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.

1. http://www.niso.org/news/events/2011/nisowebinars/storage/
Tangible Assets
Management of Physical
Library Resources
August 10, 2011
Speakers: Valerie Horton, Timothy
Cherubini, and David Borycz

2. Valerie Horton
Executive Director
Colorado Library Consortium (CLiC)

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

5. Delivery is Locally-Based

6. *Data from Colorado, Florida, and Wisconsin
60- 65%
19 -20%
5-7% 6-10%
1.30% 0.50%
Books* Audio Books* VHS/DVDs* Music CDs* Paper, etc Packages

7. Mini-Survey*
Per Piece Pricing (snapshot)
$16.00
$14.00
$12.00
$10.00
$8.00
$6.00
$4.00 Average:
$2.00 $.47
$0.00
Colorado Library UPS Federal Express USPS
Courier

9. Prediction: Gas prices are

11. THE GOAL:
improve delivery
performance and
reduce costs

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

16.  Best manual sort is
600-700 items/hr
› Norm: 400-500
items/hr
 Machines can sort
7,500 items/hr
› Less staff

20. Using rubberbands to secure label
Label sticking out from top

21. Paper Banding Removable adhesive label

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

24. Rubberband
With Bin
No packaging
One time or reusable
paper bags

27. Tote Lift Assist
Cart with
handle for
bins

28. Based on an OCLC study by Dennis Massey

29. by August 21
http://www.niso.org/workrooms/physdel

30. The
End

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?

40. Topical Discussions
• Digital surrogates
• Bibliographic information
• Service models and business models

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

48. Timothy Cherubini
LYRASIS
Director, Regional Services
Williamstown, MA
timothy.cherubini@lyrasis.org
800 999 8558 x4992

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

53. If On-Site…
 Above-ground facility with compact shelving
 Hybrid construct:
 above-ground compact shelving
 underground high-density shelving
 Underground high-density shelving

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

57. Reading Room, Circulation Service
Center, Preservation & Conservation

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

59. The Reading Room at night

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’

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

65. Thank you!
Questions?
mansueto.lib.uchicago.edu
David Borycz
Special Projects Librarian