TPOT: Library material location moves, changes, and weeding projects

LIBRARY MATERIALS LOCATION MOVES, CHANGES, AND WEEDING PROJECTS
Revised by Ryan Finnerty and Kourtney Murray
June 8, 2006

Library collection location moves require planning that involves cooperation across departments. Because Database Management (DBM) in the Metadata Services Department is centrally involved with location moves and changes, contact the coordinator of collection management projects in DBM when you are formulating your move plan. The coordinator will get all necessary information from you about the project, consult and/or notify the appropriate people and departments, identify areas that might require special funding, and help plan a timeline for the project.

These moves usually require budgeting and/or staff allocation on the part of departments, so planning and notification need to be done well in advance of the projected move or change. Small projects would require at least a month prior notice, and large scale moves would need longer lead times appropriate to the size of the project. Large library collection moves are likely to emanate from one of the major administrative groups, such as Cabinet or Public Services groups. However, if this is not the case, make sure the appropriate group has reviewed and approved the proposed move before proceeding with the planning.

The following list is used by DBM to ensure that all people and departments are consulted about the upcoming move

Contact	Why?	Date Notified
Facilities Manager/Annex Manager	The Facilities Department must be consulted to help plan and budget for physical moving and to coordinate with any outside contractors if needed. Should books need to be moved to the Annex or staged for SRLF, both the Facilities and Annex Managers need to be contacted.
Access Services Manager/Shelving Manager	Collection location moves always require planning on the part of the Access Services Manager and the Shelving Manager. The actual move will need to be coordinated by the Shelving manager and s/he will need to determine if the move will require shifting of the stacks. Again, budgeting could be involved for GA needs.
Millennium Cataloging Module Coordinator	If new Pactech and Melvyl location codes need to be created, Roger screen displays need to be changed, or new item types need to be created, then the Millennium Cataloging Module Coordinator needs to be included in the planning. For new location codes see: http://orpheus.ucsd.edu/systems/innopac/procedures/newlocs.htm
Millennium Circulation Module Coordinator	New locations or location moves could necessitate new loan rules or a change in loan rules.
Acquisitions Serials Manager	When serials are involved in a move, the activity of the serial may need to be examined and subscription cancellations may be initiated. When just working with monographs, serials almost always become involved in some way. In any event, the Serials Manager needs to be notified of any location changes.
Acquisitions Withdrawals Coordinator	Weeding and transferring of materials inevitably results in withdrawals. The final processing of these materials (especially in large quantities) requires planning and budgeting on the part of the withdrawals coordinator.
Preservation Department Head	The Preservation Department needs to be included to ensure that repair, binding & other preservation concerns are addressed prior to moving the materials.