Space Makers Project (Final)Redistribution of the Arts and Humanities Library CollectionsCentral and West Pattee

Reason The Central Pattee Stacks were

overcrowded. There was no room on the shelves for books and books were stacked on top of the shelves. Overflow books were also shelved on book trucks. Material was hard to find for patrons and staff. There was no room for current and future collection growth.

Initial Prep, 2009

Pattee’s Dewey Collection was selected to be Annexed and some were re-classed and duplications addressed.

Arts and Humanities Selectors spent many hours reviewing the collection.

44,100 inches of 800 and 900 Classed Dewey’s were Annexed by Collection Maintenance and Annex Staff (35,854 books) May 11 – June 11, 2009

Main Planning Ann Snowman, Amanda Maple, and

Verne Neff began meeting to prepare for the project.

Amanda and Verne prepared proposal and budget information for submission.

Project approved and funds were allocated under Collection Maintenance.

Ann named the Project: “Space Makers”

continued Eric Novotny assumed the role from

Amanda as the Arts and Humanities representative for the project.

Frank Schrader led the initial distribution calculations and mapping. Verne worked with A&H to work out the fine details.

Trish Notartomas started running reports. This report running never ended and is still going on for records cleanup. Valerie Allen, Lucy Boyce, Gwen Catchen and crew began barcoding and doing prep work for AH-X TRANS.

2010: More Annexing of material to open up shelf space in Central Pattee

99,225 inches of material were selected and prepped by Arts and Humanities and Cataloging for Annexing. (80,671 books).

Material pulled and staged by Collection Maintenance in three stages:

July 19–21, September 20–22, and November 1–3, 2010

Material transported to the Cato-2 Annex by an outside contracted vendor and unloaded

Reports were run to globally move items to new library and home location

Cato – 2 Annex Facility

Cato-2 Facility

Robin and Jeff are adding an Annex locator and modifying the MARC Holdings for the Dewey’s and AH-X-TRANS material.

Communication Group Communication group formed and staff

identified for need to know Daily Updates:Ann Snowman, Verne Neff, Earl Houser,

Eric Novotny, Grace Brooks, Ken Robinson, Shane Burris, Sandra Hoffmaster, Daniel Tingue, Herb Motter, Wertney Cox, Trish Notartomas, Henry Pisciotta, Wilson Hutton, Catherine Grigor, Todd Douty, Melody Gehlbach. Chris Holobar, Katherine Strenko, Valerie Sebestyen, Frank Schrader, and Suzanne Sadler.

Getting started to move the Central Pattee collectionsWage staff were hired and trained and Matt greased up the trucks so they were ready to roll. Melody Gehlbach geared up to update the Collections Move page daily with Chris Holobar and Andrew Marshall as backup. Trish prepped to run the never-ending list of reports and worked with Todd Douty to update the Catalog. Valerie Sebestyen would keep the stacks maps updated.

Earl and company started moving books, lots of books.

ATTENTION: Collections Moving

Collections From A through ZA

ARE

To Pattee-Central and West

Getting Started

During

After

Happy as a Clam

1st book to last book time line for Central Pattee Collections

1st Book moved to permanent Home Location on May 11, 2011, Call Number: AC5.H63 Q

143 Work days later, the last book was moved to its permanent Home Location Call Number: PN6.G122 no. 1-21, 1956-1960 Q on December 7, 2011

Total amount of material moved for Central Pattee

What we learned for future Collection Moves

A) We are now more prepared to movecollections between Home Locations and Libraries when needed with fast Catalog updates to keep staff and patrons informed in a timely manner. B) Shorter and controlled report run times to update records in Workflows and in The CAT. C) Quicker cleanup time to take care ofcatalog records. D) Created separate Oversize, and Folio home locations to aide in this process.

continuedE) Keys that aided the process:

- Involved Stakeholders and administration early- Communication group formed early- Daily live public and staff updates - Signage and way finding maps kept up to date- Top down cooperation throughout the project- Teamwork

Reports overview Globally change home locations within the UP-PAT Library from

list of item numbers.Convert no more than 50,000 item numbers at a time to minimize run time of ADUTEXT Report.

Globally change library and home location, such as UP-ARTSHUM and REF-AH to UP-PAT and PATTEE-3. Convert no more than 50,000 item numbers at a time to minimize run time of ADUTEXT Report.

Develop process to globally update the Home Location field in MARC holding statements for journals based on list report that contains format component in output.

Manually update the library field in MARC Holding Statements for Journals.

Westward Westward Ho!Ho!From the beginning, the

Collections on 2nd and 3rd Floors of West Pattee were in the discussion to be included in the project.

Pattee 3-West January / February 2012

Measure collection on 3 West Pattee

Move TT Collection to a new permanent home on Paterno-3

Redistribute N CollectionRedistribute TR Collection

Pattee 2-WestJanuary / February / ? 2012MeasureRedistribute

Collections Moved Grand Totals For Project

Building/Floor Inches Volumes

Central/Displaced/Annexed

984,528 800,430

3 - West 42,179 34,292

2 - West 23,793 39,655

TOTALS 1,050,500

874,377

Comparisons 30,014 fully loaded library shelves,

or 16 1/2 miles if lined up in a row, that row would stretch from the Library to

the top of Seven Mountains .

Partial estimated costs per book to moveWAGE PAYROLL LABOR - ONLY TO TOUCH EACH BOOK TO MOVE IT

Central Pattee in house: 0.025¢ per volume Annex in house: 0.09¢ per volume

COST PAID TO OUTSIDE VENDOR TO RELOCATE THE AH-XTRANS MATERIAL

Outside vendor to offsite: 0.245¢ per volume

The End ?