Library Committee Handbook

Administrative Council


Selecting Library Materials for High Density Storage

 

Selecting Library Materials for High Density Storage

 

Purpose

This document is intended to provide guidance in selecting items for transfer to high-density storage.

 

Background

The University Library opened a high-density storage facility to house lesser-used library materials. In the model chosen, cost effective operations require that individual items circulate less than three times in a given year of operational time.

 

Environment

The Oak Street Facility provides a secure environment in a closed stack facility equipped with temperature & RH controls that significantly extend the life expectancy (LE) of library materials. When measured against other Library facilities, Oak Street provides an exemplary environment for reducing the deterioration of library materials.

 

Access to Collections at Oak St.

Retrieval of volumes from high density storage is frequent, with most items being made available as quickly as those now sent by campus mail to a borrower's campus address or held for pickup at an on-campus library.

 

Titles transferred to the high density storage which experience significant use can be returned to a campus library, and if a scholar or student needs to consult a large number of volumes housed at the high density storage, arrangements can be made to do that consultation on site.

 

When is Oak St Not Optimal Storage

The principle underlying the operational value of high density storage is maintaining an annual average retrieval rate of less than 3%. Increasing the retrieval rate above 3% raises the operational costs of the unit above levels deemed cost-effective for such storage. While a 3% retrieval rate seems low, the logistics of retrieval from high-density storage combined with the sheer number of items in such storage makes maintaining the low circulation rate important. Consequently, when making decisions about whether an item should be sent to Oak St versus the Stacks, please remember that selection that increases the operational costs of the unit are not in the best interests of the University Library.

 

Identification of Items

In general, materials identified for housing in the Oak Street Facility should be considered part of a High Density, Non-Browsable Collection that would meet the following criteria:  

 

Selection Guidelines

The Office of Library Collections recommends that the following criteria guide the selection and growth of collections identified for transfer to the Oak Street Facility.

 

Selection Principles

 

Working Guidelines

Withdrawing Materials

This document does not supersede any existing policies or guidelines related to the withdrawal or replacement of materials from the University Library's collection.

Drafted - 8/2007

Revised - 11/2007, 12/2007

Approved - 1/2008 (CDC)

Approved with revision - 2/2008 (AC)

Revised 8/2010