10 guidelines for de relegation where materials are

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10. Guidelines for “de-relegation” (where materials are returned from storage to the open stacks) should be considered for material held in storage that proves to be requested frequently. D The Main Library Storage Facility The Main Library compact storage facility, situated behind the Circulation counter, currently houses less utilized material from the Main Library, Education Library, Fung Ping Shan Library, Music Library and Special Collections. Because of greater accessibility and convenience, the Main Library storage area is seen as the preferable option for the destination of relegated material. This area, however, is limited in its capacity and is smaller than the storage space available at Hing Wai. To compare, the following table compares (in metres) the existing capacity, occupancy and availability of the two facilities: Existing Occupancy of the Storage Facilities Facility Total Capacity Current Occupancy Available Shelving Main Library 8534 7657 877 Hing Wai 18676 8548 10128 This data reveals that the Main Library storage area is currently 90% occupied with only 877 metres of shelving still available, whereas the Hing Wai storage area is only 45% occupied with approximately 10,128 shelving metres available. In order to maximize use of the Main Library storage facility and to accommodate future growth, certain material should be relocated from this storage facility to Hing Wai. In order to determine which materials should be given priority to be stored in the Main Library storage facility, the following factors are to be considered: 1. Demonstrated and Projected Usage . Material that has demonstrated greater usage, as well as that which has the potential for higher usage should be retained in the Main Library storage area. For example, due to the Education Library’s size and its need to relegate more recent materials, usage data shows that those monographs relegated to the Main Library compact store have heavier usage than some of the other collections in this area. Main Library monographs previously relegated to the Main Library storage area had shown no circulation activity for the six years prior to their relegation. Relegation of these monographs first occurred in 1989. As usage is to be a major factor for storage in the Main Library storage area, a further analysis of these monographs’ circulation activity could well justify their further relegation to Hing Wai in order to make way for more recent material and for the material 3
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covered by the following factors. While it may be argued that all monographs (or journals for that matter) from a particular collection, e.g. Main Library, should be kept in one storage facility, this is neither physically possible nor good practice when attempting to provide ready access to material that is likely to have higher demand. Irrespective of their storage location, monographs can still be accessed via Dragon, making them at least virtually accessible. As usage must be the principal factor for storage in the Main Library, the most likely candidates for heavier usage
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  • Spring '13
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  • main library

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