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Bill Myers University of Kansas Libraries LAMA-MAES 2005

Persuading Administrators to Better Serve Students Can Help Preserve Old Books: A Case for Remote Storage. Bill Myers University of Kansas Libraries LAMA-MAES 2005. What do we need to know?. Who can tell us?. How can we get the information?. What will it enable us to do?.

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Bill Myers University of Kansas Libraries LAMA-MAES 2005

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  1. Persuading Administrators to Better Serve StudentsCan Help Preserve Old Books:A Case for Remote Storage Bill Myers University of Kansas Libraries LAMA-MAES 2005

  2. What do we need to know?

  3. Who can tell us?

  4. How can we get the information?

  5. What will it enable us to do?

  6. Objective: Construct a high density storage facility for low-use library materials

  7. Elements of the Case:Threats • Six libraries at or near shelving capacity • Concurrent reduction of user space • Diminishing gate count • Backlogs of unprocessed materials

  8. Elements of the Case:Opportunities • Tuition enhancement monies • Provost’s commitment • Chancellor’s readiness • Space transformation underway • Completion of reconfiguration survey • Completion of space assessment studies

  9. Provost’s suggestions: • Explain why needed and why de-accessioning not acceptable • Compare size/rank with other ARL libraries • Address budget • Emphasize student space/use potential

  10. Audience:Chancellor’s Cabinet University administrators with responsibility for: • Budget • Academics • Students • Faculty • Facilities • Research • External Affairs

  11. Chancellor’s Priorities • Student-centered university • Top 25 public research university

  12. Data sources • LibQUAL+ Survey, Spring 2003 • Watson Library Reconfiguration Survey, Fall 2002 • Association of Research Libraries (ARL) • Building Specifications, Costs, and Financing • KU Libraries Facilities Master Plan 2001

  13. Data sources cont. • Kansas Board of Regents Library Space Planning Guidelines • Cost Study Peer Institutions (6) • Big Twelve Institutions • Association of American Universities Comparison Group (14) • Photographs

  14. Preparing the Case • Review and evaluate existing data • Gather additional data • Draft presentation • Preview presentation with selected audiences

  15. Previews • Libraries Dean’s Council • Provost and Vice Provost for Information Services • University Architect and Vice Provost for Panning and Facilities Management • Chancellor’s spouse

  16. Feedback • More numbers • More specs on building

  17. University of KansasLibrary ServicesLibrary Spaces September 22, 2003

  18. What Users Want… • One-stop shopping • 24/7 access • Self-reliance • Technology • Amenities • Quiet zones • Social interaction • Blurring of home and office environments • Scholars’ workstations

  19. Our Challenge Provide KU students, faculty, and staff with a robust mix of physical and virtual library resources and spaces that enhance and stimulate research, scholarship, and student learning.

  20. Changing Library Services The Card Catalog was the starting point…. .

  21. Transformed into a wired café, the space is now one of the campus’s most popular study and meeting places. Cornell’s Periodicals Room was hardly used by 2001.

  22. University of Iowa Libraries Food for Thought Browsers Coffee Shop at the University of Waterloo, Ontario Canada Free Speech Movement Café, Donated by Library Vendor

  23. UNC’s House Library’s Student Lounge, Prior to Renovation

  24. Arizona State University Group Study Rooms Support Collaborative Learning

  25. A locked carrel at Ohio State in 1951 Cornell 2002

  26. UNC’S Information Commons

  27. Columbia University University of Washington Restore Grand Reading Room

  28. Our Challenge Provide appropriate storage for all library materials while enabling faculty, staff, and students to readily access any item.

  29. Collection Growth • In addition to the growing number of electronic resources that the KU Libraries collect, nearly 80,000 print volumes are added each year. • The rate of acquisition of print volumes is not declining. • The Library Annex, added in 2003, has a capacity of 80,000 volumes.

  30. Shelving Capacity & Stack Management • Best practices recommend that cost-effective stack management occurs at 85% of shelf capacity (with 15% representing the allowable margin for circulation of materials). • In 2000, the Libraries were already operating at 87% of shelf capacity. • In 2004, the Libraries are projected to reach 100% of shelf capacity.

  31. Seating Capacity for Library Users • Best practices recommend seating for 25% of the resident student population. • In 2000, KU Libraries provided seating for 13% of the resident student population (just over 3,000 seats).

  32. Library Space “To make the best use of prime real estate, libraries are adopting new approaches to managing large print collections by using storage centers with delivery services for less frequently used materials and engaging in cooperative approaches to long-term preservation copy retention.” -ARL Bimonthly Report, December 2002

  33. High-density Storage • Lesser-used materials • Shared storage • Preservation tool • Security asset • Industrial document delivery Duke University

  34. Yale Southeast Ohio Indiana

  35. University of Missouri Libraries Depository

  36. High Density Storage Depositories California Michigan Minnesota South Carolina Penn State Texas Missouri Virginia Tech Florida Indiana

  37. Relative Costs of Storage/Preservation: • Microfilming - $50 to $150 per volume • Photocopying - $50 to $150 per volume • Digitization - $50 to $80 per volume • Storage - $5 to $10 per volume - ARL 2003

  38. Circulation of Library Materials2002 Materials published 1983 or earlier: 26.9% Materials published 1973 or earlier: 14.1%

  39. Retrievals from Library Annex Storage space leased May 2003 70,000 volumes in off-site storage 50 items retrieved during first 8 weeks

  40. ARL Rank: Volumes in Library • Harvard 14.9 million • Yale 10.9 million • Illinois 9.9 million • Texas 8.2 million • Michigan 7.6 million • Indiana 6.5 million • Wisconsin 6.2 million

  41. ARL Rank continued 17.Minnesota 6.1 million • Ohio State 5.6 million • Michigan State 4.5 million • Oklahoma 4.3 million • Iowa 4.3 million • Kansas 3.9 million • Missouri 3.1 million

  42. Next Steps • Transform library facilities to support student and faculty collaborative learning. • Revitalize Watson Library as a campus intellectual center.

  43. Watson Commons

  44. Watson Commons

  45. Next Steps Cont. • Reconfigure Watson, Anschutz, and Spahr libraries to function as models for the integration of virtual and physical collections, technology resources, and academic support in a manner that meets the research and scholarship needs of the KU community. • Relieve overcrowded shelves and provide at least ten years’ growth space for new materials to be added to all of the library collections in our various spaces.

  46. Anschutz Commons

  47. Anschutz Commons

  48. Spahr stacks

  49. Spahr Engineering Library

  50. Next Steps Cont. • Provide less expensive remote storage and service options for some of the less frequently used materials currently housed in our libraries.

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