ReCAP Shelving Facility

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ReCAP Shelving Facility
The Research Collections and Preservation
Consortium
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ReCAP
Three major research libraries have agreed to
store their least-used books and journals in a
vast new shared storage facility. Quote from
a press release in 1999.
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The ReCAP Consortium Members

• Columbia University
• The New York Public Library
• Princeton University

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Governance

• Board of Directors consists of
• The Librarians from the three institutions
• Associate Provost level directors from the three
  institutions

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ReCAP

• Opened January 2002
• Three high density shelving modules
• Cold storage vault for color and acetate film
• Processing center for high volume accessioning
  and retrieval

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Management

• Princeton University manages ReCAP
• Including
• Staffing
• Security
• System backup
• Purchasing
• Maintenance

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ReCAP Aerial View
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ReCAP Features

• Phase I includes 3 modules
• High density shelving by size barcode
• Capacity 7 million items
• Anticipated load-in average for the first three
  years
• 8,000 items per day
• 160,000 items per month

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Basic Space Occupancy

• Initial three years
• Columbia University 43
• The New York Public Library 43
• Princeton University 14
• Projection for future modules
• Columbia University 27
• The New York Public Library 50
• Princeton University 23

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Phase 1

• 3 shelving modules
• Each module is 70 x 210
• Six aisles of high density shelving per module
• Shelve up to 30
• 2.3 million items per module
• Set points at 50oF / 35RH

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Module 1
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Barcoded shelves
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Phase I

• Film Vault
• 1,000 square feet
• Three aisles of shelving
• Shelf height is at 25
• Set points at 35o F / 25RH
• Color and acetate film

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Processing Center

• 20,000 square feet
• Processing center includes
• 9 Size sorting stations
• 3 Accession stations
• 3 Verification stations
• Retrieval / Refile
• Electronic Document Delivery
• Tray making room
• 3 Truck docks / 2 Van docks

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Processing Floor
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Office Area

• The Office area includes
• Reading room for 8
• Conference room for 12
• Lunch room for 25
• 3 enclosed offices for Director, Manager, and
  Administrative Assistant
• Large open office for Coordinators and Assistants
• Locker room

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Initial Decision Making

• Library Operations Group (LOG)
• Each institution had at least two representatives
• Load in projections
• Staffing levels
• Inventory system enhancements
• Transportation
• Delivery service
• Additional services
• Service contracts

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Load-in Statistics

• Steady rate of 8,000 items per day
• First year actual (Jan-June 2002)
• Columbia 457,451 items
• NYPL 419,904 items
• Princeton 56,805 items
• The one millionth item was accessioned July 11,
  2002

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Load-in Projections

• Second year projections (July 2002-June 2003)
• Columbia 849,268 items
• NYPL 1,080,796 items
• Princeton 206,556 items
• A total of 2,136,620 items

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Staffing

• Initial three years
• Director
• Manager
• 2 Coordinators
• Administrative Assistant
• 20 Assistants

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Workflow

• Based on Harvard model
• Adjusted to accommodate 8,000 items/day
• Fine tuned to increase productivity

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Receive Items
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Tray Making
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Sizing
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Sizing Template
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Items and Trays Barcoded
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Batched according to size
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Inventory Control

• Inventory control by GFA
• Generation Fifth Associates
• Accession
• Verify
• Shelve
• Retrievals and Refiles
• End of day processing files are ftped to a server
  at each institution

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Items accessioned / verified
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Non-tray items
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Record Breaking Days

• Accessioned 18,914
• Shelved 17,666

• Accessioned 3,591
• Shelved 3,873

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Size Does Matter

• Average items per batch
• AHigh.350 items
• EHigh 100 items
• Non-tray20 items

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Impacting the Numbers

• Average of 40 batches shelved per dayEquates to
• 14,000 AHigh items shelved per day
• Or
• 4,000 EHigh items shelved per day
• (never a full day of non-tray but they
  definitely bring the numbers down)

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We Love Little Books!

• Easier to Handle
• Positive impact on daily numbers

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Daily Retrievals

• Processed at 930 am and 230 pm
• Items retrieved from modules
• Items packaged and placed in totes
• Totes addressed
• Delivery Pick-up at 400 am
• Delivered to requestor by 900 am

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Daily Refiles

• Returned to ReCAP by 1100 am
• Items checked into LAS system
• Shelved within 24 hours of receipt

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Retrieval Statistics
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Retrievals / Totes
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End of Day Processing

• Files FTPed to consortium members
• Barcodes of items accessioned
• Barcodes of items retrieved
• Physical
• Electronic
• Barcodes of items refiled

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Transportation

• Transfer of accessions
• Columbia and NYPL contracted Clancy-Cullen
  Storage and Moving
• Pack wooden carts
• Deliver two trucks daily
• Princeton - existing staff transfer accessions

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Delivery Service

• Columbia and NYPL contracted Bohrens Storage and
  Moving Company in Princeton for retrieval
  delivery
• Arrives at ReCAP at 4am to pick up totes
• Delivers to all stops by 9am
• Delivers returned retrieval items to ReCAP by
  11am
• Princeton incoming material handled by existing
  staff

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Additional Services

• Electronic Document Delivery
• on the Web
• by Ariel to member ILS office
• Shared access among member collections
• On-site consultation in reading room

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EDD workstation
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EDD Statistics
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Ariel 3.3 Used for EDD

• Request received with all required fields
• Via inventory control system
• Via email
• Error sent to consortium member if
• Item is out
• Can not be shipped to address requested
• Item processed
• posted to web for patron retrieval with a pin
  number
• or
• Sent directly to ip addresses of the consortium
  members

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Future

• Future partnership activities to investigate
• De-duplication efforts
• Digitization / preservation efforts
• JSTOR regional depository

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Full Development 15 Modules
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ReCAP Web Site

• http//recap1.princeton.edu/about/general.html

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ReCAP Shelving Facility
The Research Collections and Preservation
Consortium