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On the Moves: Transferring and Integrating Collections in Main, Koerner, IKBLC and ASRS, 1993-2006, University… Friesen, Margaret 2011

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On the moves: transferring and integrating collections in Main, Koerner, IKBLC and ASRS, 1993-2006 For more than a decade, a significant portion of the library's physical volumes have been on the move. These collection shifts, outlined below and summarized in the appendix, were made during the following building projects/phases: • the new Koerner Library (1996) • preparation for the demolition of the Main Library (phase 1) • the Irving K. Barber Learning Centre  (IKBLC) (north wing) • preparation for the demolition of the Main Library wing (phase 2) • IKBLC phase 2 • Koerner Library compact shelving projects.  1. Collections Reorganization Project I, 1993-1996 (aka "The Koerner Move") The Humanities and Social Sciences (HSS) services moved from the Main Library to the new Koerner Library in 1996, to be integrated with the services and collections of the Sedgewick undergraduate library. However, not all of the humanities and social sciences collections in Main Library would fit into Koerner Library at this time and still allow for these collections to grow. There was no easy way to split these collections between Main and Koerner so a practical solution was found to separate them (temporarily, it was hoped) until they could be reunited. The following criteria for selection of the volumes to be moved to Koerner were: • humanities: integrity of the collection and usage • social sciences: usage and publication date (post-1978) • all subjects: priority to active English language collections. The measure of success was to try to please 80% of the users, 80% of the time. The 1978 cut-off date was chosen because all volumes that moved to Koerner needed to have an online catalogue record. The pre-1978 volumes left behind in Main would be converted to online records at a later time.  More than 500,000 volumes were selected to be moved, as well as the HSS reference collection, government publications, microforms and the data library. The volumes were integrated with the existing Sedgewick Library collection. It was hoped that the remaining HSS collection would eventually be integrated in Koerner Library.  Documentation for the various collections' mapping plans, including detailed decisions for each Library of Congress classification, has been deposited in the University Archives. (Margaret Friesen fonds, Box 14). 2. Collections Reorganization Project II (aka “Swiss Cheese”) After the transfer of the Koerner collections, the Main Library stacks housed a perplexing collection of books and journals, resembling Swiss cheese. Large "holes" were left in the Margaret Friesen, Assessment Librarian Dec. 2010 1 stacks where entire classes of volumes had been removed. Smaller holes were left where partial collections had been plucked out. On the other hand, the science collections had been severely crowded with books and serials jammed together tightly on every shelf, even occupying floor space between stack ranges because there was no more room on the shelves. At the same time, other collections in Fine Arts, Math, Music and Floor 7 Storage were poised to move, queued up to be integrated into the Main Library stacks. The Fine Arts and Floor 7 Storage volumes had to be moved to allow for demolition of the North Wing. The Math and Music collections had to be moved because these branch libraries had run out of space in their buildings. Later, a significant portion of the map collection was also moved to Koerner Library (demolition of south Main), and Rare Books & Special Collections and University Archives relocated to the new IKBLC. The following guiding principles were developed to integrate these collections into the Main stacks: • Reduce crowding on floors 2 through 6 by one shelf per bay • Distribute load evenly • Leave about 20% space for growth areas • Shift collection as infrequently as possible in the next 3-5 years • Interfile items in a single sequence, A-Z. From April to September 1998, the Main Library collection of 800,000 volumes was variously compressed, expanded, stretched (at both ends to make way for the M's, N's and QA's in the middle), integrated and re-shelved into one single classification sequence from A-Z. The reorganization of the collection allowed for growth in the sciences and fine arts collections. The remaining, somewhat fragmented, collection of humanities and social sciences volumes (left behind after the 1996 move) awaited further dispersal and integration pending new space solutions. 3. IKBLC open shelves and the Automated Storage Retrieval System (ASRS) a. Task Group Nov. 2003 The ASRS Task Group was formed to develop the selection criteria for materials to be located in the automated storage and retrieval system (ASRS). Consultations took place with librarians and faculty members from the library advisory committees. The branches with significant collections in the Main Stacks were Humanities & Social Sciences, Science & Engineering and Fine Arts. Smaller collections from the Asian, Education, Lam, Music, and Law libraries were also to be assessed.  b. Survey: Faculty of Arts Library Advisory Committee At the same time, the Faculty of Arts approved the establishment of a subcommittee on the ASRS to work with the Faculty of Arts Library Advisory Committee to determine the effect of storing materials in the ASRS on research and study. A survey was conducted in April 2004 to identify the needs of the research community. Max Cameron, Chair of the Committee summarized the findings as follows. "The survey finds that the research community browses extensively, and many scholars find the Margaret Friesen, Assessment Librarian Dec. 2010 2 prospect of losing access to open stacks objectionable. Although there is wide variation among disciplines, scholars in all fields browse library shelves to some degree. However, most researchers would be comfortable with storing in the ASRS material that would be available electronically, archival material, or material that is fragile or very old." As a first step in the consultation process, the Project Coordinator invited faculty members to "walk the Main Stacks" with her to point out classes of materials currently housed in Main that should be retained in open stacks in IKBLC.  A dozen faculty members in the Faculty of Arts responded, in addition to the librarians in Humanities & Social Sciences. Every "walk through" revealed the desired areas of interest for browsability in philosophy, history, history of science, classical studies, political science, economics, women's studies and more. Areas of interdisciplinary interest were also identified. The findings were used to determine which volumes stayed on open shelves and which moved to the ASRS. The North wing of the Irving K. Barber Learning Centre and the ASRS opened in spring 2005 with over 500,000 volumes remaining on the open shelves and 800,000 volumes moving to the ASRS. 4. Compact shelving in Koerner,  2002 - 2006 (ongoing) The plan for installing compact shelving provided a new opportunity to improve access to more of the humanities & social sciences collections. This project would: • integrate a few more collections that had been split between two buildings, improving the integrity of the collections and ease of browsing • allow for growth of the collection • keep materials on open shelves longer (instead of in storage) • resequence the volumes in Koerner into one sequence, A-Z, for easier findability. Postscript This integration project has not been implemented in its entirety, although the collections mapping was completed and a small portion of the HSS collections were moved from IKBLC to Koerner. The integration of the HSS volumes was interrupted in 2010 to make room for library collections from other branch libraries during construction in Woodward and David Lam Library. The plan to integrate all HSS collections in Koerner remains a work in progress. Documentation for the projects will be deposited in the University Archives.  Margaret Friesen, Assessment Librarian Dec. 2010 3 Appendix: Chronology of projects: 1993-1996 Collections Reorganization Project I: Main volumes to Koerner 1997-1998 Collections Reorganization Project II: Reorganize Main collections 2002 Maps: high use maps move from Map Library to Koerner 2003-2005 IKBLC and ASRS collections reorganization Main Inventory project ASRS Task Group Faculty of Arts LAC Survey 2002-2006 Compact shelving in Koerner: identification of volumes to move from Main/IKBLC to Koerner; weeding duplicates in IKBLC; and other collections mapping. Implementation partial. 2005 ASRS begins operations Report prepared by: Margaret Friesen Assessment Librarian Coordinator, Collections Reorganization Projects, 1993-2006 Margaret Friesen, Assessment Librarian Dec. 2010 4


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