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Architecture Library Staff Group

Prelaunch Library Projects
12 May 2004

Current Projects

  1. Purchase duplicate architecture titles required by Planning
    Project Manager: Margaret Aquan-Yuen (May 10)

    • On March 16 FES provided the Library with access to $12,000 for purchasing duplicates
    • Margaret has submitted 95 titles (59 reserve titles and 36 regular stack titles) to Acquisitions. Of these titles, 84 are currently located in UMD and 10 in Porter and 1 in Davis .
    • When duplicate titles arrive, for those titles which are currently located in UMD, a note will be sent to Cataloguing (Betty) to change the original location from UMD to Porter. (Titles which are temporarily located in UMD Reserves, will retain the UMD Reserves temporary location, but the permanent location will be changed to Porter). Betty will make the location changes in August.
    • As of May 10 th about half of the titles were received (44 received; 45 outstanding).
    • Margaret has ordered five dup periodical titles; for two of these, the current issues have now been received and located in Porter, 3 rd floor
    • A list of duplicate titles which have been ordered by Acquisitions has been given to Michele, so that the original titles paid for by Architecture will be tagged to remain on the Waterloo campus. (Note: changes of title list will be adjusted as titles are unavailable or as more titles are ordered to the fluctuating available funds)
    • In January Betty created two online locations for these duplicates
    • LAU has set up an external reporting fund, Fund: Faculty of Environmental Studies, Ledger: UW Duplicate Architecture Books 2003/04
    • Cost estimate: $12,000 (year 1)

  2. Insert electronic security strips into Porter books and periodicals
    Project Manager: Mark Spencer, reporting to Sharon Lamont (May 11)

    • Mark Spencer , although he has transferred to Cataloguing, is still managing the stripping project and reporting on a regular basis to Sharon and Melanie Watkins
    • Slowdown (temporary) because of Mark’s transfer, closure of Davis , and intersession
    • Completed regular books in Porter: AS-DG223, NA1-8999, NB-NK2195, SB, TH
    • Completed periodicals in Porter: NA, SB, TH
    • Also completed: Porter oversize, Porter controlled access, Porter reference
    • Items in UMD are already stripped; for Annex items, see project 11
    • List of to-do’s: problem book (smaller volumes), items signed out
    • Cost estimate: $9,000

  3. Catalogue Architecture’s BArch papers (COMPLETED)
    Project Manager: Bethlyn Peters, reporting to Betty Graf (May 11)

  4. Prepare materials (including Dendy coll’n) in Special Collections for relocation
    Project Managers: Ruth Lamb and Susan Bellingham (May 5)

    • Preparations are on schedule in accordance with draft schedule (Nov 2003)
    • Book dummies completed.
    • Cataloguing of Dendy collection completed.
    • Major corrections to some bibliographic records; currently working on Dendy records catalogued before 2003.
    • All item and holdings records for serials designated for relocation to Cambridge have been changed to the new location as of 1 March.
    • Using Pick and Scan, Ruth successfully changed location in item and holdings records for all rare books to be transferred to Cambridge .
    • Cataloguing Dept will LC classify and spine-label items for Cambridge reference collection; Michele has reviewed this material; it is in Cataloguing ready to be catalogued.
    • Cost estimate: $800 (book dummies material)

  5. Process special materials in Porter and UMD for relocation
    Project Managers: Ruth Lamb and Susan Bellingham (May 5)

    • Preparations are on schedule
    • Michele has pulled most of the Porter items and they are now in Special Collections. Most have been transferred to the Cambridge location. Ruth has created a list of titles that do not have Architecture as the fund and has distributed it to Michele, Susan, Margaret and Richard for review. All items that have been sent to Special Collections have been processed for the Cambridge location .
    • Gail Sperling produced new call number flags for items to be transferred to Cambridge . Gail Henry will prepare these for insertion into the items and will match and insert them.
    • Michele will pull material from UMD and send to Special Collections for processing during winter term : some titles have been sent to Special Collections and transferred to the Cambridge location as of 3 March
    • Cost estimate: $0

  6. Appraise rare and special materials being relocated
    Project Managers: Ruth Lamb and Susan Bellingham (May 12)

    • Appraisal required by our insurer, according to David Peters
    • Insurer requires total value of items plus a shelf list; shelf list can be run as a COGNOS report.
    • Ruth will run this report and provide list to the appraiser
    • Best time for appraisal is late spring or during summer
    • Susan will arrange the appraisal, possibly with Hugh Anson-Cartright
    • Cost estimate: $1,000-$2,000

  7. Identify architecture titles in Porter/UMD/Annex for relocation
    Project Manager: Michele Laing (May 10)

    • With input from ISR Librarians in Porter and Davis Libraries, Michele has been able to compile reasonably accurate counts of books from various locations for relocation to the Cambridge Library (17,904 book volumes) .
    • Michele has reviewed the list of Annex titles; several dozen damaged items are being repaired and some titles are being discarded
    • Betty has been given a list of the Annex books to pull and make ready for transfer.
    • Cost estimate: $0

