Square Pegs, Round Holes: Making high-density offsite storage a solution to archival space constraints

Abstract

For collection managers of special collections materials, Severn Library’s high density offsite storage presents solutions to archival space constraints, as well as unique challenges. Chief among these is the quandary of integrating what can be inherently non-standard material into storage designed to be highly standardized. Together, Severn Library and Hornbake Library personnel adapted our collection management processes around the constraints of a facility intended to house broader general collections. These adapted strategies can be of use to librarians considering offsite storage for mixed materials while also confronting challenges of space and place. This poster presentation illustrates how our libraries established collections housing standards, drafted selection guidance to identify materials for offsite storage, and created a project management workflow to facilitate shared understanding of processes and efficient transfer of materials. Among other processes, the workflow addresses identifying and engaging project partners, creating a project plan, facilitating transfer logistics, and tracking materials over the lifecycle of a transfer project. The poster also covers use of project management tools and collections management systems, as well as interpersonal considerations, including communication and interlibrary collaboration.