To:Bob Schwarzwalder, Assistant University Librarian, Library Information Technology

From:LDC Ad-Hoc Committee on Sinclair Library Basement

(Members: Davis, Diercks, Geary, Peacock, Pickering, Riedy, Sinclair)

Re:Space allocation in SL basement and off-site storage needs

Date:March 1, 2005

The Ad-Hoc Committee on Sinclair Library Basement recommends the following:

  1. Library Administration should support the acquisition of a replacement freezer for gift processing and the negotiation of freezer utilization with Bishop Museum.
  2. The fumigation of the basement of SL should be considered to prevent insect infestation of gift books.
  3. A temporary gift processing station should be established on the first floor of Sinclair Library after SL Circulation relocates to Wong AV Center. This will promote efficiency in the freezing process, because only items selected for the library will be frozen (current practice is to freeze all gifts, even those that are ultimately rejected).
  4. Gift items and those that require processing need to be located on campus and are not candidates for off-site storage.
  5. Partitions in SL Room 6 should be dismantled so that stacks can be built for Government Documents & Maps replacement material.
  6. Asia books that were formerly in the Law Library should be relocated to off-site storage.

Specific space needs

Government Documents

Government Documents requires 200 DFS (7 shelves per section) for future growth over the next two years. Stacks can be constructed in Room 6 assuming that the existing partitions can be demolished. If the 200 DFS were arranged into ranges of eight DFS, 25 ranges would be required, which would cover a floor area of 3,000 sq. ft.

CAPSEA/CAPSA

We recommend that CAPSEA and CAPSA materials currently located in and around 5B be fumigated immediately and sent to HL for processing.

Gifts and Exchange

The current total known box count is 283 boxes. We recommend that G & E material be stored and processed in SL, fumigated or frozen, then sent to HL for final processing. G & E is anticipated to require 120 sq. ft. for short-term storage of unprocessed gifts.

Map Collection

The Map Collection has accepted a donation of 185 map cases from the Library of Congress. We anticipate that 85 map cases need to be stored in Los Angeles until the HL basement is reconstructed. The remaining 100 map cases may be arranged in 25 stacks of four cases each and distributed throughout Phase II. The total area required for map cases is 900 sq. ft. Maps returned from Belfor, those treated at HL, and new receipts should be retained in HL and stored in the 100 map cases to support the resumption of public services for Maps.

Gift maps may be stored with Gov Docs material in SL basement. An estimated 600 sq. ft. is needed for gift maps in boxes or tubes.

Library Facilities

Shelving currently stored in Rooms 6 and 13 may be used to construct shelving for Gov Docs in Room 6. Unneeded shelving parts may continue to be stored in Room 13.

Non-Library Departments

ITS Telecom currently has material stored in 6K, 6L, 6N, and possibly 6B. The SL custodians are currently using 6P for storage. The Office of General Counsel has a small quantity of items stored in 6G. If the partitions in room 6 were demolished, these items would need to be relocated.

Hawaii Music Collection

Currently the Hawaii Music Collection, 360 linear feet of phonorecords and related materials on 24 sections of shelving (5 shelves per section, commercial shelving) is housed in Room 109 at Sinclair and also has some materials in Room 16 in the basement and some material in small room behind Room 16.There are also 14 cartons of records temporarily stored in Phase 3, floor 6, to move to Sinclair (delayed by Flood). Room 109 is not presently appropriate either in terms of space or environment, although acceptable in comparison with the Sinclair basement. This valuable collection needs better housing and space for processing work.If the basement of Sinclair had proper environmental conditions, we could consolidate the Hawaii Music Collection there. Because this collection may be worked on/processed/inventoried with grant funds, it is not a good candidate for off site storage.

Requirements for Off-Site Storage

Asia Books

Before the flood, Asia books formerly stored at the Law Library were destined for the shelves now occupied by Government Documents. Therefore, they need to be located in an environmentally appropriate storage facility where they can be unboxed and placed on shelves for retrieval. Square footage required will be determined by the height of the stacks in off-site storage. If all single-faced sections (SFS) have 10 shelves per section, then it would require 145 SFS to hold 1450 shelves. If the SFS were arranged into ranges of eight double-faced sections (DFS), nine ranges would be required, which would cover a floor area of 1,080 square feet, assuming 3-foot aisles and a DFS width of 1'8".
So:
-10 shelves per section = 145 SFS = 9 ranges of 8 DFS = 1,080 sq. ft.
-8 shelves per section = 181 SFS = 11 ranges of 8 DFS = 1,296 sq. ft.
-7 shelves per section = 207 SFS = 13 ranges of 8 DFS = 1,536 sq. ft.

Off-site storage needs to have network access through laptop PCs so that processing work may take place. The Library may wish to include space for a small office with a telephone and office equipment such as a photocopier/scanner and fax machine to facilitate document delivery.

Alternative

An alternative to the above is to renovate the SL basement’s fire alarm and air conditioning systems so that the basement can be occupied by personnel and has environmentally appropriate conditions for collections.