The Louis Stokes Health Sciences Library attributes its successful move to early planning and preparation. Professional literature on the subject as well as consultation with other experienced library personnel also proved beneficial. Utilizing these resources, the committees devised a strategy that supported the library's mission to provide excellent and complete information services for the advancement of health sciences. This paper describes the Howard University Health Sciences Library move experience and offers practical advice for planning a library move. We hope that the information shared will assist other libraries facing a similar challenge.
PLANNING THE MOVE
The process to build the new Louis Stokes Health Sciences Library began with the appointment of an Advisory Steering Committee in October 1996 by the vice president of health affairs. The vice president charged the committee with the design and layout of the 80,000-square-foot facility. The committee designed the library for twenty years of growth, with a capacity to house 400,000 volumes of books, journals, and electronically formatted materials. Committee members consisted of thirty-nine individuals who represented Howard University Health Sciences Center (the College of Medicine; College of Dentistry; College of Pharmacy, Nursing and Allied Health Sciences; and Howard University Hospital); senior faculty and staff at Howard University; community health providers; health sciences student resident representatives; and resource members from the National Library of Medicine, IBM, and Apple Computer. Members of this committee also represented the office of the president, the vice president of health affairs, and the architectural firm, the Hillier Group. The committee remained active until the library opened on July 9, 2001.
In February 1999, shortly after the groundbreaking ceremony, the acting library director formed the Library Task Force for Planning the Move. This committee handled many of the preliminary details; they determined which library collection items and equipment to move to the new library. The committee was comprised of all twenty-one library staff members. While some gathered information from articles [1-8], others were able to gather insightful data from site visits. Two local universities with recent health sciences libraries moves were the University of Maryland at Baltimore, which moved to its new location in 1998, and Eastern Virginia Medical School Library in Norfolk, which moved to its new location in 2000.
During the final construction of the Louis Stokes Health Sciences Library (HSL) in October 2000, the vice president of health affairs assembled a Transition Work Group. This group addressed general policy issues such as security, operations, governmental and university regulations, and public and private access, and it remained active until completion of the move. The work group decided to hire professional movers. From both site visits, the group received recommendations of moving companies. Authors Habich and Tucker offer suggestions for selecting a mover [9, 1O]. The librarians who served on the Transition Work Group provided the collection information needed to prepare the request for proposal (RFP). The university legal counsel approved the requirements in the RFP and prepared the contract once the bid was accepted. The Appendix provides a checklist for managing a library move drawn from those special requirements. The members of the Transition Work Group included the HSL's acting director, the university library director, the senior vice president for government affairs and strategic planning, the interim provost, and the HSL planning committee chair. Other members were the vice provost/chief information officer, the general counsel, and representatives from the office of the vice president for health affairs and the office of the College of Medicine, along with the campus police chief, the architect, and the HSL project manager.
Finally, in October 2000, the acting library director formed another key committee, the Health Sciences Library Move Committee. The members included three associate librarians and four library technicians, representing all of the functional areas of the library. The author was appointed to chair this committee, because I met the necessary qualifications for directing the move. I performed administrative duties and had previous experience with a move. More importantly, I had sufficient time to attend to all aspects of the move. Many authors discuss the responsibilities and qualifications of a move coordinator [11, 12].
Members of this committee worked in teams with the remaining library staff to complete specific tasks. These included preparing a layout plan and measuring and marking the collections and shelves in the new and old facilities. The preparation process began in January 2001 and continued until June 7, 2001 (Figure 1).
PREPARING THE COLLECTION FOR THE MOVE
Deciding what to move
Early in the planning phase, the Library Task Force for Planning the Move, which consisted of several subcommittees, evaluated the collection and equipment for their adequacy and usefulness for a facility designed to reflect the information vision of the twentyfirst century. The subcommittees prepared a detailed report on the items that would move to the new library and a rationale for the decision.
The subcommittee for books determined that the collection needed weeding to free up space and intellectually tidy the collection in accordance with the American Library Association's Standards for Library Services in Health Care Institutions and other recommended sources [13-16]. The subcommittee provided the plan and procedures to identify and remove books in poor physical condition, duplicates, outdated handbooks, and incomplete sets.
The serials subcommittee recommended the following: (1) move print holdings published within the last twenty years, but transfer all older volumes to a remote storage location, and (2) move all microfilm holdings. The committee concluded that all pre-1980 journal titles would be available on microfilm or through interlibrary loan services. The literature offers different approaches for planning a move of a journal collection; while some libraries hold a number of volumes, others retain selected titles. [17-20].
