Prof' Steve Ching

1
Proposed Plan for RelocatingSelected Books and
Bound Journals to Library Archive

• Prof. Steve Ching
• University Librarian
• CIST Meeting - May 3, 2006

2
Immediate Need for Space

• Increase in student intake
• (2006/07 enrolment projection)

3
Need for Library Re-planning

• Book stacks are saturated with books overflowing
  onto the floor in some areas.
• Seats are fully occupied during revision and
  examination periods. Partial access policy
  restricting external users to come only during
  non-busy hours has been introduced during the
  peak season.

4
Need for Library Re-planning

• Do we want a library like that?

5
Relocation of Library Materials to Library
Archive

• The Growing Library Collection
• Annual growth rate 40,000 vols. per year
• Relocation of not frequently demanded library
  materials is necessary
• Grandtech Centre as the Archive Collection
• 2002 massive relocation of some 130,000 low-use
  books and 56,000 bound journals (those with
  electronic equivalence) to Library Archive at
  Grandtech, Centre, Shatin
• 2004 small scale relocation of some low-use
  Science Technology books
• Implication to Users
• Low request rate for Library Archive materials
• Books (10 requests per day on average)
• Journals (less than 10 requests per day on
  average)
• Requests are filled within 1 2 working days
• Minimum inconvenience

6
Relocation of Library Materials to Library
Archive

• Relocation Plan for 2006 Summer
• Materials to be relegated to Library Archive
• some 76,000 vols. of low-use books
• some 40,000 vols. of bound journals
• Smaller in scale when compared to the 2002
  relocation exercise which covered 130,000 vols.
  of low-use books and 56,000 vols. of bound
  journals

7
Relocation of Library Materials to Library
Archive (Summer 2006)
De-selection Criteria for Books
8
Relocation of Library Materials to Library
Archive (Summer 2006)
De-selection Criteria for Bound Journals

• Subject differentiation De-selection criteria
  are more conservative for Arts Humanities,
  Social Sciences and Business subjects
• (2) Usage pattern and opinions of faculty during
  initial consultation have been considered

9
Library Archive Materials Retrieval Mechanism

• Retrieval mechanism already in place since the
  first relegation exercise in 2002
• Requests can be submitted via Library Catalogue
• Desired items are delivered within 1 2 working
  days
• Special arrangements can be made if users would
  like to browse the Library Archive collection in
  person

10
Temporary Arrangement during the Decanting Process

• Decanting Arrangement (June to September 2006)
• Some 2,000 vols. of more frequently used journals
  ? temporarily relocated to the compact storage at
  the Law Section of the Library
• ALL bound journals ? relocated to Library Archive
  
• Only those that fall into the de-selection
  criteria will stay behind in the Library Archive
  after the decanting process
• Others are just temporarily relocated to
  facilitate the decanting and they will ultimately
  be moved back to the campus after a few months
• Requests for journals that are not available on
  campus can be submitted via the established
  retrieval mechanism in the Library Catalogue or
  through the Serials Counter
• If for some unexpected reasons (very rare) that
  requests cannot be entertained, document
  deliveries from other libraries will be provided

11
Communication with Academic Staff

• Academic departments will be kept informed of the
  renovation / relocation project
• Faculty will be consulted with regard to
• which journal titles should be permanently
  located in Library Archive
• which journal titles are frequently used and
  should be temporarily housed in the compact
  storage of the Law Section during the decanting
  process
• Library Archive is not the final stop relocated
  items can always be moved back to the campus
• if they are later found being requested quite
  frequently
• upon recommendation by academic staff members

12
Library Re-planning and Relocation of Library
Materials

• First-phase Library Renovation

• Expected outcomes
• Student seatings ? increase by 12
• Subject clusters ? books on Economics Finance,
  Business Commerce will be relocated to become
  adjacent to the Law Collection to form a subject
  cluster to facilitate access
• Relocating existing compact shelves on campus to
  Library Archive
• ?Total shelving capacity in Library Archive will
  increase by gt60
• ? Provide room for building up a combined office
  for technical services of the Library to enhance
  and streamline workflow

13
Run Run Shaw Library Utilization of Office Space
2003 - 06

ACQ, CAT, SER SYS 639m2
Acquisitions, Serials, Cataloguing Systems
Office


Run Run Shaw Library Utilization of Library Space
on campus (First Phase Renovation)
Office Area (Proposed) 994.5m2
639m2
Office Area (Proposed) 994.5m2 Total Area
Released for Public Use m2
MS RES 202.5m2
Two Temporary Classrooms 171m2
General Office 153m2
Public Use 191.25m2
Public Use 405m2
Public Use 184.5m2
14
Utilization of Space in Library Archive
15
Utilization of Space in Library Archive

• Decision of Accommodation Committee
• 2/3 of the space in Grandtech Centre to be used
  exclusively by LIB as the Archive for low-use
  books and bound journals
• Projection
• by 2009, all approved space in Library Archive
  will be used up
• Bidding for the rest 1/3 area
• to support the Universitys Artwork Management
  project
• to provide room for more library materials beyond
  2009

16

• THANK YOU!