RE: How to Separate A Collection Temporarily?

["Ryan, Ann" <ann dot ryan at aucklandcity dot govt dot nz>]

 Hi Joan

We've just done this for one of our libraries which is re-locating into
temporary premises while a new one is built. What we wanted to achieve was
making this stored material invisible to the public, unable to fill holds,
and identifiable to the staff (so they knew not to re-buy for that
collection, or place holds on it); but be easy to 'restore to original
state' once we opened the new library

I don't know that we can help you a lot -- we are very new to Millennium,
and still getting to grips with the possibilities of the system. There may
be a better and smarter way that we just didn't think of. We would have
loved to be able to create a review file and use global update, but the
Collection Management team couldn't give us any fixed parameters for what
would go into storage and what would remain on the shelves -- so we had to
give up on that idea.

However, this is the way we managed it for off-site storage, with no public
access to the material:

Set up a new location (or locations if you are moving from more than one)
[we used a z code at the end of our ordinary location(s) e.g. normal code =
'nb' storage = 'nbz] (Locations are most easily identified by staff in the
Circ Module, and display well for staff through the staff view of the OPAC
-- it's the best pointer to the fact that there is *something different*
about this item)

Set up a new suppression code - we use i-code 2 for item suppression from
display in the OPAC (staff can still see these items via the staff view).
[we used 'z' (Storage) again]

Set up a new status (you've already done this bit)
[we used 'y' (Storage) since z is already used]

Contact III-helpdesk to make items with the y status unavailable to fill
holds.

Use rapid update to set these changes, and scan through the items.

Since our Collection Management section was having to handle each of the
items individually, to decide where they were to go (withdraw, remain in the
small lending collection, store), it worked OK to have them divide the books
into different trolley-loads, and have the junior staff scan them through
rapid update, and then pack them in boxes.

When we reintegrate this storage collection into the new library, the
process can be a bit more streamlined. We'll create a review file of
everything in the storage location, and then use global update to change
location, i-code 2 & status in one operation (no individual handling
required). Staff (or contractors) will just have to unpack and re-shelve,
rather than scanning items individually.  The only thing staff will have to
be alert for, is reference material -- which will need to have the 'library
use only' status re-applied.

One final thing. Since our building project is now on hold (long story...),
our Collection Management team have re-assessed what they want to do with
the material in storage.  They've decided to use the Mobile Collection
functionality to put some of it into circulation at the other branches. This
retains the 'home location' so, when we do get our new library operational,
we can 're-claim' this material to its original home. If you have other
youth libraries in your system, it might be worthwhile thinking about this
option.

For the collection that you are moving to temporary premises -- do you need
to do anything? If you close down the old location and move to the new
location, Millennium will just operate as usual. I guess the only thing
you'd have to do is manage your paging lists while you're actually moving.

Good luck!

Ann

Ann Ryan
Millennium Business Support Manager
eLGAR 
Auckland, New Zealand

-----Original Message-----
From: Joan Wu [mailto:wujoan at btpl dot org] 
Sent: Wednesday, 7 September 2005 5:55
To: IUG INNOPAC List
Subject: How to Separate A Collection Temporarily?

We are renovating.  Our entire Youth collection will move to temporary
room for a few months in the building in December.  They have a total of
105,000 items.  However, the temporary room is only half the size of our
current room.

We will weed and withdraw 25,000 items, and will STORE 25,000 items in
storage outside of the building for a few months, and will MOVE 55,000
items to the TEMP room.  'Withdraw' is easy, so we don't worry about that.
 Does anybody can help me with some ideas of separating the remaining
'STORE' and 'TEMP' collections?  STORE will go outside the building, TEMP
will stay inside for patron access.   Both STORE and TEMP will integrate
for public accese once the renovation is complete.

And our moving company told us that the storage collections needs to be
boxed in order for quick integration later.

And our staff told us that they want to do as little as possible.

Could anybody help?  We did have an item status 'storage' created for this
purpose.

Thank you.





Joan Wu
Systems Department Head
Bloomfield Township Public Library
1099 Lone Pine Road
Bloomfield Hills, MI 48302
phone: 248-642-5800 ext.149
fax: 248-642-4175
wujoan at btpl dot org
http://www.btpl.org





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