x 2.5
recommended Avery 5164
Adhesive (4 x 3.3 ) or
Medium Minimal High
removable labels similar generic
label
23.
24. Rubberband
With Bin
No packaging
One time or reusable
paper bags
31. Collaborative Retention of
Monographs: Early Thoughts for
Future Action
Timothy Cherubini
Director of Regional Services
LYRASIS
Remarks prepared for the NISO Webinar:
Tangible Assets - Management of Physical
Library Resources
August 10, 2011
32. Grant to LYRASIS
from the
Institute of Museum and
Library Services (IMLS)
“Developing a North American
Strategy to Cooperatively Manage
& Retain Print Collections of
Monographs”
33. LYRASIS Grant Partners
• California Digital Library
• Center for Research Libraries
• Committee for Institutional Cooperation
• Occidental College
34. “Think Tank”
27-28 October, 2010
• 30 library leaders
• Sought to define characteristics of a
collaborative model
• Identified themes
• Possible implementations scenarios
• Issues that require testing or research to
confirm framework for future action
35. Major Themes & Issues
• Libraries of all sizes are seeking strategies
• Overlap – can it be measured, leveraged?
• “Bibliographic indeterminacy”
• Monographs – more politically difficult,
costly than journals?
• Monographs – disproportionately affect
humanities faculty & students
• User behaviors
36. “Affinity Groups”
• University Librarians
• Collection Development Officers
• Interested parties from consortia and
professional organizations
37. University Librarians -
Discussion
• Copyright
• Costs and cost savings
• Subject expertise: How to deploy?
• Over promising what can be accomplished
• Increasing knowledge of the “collective
collection,” including integrity of data
• Engaging faculty and scholarly societies
• Developing a positive vision for shared
collections and services
38. Collection Officers -
Discussion
• Developing a positive vision – preserving
the scholarly record
• Developing better data
• Access
• Press on copyright issues
• Notion of acceptable loss
39. Consortium Leaders -
Discussion
• How much duplication of holdings is
there?
• What is the role of consortia?
• Who can provide the infrastructure for
collection management at network scale?
41. Topical Discussion: Digital
Surrogates
• Needs to collectively manage print?
– Open standards-based formats
– Accurate information about quality
– Guidelines for use
– Discoverability
– Reliability
42. Topical Discussion: Digital
Surrogates
• Topics for further exploration
– Who will retain print copies?
– What are incentives to do so?
– Titles represented in e- now top priority?
– Studies relating online discoverability to print
use
– Balancing reliance of mass digitization and
publisher digitization
43. Topical Discussion: Bibliographic
Information
• Issues & approaches
– Build on plans, projects underway for journal
archiving
– Linkages between print copies in storage,
print copies in circulation, and digital copies
– Maintaining representatives of all editions
– Agreement needed on cataloging as a
requirement for print archiving
44. Topical Discussion: Service &
Business Models
• Questions, issues & approaches
– What are the incentives to keep print?
– How can consortia facilitate commitments?
– What services are required?
– What agreements are necessary?
– What kind(s) of organizations are necessary
to manage these efforts?
45. Implementation Scenarios
• Already in storage
• In Hathi Trust and also in public domain or
published through 1963 or 1976
• Domain-based approach (by LC class
range, subject or discipline)
46. Grant Conclusion
Continuing Discussion
Ongoing LYRASIS role -TBD
47. Collaborative Retention of Print Monographs
on the LYRASIS website:
http://tinyurl.com/3p929qb
LYRASIS Collection Development &
Management Advisory Group:
http://tinyurl.com/4x5p2b6
49. Storage at The Joe and Rika
Mansueto Library
University of Chicago
David Borycz
Special Projects Librarian
The University of Chicago Library
50. The Case
Campus Libraries are “functionally full”
Print collection continues to grow
Inadequate space for new Library programs and services
Collaborative spaces
Technology-equipped spaces
Training and workshop spaces
51. The Mansueto Library: Considerations
Digitization: making print collections obsolete?
Service: delayed vs. real-time collection access?
Impact on existing library buildings
…and Cost?
52. The Mansueto Library: Considerations
On-site addition or off-site building?
If on-site, importance of harmony with campus aesthetic?
Book storage: open or closed stacks?
Preservation and conservation of collections
OR
54. Helmut Jahn
Designer of Shanghai
International Expo Center,
Munich Airport Center,
Sony Center (Berlin),
EU Headquarters (Brussels)
55. Joe and Rika Mansueto
University alumni:
Joe Mansueto: A.B., 1978 & M.B.A., 1980
Rika Mansueto: A.B., 1991
Founder of Morningstar, Inc.
“This library combines three of our passions: great design, the free exchange
of information and the University of Chicago. That’s why Rika and I couldn’t
be more thrilled to be a part of this project.”
56. The Joe and Rika Mansueto Library
240 ft x 120 ft x 3.5 stories high
58. Grand Reading Room
184 seats with task lighting, electrical power, and laptop lock points
3 study carrels for intensive use
Multi-function printer/copier/scanner in room
Wireless throughout building
Glass has high-performance low-E coating to reduce heat
Glass higher than 18 feet shaded with ceramic frit pattern to reduce glare, heat
60. Circulation Service Center
12 first floor pick stations
3 Special Collections
9 General Collections
Expected 5-minute retrieval time
Material can be requested from any
computer at any time
61. Below Ground Storage Facility
3.5 million volume capacity in high-density automated shelving
Total campus capacity: 10+ million volumes
Humidity and temperature controlled for optimal preservation environment
Slurry wall construction and pumps with emergency backup to prevent water damage
62. Bin and Shelf Rack Storage
24,000 bins: 10”, 12” and 15” heights 1,200 shelf racks: 3’x5’x6’
63.
