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ON THE MOVERELOCATING GOVERNMENT DOCUMENTS AT THE UGA LIBRARIES
HALLIE PRITCHETT HEAD, MAP & GOVERNMENT INFORMATION LIBRARYUNIVERSITY OF GEORGIA LIBRARIESFEBRUARY 12, 2015
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ABOUT THE MAP & GOVERNMENT INFORMATION LIBRARY• Opened in July, 2012
• Former Map Library + government documents collections
• Collections consist of…
• 1 million+ tangible documents (Federal, Georgia, British, UN, Canadian)
• 400,000+ sheet maps from all over the world• 240,000+ Georgia air photos• 3,000,000+ microfiche, microfilm, and microcards• 10,000+ books and atlases
• Regional depository for federal documents
• Official depository for Georgia state documents
• Former selective depository for Canadian documents
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NEW BUILDING!
Richard B. Russell Building Special Collections LibrariesUniversity of Georgia
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OLD BUILDING (WITH NEW SPACES)
Ilah Dunlap Little Memorial LibraryUniversity of Georgia
…aka the Main Library & home of MAGIL
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ORIGINAL LOCATIONS PRIOR TO 2012
Location ItemsMain Library – 2nd floor Most U.S. print, Serial Set, Census, reference
materials, some maps, posters, most microfiche, microfilm, microcards, most tangible electronic; GA, UN, British, and a few Canadian documents
Map Library Majority of the depository maps
Science Library – 2nd floor Science-related U.S. print, posters, microfiche, and tangible electronic; GA topo maps; science-related Canadian documents
Repository – 1st & 2nd floor Some U.S. print, majority of the Canadian documents, select GA documents, other international documents
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Floor plan for the Map & Government Information Library
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~6500 linear feet of shelving~6500 linear feet of shelving for~16,000 linear feet of documents?!?
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MOVE-RELATED ISSUESMain Library
• Needed to move everything from the 2nd floor• Needed to reduce the size of the collection and decide
what would go where in our new space and elsewhereScience Library
• Needed to reduce the size of the collection by half and move the remainder to the 4th floor
Repository
• Needed to consolidate the government documents collections into a single location• Needed to create space for more items from Main &
Science
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MOVE-RELATED ISSUESOther issues
• Needed to update old GIL location codes and create new ones to reflect new locations
• Needed to eliminate gift processing backlogs (especially in the Science Library and the former Map Library)
• Needed to determine which items were rare/valuable enough to go to the new Special Collections Building and catalog them
• Needed to let users know where items without records in GIL are housed and how to access them
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DETERMINING WHAT WENT WHEREBiggest factor – the amount of space available in each location
Other determining factors
• Statistics – circulation, shelving, reference• Growth rate of the various collections• Type of material• Rarity/value of materials• Input from Libraries staff and faculty• Availability of online and other resources
Former U.S. documents stacksMain Library 2nd floor
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MOVING THE COLLECTIONS• Depended largely on building and remodeling schedules
• First items moved in 2011
• Serial Set through the 60th Congress to the SCB• Scanned Georgia documents to the Repository
• Bulk of the collections moved in spring/summer of 2012
• MAGIL – Map Library collections, UN, British, Georgia, reference materials, microforms, posters
• Science Library – half of the collection sent to the Repository, remainder moved to the 4th floor
• U.S. documents in the Main Library moved in spring of 2013
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MOVING THE COLLECTIONS• Professional movers
moved and installed the map cases
• UGA Libraries move crew plus MAGIL staff members moved everything else
• All collections in all locations (except those in the SCB) had to be shelf-read and shifted after the initial move
Moving documents into MAGIL closed stacks
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MOVING THE COLLECTIONS
Packing documents for the Repository Packed bins ready to ship – Main Library 2nd floor
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MOVING THE COLLECTIONS
The Repository (clockwise from L):
Aisle of government documents, lift, and toboggans for sliding bins
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WHERE THINGS WOUND UP
Location ItemsMAGIL public stacks Most-used U.S. print, Serial Set (100th Congress to
date), Census, reference materials, maps, posters, microfiche, microfilm, and tangible electronic; GA, UN, and most British documents
MAGIL closed stacks Lesser-used U.S. print, microcards, Serial Set (61st-100th Congresses), select British documents, duplicate maps
Science Library public stacks
Most-used science-related U.S. print, posters, microfilm, and tangible electronic; GA topo maps; science-related Canadian documents
Repository Least-used U.S. print, all hearings, duplicate Census, most Canadian documents, select GA documents, other international documents
Special Collections Building Rare/valuable U.S. documents, Serial Set (through 60th Congress)
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WHERE U.S. DOCUMENTS WOUND UP
Location Print Maps/posters
Microfiche
Tangible electronic
MAGIL public stacks 12.5% 99.5% 90% 80%
MAGIL closed stacks 25% 0%1 0% 0%
Science Library 12.5% .5%2 10% 20%
Repository 50% 0% 0% 0%
Special Collections Building
<1% 0% 0% 0%
1 Select duplicate depository and other maps are housed in MAGIL closed stacks2 Duplicate GA topographic maps and science-related posters are housed in the Science Library
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RETRIEVING MATERIALS
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RETRIEVING MATERIALS
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RETRIEVING MATERIALS
Google form for requesting items without records in GIL from the Repository
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ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE)• Moving collections is a 3-part process – before,
during, and after
• Start early – everything always takes longer than you think it will
• Build time into the move schedule for shelf-reading and clean-up projects after the collection itself is moved
• No matter how careful you are, collections get scrambled in moves
• You will be amazed at what you find when you move your collection
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ADVICE FOR MOVING COLLECTIONS (OFF-SITE OR OTHERWISE)• Only move what you plan to keep
• Count and measure EVERYTHING at least twice and write it down
• Consider how materials will be located and retrieved before you move, especially if they are not cataloged
• Publicize the move before (well before!), during, and after it happens
• Be prepared for complaints about inaccessible materials
• Let GPO know about major moves (per the Legal Requirements)
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QUESTIONS?