Plan for Relocating the Library’s Bound Periodicals Collection



To make room for two classrooms to be built during the summer of 2006 on the library’s lower level, more than half of the library’s bound periodicals collection will have to be relocated to the second floor.  The following plan describes how the library will accomplish this task by the end of the spring 2006 semester.


What Goes Where?

After meeting twice to discuss the issue, the library staff decided on a plan that includes separating the bound periodicals collection based on whether or not the library subscribes to the title.  Current periodicals will be relocated to the second floor (where there will be more shelf space).  “Dead” periodicals (periodicals the library no longer subscribes to) will remain on the lower level.  The following more clearly defines the two types of periodicals:



The information is relevant and there is either no permanent online archive to duplicate the content or the archive does not completely duplicate what the library owns in print.  It also means that the library will need to build in future growth of the title as future issues are bound and shelved.  The library owns 258 current periodical titles occupying a total of 15,923 linear inches of shelf space.



Although the information is not duplicated in any permanent online archive, the library has decided over the years to end its subscription to the title or the title has ceased to be published.  Since no future expansion is needed, these titles can be shelved to capacity on the lower level, making efficient use of the space.  The library owns 462 dead periodicals accounting for 13,556 linear inches.


The Second Floor

The second floor layout (attached) shows the current shelves and where each segment of the collection will be stored. 


Books will be condensed to make room for the current periodicals.  To accomplish this, the bottom shelf (currently empty) will be used, the top shelf will remain empty, and the six shelves used for storing the books will retain about 22% space for expansion.  With an empty top shelf, this allows for a total of 24% future growth for the book collection.  There is currently 42,920 linear inches of books that will fit into the layout presented.


Current Periodicals will be moved to the second floor where there is enough shelf space to accommodate the 15,923 linear inches of bound volumes, allowing for an average of 32% growth of the collection.  Although the attached diagram (labeled Vertical Shelving) presents an even distribution of the space left for expansion, empty shelf space will be allocated directly after the complete run of the title.  Since each title has been carefully measured, shelvers will leave the equivalent of 32% of the title’s linear length of bound volumes at the end of the title’s run.


Indexes are currently shelved on the lower level along the wall shared by room 07.  These indexes will be moved to the second floor on the shelves behind the Young Peoples collection.


The Lower Level

The 13,556 linear inches of dead periodicals will remain on the lower level.  Since the remaining shelf space (with a new wall unit added) only accounts for 12,180 linear inches of shelf space, not all existing dead periodicals will fit--there is an additional 1,376 linear inches of dead periodicals.  To fit these remaining volumes into the lower level the library is currently evaluating titles that can be discarded (as a result of a permanent online duplicate).  In addition, unbound issues are currently stored in boxes.  To consolidate shelf space, the boxes will be removed and the loose issues will be shelved between the bound volumes.  These two strategies should provide enough shelf space to accommodate the entire dead periodicals collection.


Weeding the Periodicals

The library has a very conservative approach to canceling current subscriptions and/or discarding volumes of bound periodicals (current or dead).  Unless the library has access to a permanent archive such that even if the vendor providing the online service to allow access to the periodical’s content goes out of business the content is still retained by the university (JSTOR, OhioLINK’s Electronic Journal Center, are the most prominent examples), the library will keep all volumes and continue current subscriptions.  While the library may adopt more aggressive plans in the future for dealing with online duplication of periodicals (or duplication that exists in terms of current subscriptions held by the Kent Campus Main Library), the current plan will only consider titles duplicated by a permanent online archive, ensuring that no information contained in the library print periodical collection will ever be lost.  However, when a title is found to exist in a permanent archive, duplicated bound volumes will be discarded.


The Plan of Action

With no additional student help available (current student workers are not available to work extra hours and the current schedule makes it difficult to complete the needed tasks while manning the circulation desk), the library will try to hire one or two additional student workers immediately.  In order to get the work done before the semester ends, full time staff will be asked to assist in the process and may well end up doing most of the work.  The work has already begun and a great deal of progress is expected during Spring Break.  The following describes the details of the entire process:


Shift the Books.  The library will start by freeing up the shelf space needed on the second floor for the current bound periodicals.  A spacer was created that allows for approximately 23% free shelf space for the 6 shelves used for storing books.  This will provide for both expansion and space for books currently checked out.


Mark the Dead Periodicals.  While the books are being shifted, other staff will mark all of the volumes of dead periodicals with a dot.  The dot will let those moving the current periodicals to the second floor know which volumes need to remain on the lower level.  In addition, once the move is complete, the dot will let workers know when a volume is used in the library where it belongs and whether it needs to be re-shelved on the lower level or second floor.


Move the Current Periodicals.  Once the books are shifted and the dead periodicals are labeled, the volumes of current periodicals will be moved in alphabetical order to the second floor.  As each set of volumes for a title are shelved a spreadsheet will be used, listing the current periodicals titles along with their linear measurement and a calculation for expansion (32% of the total linear inches for all of the volumes in the title).  Shelvers will use a tape measure to allow for the expansion listed on the spreadsheet.  For example, if a title has 100 linear inches of bound volumes, 32 inches of free shelf space will left at the end of the run of volumes before the next title starts.


Build a New Unit of Wall Shelving.  To compensate for having more linear inches of dead periodicals than available shelving on the lower level, a new wall unit of shelving needs to be constructed along the wall where rooms 05 and 06 are, just past room 06 to the corner where the existing wall unit starts.  This will add 840 linear inches of shelf space.


Move Indexes.  The bound indexes currently shelved on the existing wall unit next to room 07 will be moved to the shelves behind the Young Peoples collection on the second floor.  This can be performed at any time prior to moving the dead periodicals.


Move the Dead Periodicals.  After the current periodicals and indexes are moved to the second floor and the new wall shelving unit is built, the labeled dead periodicals will be moved to the remaining shelving on the lower level.  Volumes will be tightly shelved with no room for expansion and loose issues will be removed from the cardboard boxes and shelved in-between bound volumes.