After inventorying all library equipment and furnishings, the subcommittee for equipment identified the items that would move to the new library. The items included furnishings and equipment that were not easily replaceable such as microfilm reader/printers, copiers, and media equipment.
The library administration agreed with the recommendations and approved the action plans. Library staff performed all of the preliminary housecleaning tasks associated with the collection during normal working hours over a four-month period from November 2000 to February 2001.
Meeting shelf constraints
As a result of weeding, the health sciences collection changed from 265,861 volumes of books, 4,500 serial titles with 1,786 active subscriptions, and over 4,206 nonprint titles to 169,200 volumes of books, 4,000 serial titles with 1,149 active subscriptions, and over 2,000 nonprint titles.
The library elected to use linear feet measurements for planning the actual move. According to the literature the total number of linear feet is more useful than the volume count when determining how much shelving will need to be available to house the collection at the new location [21-23]. While the size of the facility is 80,000 square feet, the net area for the collection is approximately 25,000 square feet. The building offered a shelving capacity of 32,025 linear feet (10,363 shelves) to accommodate the general, reference, reserves, media, special, and journal collections. Table 1 provides calculations regarding existing collection and growth space in the new facility.
These calculations indicate that the amount of growth space for books and journals in the new facility is limited. For example, the existing books in the general collection require 9,078 linear feet, representing 61% of the shelf space available for them. The journal collection occupies 11,424 linear feet, representing 84% of the shelf space devoted to journals in the new facility.
Enlarge this image.Table 1Number of shelves and number of linear feet required for the existing collections and collection growth
The method used to determine the number of general collection books to house on each shelf was to divide the linear footage of the current collection by the linear footage of the total new shelving. As a result, all seven-shelf sections were filled at 60%, leaving 40% for future growth.
To accommodate two years of growth in the journal collection, eighteen inches were allowed for 95% of the current titles. The remaining 5% required seventy-two inches to accommodate two years of growth. Those titles included the Journal of Biological Chemistry, American Journal of Physiology, Biological Chemistry and Biophysical Research Communications, and Biochemistry. The additional space is at the end of the collection. This arrangement worked very well, because the library only keeps twenty years of each title. All older journals will be moved to remote storage.
Further planning for dealing with future collection needs and shelf constraints is a priority. The new director of the Louis Stokes Health Sciences library has addressed collection development in terms of weeding, format retention, and preservation in his action plan for the library.
MOVING THE COLLECTION
Loading the collection
In the old library facility, the loading crew consisted of one sending supervisor, one loading supervisor, and seven helpers. Some helpers were assigned to follow the numeric order marked on placards, carefully pull the books from shelves, place them onto portable book carts, and tape placards from the section onto the cart. Other helpers pushed the carts from the stack areas into the loading dock.
The loading supervisor monitored the order in which books were pulled from the shelves and placed on book carts. In addition, the sending supervisor oversaw the shrink-wrapping and loading of the carts into a van. The van drivers transported the materials into the receiving area of the new library, where the moving crews were standing by to receive the materials. The library staff assigned to the old facility supervised the process of loading books onto the book carts and provided basic directional information in the library.
Unloading the collection
In the new library, the unloading crew consisted of one receiving supervisor, one unloading supervisor, and seven helpers. The two supervisors assisted the helpers with unloading the carts from the vans onto the loading dock and helped to arrange the carts in numerical order.
The supervisors and helpers pushed the book carts from the loading dock into the specific locations (according to the placard) in the new facility. The helpers unloaded the books onto the shelves and spaced the books as designated by library staff. As the carts emptied, the helpers pushed them into a holding area. As materials were unloaded from the van at the new library, empty carts were loaded back onto the van and returned to the old building. Supervisors and drivers used cell phones to communicate.
The library staff assigned to the new library supervised the process of unloading of books onto the shelves and provided basic directional information in the building. The physical aspect of the move began on June 11, 2001, and the process continued until June 26, 2001 (Figure 2).