64. Loading the System
Loading 1 Million volumes June – September 2011
Approximately 70 student staff working 1,000-1,200 hrs/wk
Utilizing 12 workstations with a goal of 20,000 items per day
Materials coming from numerous different locations
requiring:
Record changes in the catalog
Cleaning
Sorting
Preservation review
Currently at 640,000 items loaded
Recent academic study found average delivery annual cost is $6,800 a year In Colorado -- internal courier, USPS, & statewide courier large Denver-area library -- $250,000 midsized library system -- $97,160 small college - $6,000
FocusLocal-area library courier servicesStatewide or regional library courier servicesInternal branch delivery systemsUSPS, FedEx, UPS, etc.
Saves money, wear & tear, chance of loss or delay, keep items available to patrons
Central Sorting vs. PresortingThere are two primary sorting types:Central Sorting Central sorting can take place at a main location or a warehouse. All materials are sent to the central hub for sorting. Central sorting moves sorting from individual libraries to a central facility. Central sorting allows for delivery on the next scheduled delivery at the requesting library in cases where the sorting takes place after daily pick-ups and the sort site is emptied daily. This next delivery day turnaround time can be lengthened in cases where sorting takes place after vehicles have departed and in cases where the sort site is not emptied daily. On-board Sorting ‑ Courier personnel sorts materials “on the fly”allowing for same day delivery for requesting locations that fall later on a given route. In other cases, next delivery day delivery is the optimum.Presorting ‑ Libraries presort materials for couriers in separate bins or bags. Allows for same day delivery for requesting locations that fall later on a given route. In other cases, next delivery day delivery is the optimum.When reviewing these options, one thing that libraries must take into consideration is workload factors. Libraries that have the staff and facility space needed to take on sorting, presorting, and bundling of items may be willing to do so in order to eliminate work at the sort site or by delivery drivers. Two primary reasons why a library may choose to presort delivery materials may be: 1) to allow for more frequent stops on a given route or 2) to contain costs. It must be noted, however, that the cost of delivery/sorting is not eliminated entirely in presorting. It has merely been shifted from the courier to the library that has taken on some of the labor and overhead for the service, and may in fact cost more to have libraries using their own labor and facilities to do this work instead of moving it to a warehouse environment.
Patron request from an ILS/ILL systemPick and Routing slip created – or combo of bothK*I*S*S or don’t use them at all if your system allows itFor instance: Pick slip includes destination identifier (address/code) event transaction number (OCLC request number) Date or requestItem identifier (item title, call number, barcode)
Label Sticking Out TopLabels must have the destination (or code) printed near the top of the slip. The slip must be long enough to be held in a secure manner when placed inside the covers of a book (see Figure 4).Media cases are often incompatible to hold the label securely. Rubber bands or other methods (see #2 below) must be used for such incompatible items. Rubber Bands Used to Secure LabelLabels should be secured to an item (or small bundle of items) by placing two sturdy rubber bands—one vertically and one horizontally—on the item or bundle. Size 64 (3 1/2 x 1/4) or 117B (7 x 1/8) rubber bands are recommended.The routing slip should be folded in half and stapled around the intersection of the two rubber bands (see Figure 5). Rubber bands can be reused multiple times. On very rare occasions, minor damage to the item can occur where the rubber band connects to the item.
Paper Banding around the Front of the BookA strip of paper is affixed around the cover of the book; these strips may be self-adhesive or secured with tape (see Figure 6). The paper-banded method is not recommended because it tends to be labor intensive and can cause damage to materials when being added to or removed from a shipped item. Adhesive Removable LabelsA sticky note (e.g., “Post-it®” note) or other adhesive removable label with the destination (or code) is placed on the front of each item shipped (see Figure 7). Removable labels should not be used on any item that might be damaged by the adhesive. Not all libraries use truly removable barcodes or labels; adhesives can leave residue. Check the specific library’s borrowing policy for details.Some removable labels do not stick as well as others and might fall off.Adhesive Removable LabelsA sticky note (e.g., “Post-it®” note) or other adhesive removable label with the destination (or code) is placed on the front of each item shipped (see Figure 7). Removable labels should not be used on any item that might be damaged by the adhesive. Not all libraries use truly removable barcodes or labels; adhesives can leave residue. Check the specific library’s borrowing policy for details.Some removable labels do not stick as well as others and might fall off.
HYBRID: Another model where an single item is placed in a bag and label information is place in bag see-through pocket
Handle material as little as possible. Packaging materials should be reusable.Special collections or rare materials require more packagingUnpackedRubber bandedClothe, nylon or plastic bagsReusable paper bagsSingle use bags
Smaller packages in larger containersIn general smaller containers are better than larger, less lifting and item shifting during transportContainer consider – weight – durability – weather for closed containers or open for no weather exposureDESTINATION BINS –
Lifting can be thought of as an equation that considers how much a healthy worker can lift over an eight-hour period without increased risk of injury. Summarizing one NIOSH study for beverage workers, a healthy worker should lift no more than 51 pounds at a time over an eight-hour period of non-repetitive lifting and carrying.[14] The formulas used to determine lifting guidelines for specific situations can be quite complex and include consideration of number of lifts, distance carried, weight of objects, etc. The Applications Manual for the Revised NIOSH Lifting Equation[21] can help a library system determine the correct weight for their circumstances. However, many library delivery systems have chosen to simply the process by limiting frequently lifted container weights to between 25-35 pounds each, and for less repetitive lifting of containers using a range from 35-40 pounds.