Annex Move

1
Annex Move

• Overview of the Project 2005-2007

Presented by the Annex Planning Committee June 8,
2005
2
Project Goals

• To alleviate stacks pressure
• To create growth space
• To prepare a foundation for steady growth in the
  near future

3
Annex Planning Committee

• Responsibilities
• Project Leader
• Facilities construction
• Reports, pick lists generation
• Record work
• Preservation conservation
• Rare manuscripts archives
• Physical move
• Accession of materials into the Annex

• Names
• Xin Li
• John Hoffmann
• Lydia Pettis
• Zoe Stewart-Marshall
• Barbara Berger Eden
• Margaret Nichols
• John Marmora
• Cammie Hoffmier

4
Project Description

• Budget
• Total 867,000
• Used for 2 primary functions
• Record work
• Physical move
• Time line
• October 2005 October 2007

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Projected Volumes to be Moved
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Selection Principles

• Primary principles
• Keep impact on users to a minimum
• Allow flexibility for selection decisions
• Ensure a steady moving schedule and minimize
  waste of resources

• Examples
• Medium rare materials
• Ceased serials
• Not circulated monographs
• Customize the project to meet unique needs
• Minimize idle time of movers and reduce
  unnecessary shifting

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Project Planning
8
Project Components Progresses

• Project decisions
• Selection Criteria
• Budget
• Communications
• CUL_AnnexInfo-L
• Individual library visits
• Preparations
• Pick lists
• Record work
• Identifying and marking to-be-moved materials

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Project Components Progresses (contd)

• Physical move
• Facility survey
• Scheduling
• Staff hiring and training (LTS, Moving Team,
  Annex)
• Equipment purchases
• Post-move work
• Collection shifting
• De-duping of Annex holdings
• Project statistics and summary
• See Move Survey Form

10
Responsibilities for Individual Tasks

• Examples
• Pick list generation
• ? Identifying criteria (Lydia, Zoe, unit
  libraries)
• Special accommodations
• Scheduling of the move (Cammie, John M., unit
  libraries, unit library facilities personnel)
• Post-move collection shifting
• Staffing for tasks (Unit libraries)
• See Annex Move Physical Task Responsibilities

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Moving Schedule
See Moving Schedule Draft
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Moving Out Logistics

• Material readiness
• Record editing work, bibliographic and/or
  holdings, must be completed
• Book must have a linked barcode
• Site readiness
• Book identified with flyers (except for OKU)
• Access route cleared
• Moving routines
• Moving staff work in teams to take books off
  shelves, onto the trucks and out of the library

13
Entering Annex Logistics

• Shelf setup in advance
• Vacuuming and cleaning
• Sizing
• Putting in trays by size
• Accession into Annex Inventory Control System
• Cross-verification of accuracy
• Shelving
• Downloading book position information into the
  Inventory Control System using PDT
• Now your books are ready for retrieval!

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Future Pictures From this
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To this

• Dedicated Annex staff with superior service
• Preservation-quality environment steady
  temperature of 55 degrees Fahrenheit and 35
  relative humidity
• Secure home for precious collections
• 24-hour fulfillment for print request
• Less than 24-hour electronic document delivery
• On site reading room access

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Questions and Answers

• Thank You for Supporting the Project!