CONCLUSION AND RESULTS
We were very pleased with the results of the project. The major committees involved in the process (Advisory Steering Committee, Library Task Force for Planning the Move, Transition Work Group, and Health Sciences Library Move Committee) completed many tasks. Beginning with planning the layout of the collection area to moving the collection into the new facility, the committees carefully planned and executed each element to accomplish the move. In preparation for the move, the library staff began the process early enough to complete a weeding project to free up space. During the physical aspect of the move, the moving company fulfilled the relocation project to our satisfaction. The moving crew and the library staff worked together to meet the two-week deadline with minimal confusion. Most important, the moving crew accommodated all of the library's relocating needs, particularly in times when we adjusted the original plan. For all of these reasons, we consider our move a successful one. The situations that caused the original plan to be modified are as follows:
* There was a delay in completing construction. Therefore, the start date changed from May 14, 2001, to June 11, 2001. This date change did not affect the staff; if anything, it gave the staff more time to complete housecleaning tasks. As agreed upon, the library contact person notified the moving company representative on May 2, 2001, of the date change (14 days in advance).
* On the first day, the moving crew brought doublesided carts for loading the books. Unfortunately, the carts could not fit through the narrow aisles of the second floor stacks, so packers had to pass the books down to the end of the aisle. This slowed the workflow tremendously. The library staff communicated the situation to the project manager, who directed the crew to bring single-sided carts on the next working day.
* On that same day, the sending crew loaded boxes of staff items and moved them to the new library. The plan had been to relocate the collections and equipment first, before moving staff and office materials. The committee recommended this method to keep staff working together on setting up the collections and not going their separate ways. The sending supervisors reiterated this to their crews and directed them to return those items to the old facility. Loading of the collections resumed.
* During the beginning of the second week of the move, the library staff assigned to oversee shelving of the main collection did not properly direct the mover to allow enough space for future growth. This situation was discovered after three ranges of books were placed on the shelves. Staff working in other areas was reassigned to this area to correct the spacing. The loading routine was back on track after working many hours to correct the spacing.
* Throughout the move period, many visitors and building workers went in and out of the new library. It became necessary for the library staff to be visible around the entrances to direct and monitor the traffic of people. On several days of the move, the university president and his guests stopped in to see the progress of the move.
Hofstetter and Kirby offer useful tips for moving a library [24, 25]. The following are some of those that I found useful in coordinating our move:
* Be prepared to make changes and adjustments to the original plan, caused by such things as staff emergencies, differences of opinions, and other distractions. No matter what the situation may be, the coordinator should remain positive and focused on the goal.
* Consider weeding the collections before moving. If you do not need it, do not hold on to it. Remember you cannot take everything.
* Select at least two of your most reliable staff persons to serve as a backup to complete the project. Emergencies may occur, and staff may need to leave work.
* Prepare a checklist of things you need to do before moving day, such as contacting all persons concerned (for example, the building manager of the new library must be notified of the move dates). If necessary, be sure an elevator key is available, room numbers are marked on doors, and directional signs and floor plans are posted by the elevators for the moving crew.
* Keep staff informed of changes to the plan or schedule. Share the information with staff as soon as possible to give them a better understanding of the challenge.
* Be willing to work long hours. It is important to be present as long as the staff and crew are working.
* Keep current of the workflow progress. Interact with the sending and receiving supervisors as much as possible. Give a daily update report to the project manager.
REFERENCES
1. BATTISTE AL, BEAUBIEN-BENNETT DM, DRUM CA. The University of Florida's moving experience. Coll Res Libr News 1989 Jun;(6):467-71.
2. MORGAN J. It came from the sea: the chronicle of a library move. Am Libr 1997 Apr;(28):62-4.
3. WEAVER-MEYERS PM, WASOWSKI DF. A committee approach to moving a library: planning, personnel, and stress. J Libr Admin 1984 Winter;5(4):21-32.
4. WELLS MS, YOUNG R. Making your move and getting it right. Spec Libr 1994 Summer;85(3):145-53.
5. ADAMS CA. A moving experience. Libr J 1990 Dec 1; 115(21):91-2.
6. TUCKER DC. From here to there: moving a library. Bristol, IN: Wyndham Hall, 1987.
7. KIRBY L. Door to door: how to get your library moving painlessly. Sch Libr J 1995 Feb;41(2):26-7.
8. BROGAN LL, LIPSCOMB CE. Moving the collections of an academic health sciences library. Bull Med Libr Assoc 1982 Oct;70(4):374-79.
9. HABICH EC. Moving library collections: a management handbook. Westport, CT: Greenwood Press, 1998.
10. TUCKER DC. Library relocations and collection shifts. Medford, NJ: Information Today, 1999.
11. IBID.
12. WEAVER-MEYERS, op. cit.
13. DARLING L, ED. Handbook of medical library practice: technical services in health sciences libraries. 4th ed. v.2. Chicago, IL: Medical Library Association, 1983.