  8. Change locations for books, serials, & theses in Porter and UMD
    Project Manager: Betty Graf (see also project 11); work suspended until “project” lists are available (May 12)

    • Project involves doing location changes and spine labelling
    • Sharon wrote position descriptions for the work to be done by User Services, based on Betty’s co-op posting
    • During spring term, Gerald Underhill locates material in the stacks by call number, scan each item to be transferred in order to create a file, indicate on list if there are other copies/volumes that are NOT being moved to Cambridge, indicate on list if a new spine label is required or just a location label, and type spine label; this work is monitored by Ingrid Pinos
    • Delay changing online location until time of move
    • Gerald Underhill attaches new spine labels once library materials are on-shelf in Cambridge (timing of this depends on workflow)
    • Random sampling to ensure that location changes are correct
    • Cost estimate: spine label material (cost unknown)

  9. Pull library materials from shelves in Porter & UMD, and pack
    Project Managers: Eric Boyd and Sharon Lamont

    • Library staff pull items from shelves
    • Library staff /movers pack or box books for move in late August or early September
    • Library hires a mover (e.g., Metro Toronto Movers, Campbell) or Central Stores
    • Cost estimate: ca $10,000 (moving company)

  10. Pull library materials from shelves in Special Collections, and pack
    Project Managers: Ruth Lamb and Susan Bellingham

    • Preparations are in accordance with draft schedule (Nov 2003)
    • Gail Henry pulls Cambridge library materials from DLRBR shelves as dummies are prepared to replace them
    • Gail shelves these items separately in DLRBR, in call number order
    • Movers will pack these materials; Susan prefers to hire Campbell Movers
    • Cost estimate: see under project 9

  11. Implement Annex project
    Project Manager: Betty Graf (May 11)

    • All UW-owned architecture titles in Annex will be transferred
    • Michele identifies architecture titles in Annex for relocation (see project 7); there are approximately 3,000-4,000 such items in the Annex, according to a report prepared in January by Ann Naese
    • Architecture theses in the Annex are being pulled and shelved separately in the Annex along with new theses (project 3)
    • Gerald is changing spine labels on theses; locations are changed using Pick and Scan; theses will not be security stripped
    • Other architecture titles in Annex are being pulled and shelved separately by future location in call number order
    • Gerald is changing the spine labels and inserting sensitized security strips
    • Gerald scans these items to create a file for each future architecture location (books, periodicals, etc). Locations will be changed using Pick and Scan at the appropriate time.
    • Gerald Underhill is recording the Annex code and size of material so that Annex staff can backfill for items pulled
    • Anticipated completion date for Annex processing is June
    • Annex staff/Library staff/movers pack Annex items
    • Library hires a mover (e.g., Metro Toronto Movers, Campbell) or Central Stores
    • Cost estimate: see under project 9

  12. Unpack and reshelve library materials in Cambridge
    Project Managers (rare/special): Ruth Lamb and Susan Bellingham
    Project Manager (regular material): Michele Laing

    • For DLRBR materials, Special Collections staff oversee the unpacking and assist in shelving
    • For other materials, other Library staff do the unpacking and shelving
    • Security strips in Porter items will be sensitized during unpacking
    • Cost estimate:

  13. Complete the documentation for incorporating New TRELLIS participants into the TRELLIS Lib’y System (COMPLETED)
    Project Manager: Richard Pinnell     (May 4)

  14. Create Architecture Library webpages
    Project Manager: Michele Laing     (May 12)

    • Amy Townsend creates web pages during spring term under Michele’s direction
    • Michele and Amy will meet to discuss the project the week of May 17
    • Cost estimate: $0

  15. Develop Branch computing plan in collaboration with MAD
    Project Manager: Richard Pinnell (May 12)

    • Prof Brent Hall announced in late January that there will be no documented computing plan developed by MAD/IST
    • Linda, Carl Nagel , Richard, and Michele met on 29 January to discuss system requirements for the Branch in Cambridge ; a final draft of their report was submitted to Mark Haslett on 5 February
    • There was further discussion by Carl, Linda and Michele on 13 Feb to discuss issues raised by Brent Hall’s response
    • Richard met with Geoff McBoyle and Rick Haldenby on 12 March to respond to questions about the meaning of “day to day computing support”
    • Richard and Linda met briefly with Rick Haldenby on 2 April to try to reach agreement on systems-related issues; e.g., computing environment ( FES vs Library), software updates, public printing, network authentication, ongoing communication with MAD; made little progress because of ongoing negotiations between Architecture and Engineering
    • Rick will notify Richard and Linda when systems-support discussions can be continued
    • Cost estimate: $0

Completed Projects

Rebind damaged/worn architecture books and periodicals in Porter
Project Manager: Ann Naese, reporting to Sharon Lamont

Catalogue Architecture’s BArch papers
Project Manager: Bethlyn Peters, reporting to Betty Graf (May 11)

Complete the documentation for incorporating New TRELLIS participants into the TRELLIS Lib’y System
Project Manager: Richard Pinnell (May 4)

Back to Documents

Architecture Task Group
rhpinnel@uwaterloo.ca
July 29, 2005