CULCNM303A First Class 18.9.2014

CULCNM303A Move and Store Collection Material

1.1 Assess documentation to determine scope of work required for movement and storage of collection material.

1.2 Identify and confirm organisational procedures and guidelines and specific requirements with relevant personnel.

These are the 2 modules we will be looking at in todays class.

First of all, why do we need documentation to move our collection?
We need a PLAN in order to make the job easier. A colour coded floorplan of the destination will make life a lot easier. Otherwise, it could end up looking like this:

1. Identification
We need to be able to identify our items.
Our collection has call numbers, so it would make sense to have this as one of the identifiers.
What else could be used?

2. Tracking
We need to:

•  ensure that each box is labelled with the relevant details - to ensure the collection goes on to   the correct shelf and in the correct order.
•  be able to track the movements of our items, especially if there are several delivery points.

Well Organised Moving

On a smaller scale


 3. Handling
Is the item/s fragile? If so, extra care must be taken during the move. How do we ensure this happens?

4. Placement
Does it matter where the items are placed in the truck?
We want the items to come out of the truck and be placed in an easily accessible spot, preferably as close to the new shelf as possible.
Colour code the new shelves in line with your plan, to help with the re-shelving.

5. OH&S requirements (weight/size of parcel)
The weight & size of the items need to be determined - we don't want anyone getting hurt during the move.

Are there some items which will be going into long-term storage? These need to be identified.

Different types of items could be colour coded, e.g. Blue for novels, pink for non-fiction, red for fragile, purple for a/v. etc.

Here is a sample of a form :Form for Moving Day

With the above requirements in mind, design a form which could be used for a library move. Bring it to the next class please.

Here is a link to a booklet which lists the important points regarding moving a library collection:

http://www.bl.uk/aboutus/stratpolprog/collectioncare/publications/booklets/moving_library_and_archive_collections.pdf

What do you think should be included in procedures within an organisation such as a library or archival institution with regards to moving a collection? Here are a few to note:

1. Hierarchy
Who will be in charge of the overall project?
Different personnel will be responsible for different parts of the move, such as :

• Packing (labelling boxes, overseeing that items are packed correctly, making certain that any items for long-term storage meet the storage requirements, etc.)
• Notifications (patrons, utilities, etc)
• Physically moving the collection (muscle power!)
• Unpacking (from the truck to delivery point in good order)
• Shelving (physically relocating the items to the correct shelves according to the forms)

2. Safety
Safety of both the items and the people moving them is paramount.
Making sure the OH & S guidelines in your organisation are followed.

3. If in doubt, ASK!
Rather than have to re-do a task, if the procedures do not fully explain what is required, contact the relevant staff member and ask - it is the only way the procedures will be updated.