Wisconsin Library Association

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Wisconsin Library Association

• 2002 Annual Convention
• October 29-November 1, 2002
• Madison Marriott West

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Moving a Librarys CollectionPresented by Julie
TessmerCo-Wisconsin State Law Librarian
/Director of Collection Management

• WSLL brochures cards
• Questions
• Contact information at end

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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

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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

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Were 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

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Move Time

• Decision has been made to
• Build new
• Build an addition
• Renovate existing space
• Move collections to storage
• Add compact shelving
• Downsize

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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

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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

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Informing Your Users

• Flyers in library
• Website
• Newsletters
• Important dates
• Stopping circulation
• Closing
• Reopening

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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
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Gathering Information

• Visit other libraries
• Talk to colleagues who have moved
• Know your collection
• Size
• Use
• Growth requirements

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Moving Tools

• Measuring tape
• Calculator
• Floor plans or maps
• Architects scale
• Scissors
• Acid free tying string
• Colored highlighters
• Large black markers

• Assorted bright colored paper
• Tape
• First aid kit
• Common tools
• Screwdrivers
• Hammer
• Pliers
• Flashlight
• Digital camera

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Preparation

• Decide what you need to do to prepare your
  collection for a move
• Measuring
• Inventory
• Weeding dont pay to move trash
• Classifying
• Labeling
• Cleaning

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Preparation cont

• 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.

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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

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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

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Contracting with Movers

• Shop around negotiate
• Have a not to exceed statement in bid
• Get things in writing quantities
• Interview move supervisors
• Call references

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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

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Moving Co. Equipment

• Book carts
• Packing bins
• Labels
• Dollies
• Portable ramps
• Boxes
• Tape and tape guns

• Plastic wrap
• Protective covering for floors walls
• Parking permits
• Special permits

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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

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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

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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

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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

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Working with the Movers

• Wear a name tag
• Get to know crew members by name
• Communicate problems to move supervisor

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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

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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

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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

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Dont

• 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!

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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 Societys staff

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Contact Information

• Julie Tessmer
• Wisconsin State Law Library
• 120 MLK Jr. Blvd Madison, WI 53703
• [phone]
• Julie.Tessmer_at_courts.state.wi.us
• October 31, 2002