14. Guide to review of library collections: preservation, storage and withdrawal. Chicago, IL: American Library Association, 1991.
15. OSHEROFF CK, KNITTEL MC. Team weeding in a university library (at Oregon State University). Coll Res Libr News 1990 Sep;51(8):723-5.
16. SLOTE SJ. Weeding library collections: library weeding methods. 4th ed. Englewood, CO: Libraries Unlimited, 1997.
17. HABICH, op. cit.
18. TUCKER, op. cit.
19. BROADDUS B, HURLEBAUS A. Planning and implementing a major journal shift in a health sciences library. Bull Med Libr Assoc 1981 Oct;69(4):395-6.
20. BROGAN, op. cit.
21. HABICH, op. cit.
22. BROADDUS, op. cit.
23. TUCKER, op. cit.
24. HOFSTETTER J. Best laid plans & pitfall (useful tips for relocation). Bk Rept 1993 Jan/Feb;(11):13-5.
25. KIRBY, op. cit.
Received April 2003; accepted November 2003
By Darcel A. Bryant, MLS
Cataloging Librarian
Louis Stokes Health Sciences Library
Howard University
Washington, DC 20059
APPENDIX
Checklists for moving a library (adapted from the contract prepared by Howard University)
Special move requirements
1. All employees of the move contractor must carry visible identification either by uniform attire, badge, or tag, which clearly identifies them as associated with the contractor. This requirement is necessary to maintain security of the premises and the property.
2. The contractor personally, or through an authorized and competent representative, must constantly supervise the work and must be present at the site of the work as indicated by the contract. His or her representative must be available to receive instructions from authorized representatives of the university.
3. The contractor must keep the same supervisor and workers on the project from the start to the completion insofar as possible.
4. No university or library personnel should be involved in the physical aspects of the move activity. However, library staff should be involved in the planning and supervision of the move, including, for example, the sequential loading of books and their arrangement and distribution on shelves in the new library.
Responsibilities of the contractor
1. The contractor furnishes all supervision, labor and materials, and supplies and equipment, including tagging and labeling, packing, padding, and crating necessary to perform all the services described in the contract, in an orderly, timely, and efficient manner. Such equipment includes, but is not limited to, dollies, carriers, trucks, carton, and boxes.
2. The movement of library holdings and equipment must be carried out in the general order and sequence designated by the library.
3. The contractor provides adequate protection to the floors, carpets, walls, doors, windows, elevators, etc., in the library to prevent damage to the building and its contents. The authorized representative of the university reserves the right to determine the adequacy of the protection being proposed or provided by the contractor and require such additional protection in any location as necessary.
4. The contractor is responsible for any or all loss or damage to the property of the university either by theft, accident, or otherwise while said property is in his or her custody. Property is in his or her custody from the time released to him or her from its present location by the university until placed in the new designated location.
5. Upon completion of the work, and before acceptance and final payment, the contractor must remove all of his or her equipment, property, and rubbish and that of his or her employees from and about the buildings and or sites. Restoration and replacement must be made of all property, both public and private, removed or damaged in the performance of the work under this contract. Final inspection and correction of deficiencies must be complete within forty-eight hours after the contractor has notified the library representative that the move is completed.
Responsibilities of the library staff
1. Health sciences library staff will be responsible for planning the arrangement of the collections. All such materials will be prepared in written form before the start of the move and made available for final review by the contractor at least fourteen calendar days prior to the actual commencement of the move.
2. The health sciences library furnishes adequate staff for answering questions regarding placement of equipment and for providing other advice and assistance to the contractor as needed.
3. The university assumes responsibility for providing the necessary access to and within the buildings. The university will make reasonable efforts to ensure that the elevators used by the contractor are in good operating condition prior to the start of the move and remain in such condition during the time of the move.
4. The authorized representative of the library is responsible for coordinating contact between the contractor and other departments and functions of the university, as necessary.
5. Rental or leased equipment, or equipment under service contract will be prepared for movement or be moved by the manufacturer and/or by the vendor or service representative; for instance, the microfilm reader/printers and copy machines. The library staff is responsible for arranging for such preparation and for supplying the move contractor with a list of items to be moved.
6. Library staff is responsible for packing small supplies, papers, books, and other personal belongings in desks, tables, and storage cabinets. The contractor furnishes cardboard boxes, tape, and labels in advance of the move for this purpose.
Copyright Medical Library Association Apr 2004
