WRLC Offsite Storage Planning Guide

What types of materials can be stored?

The WRLC offsite storage facility is designed for books or nonprint media which can be stored in trays or boxes. Most library, archival, and media formats will fit into the trays designed for the facility's shelving system. Standard archival boxes (10.25"H x 12.5"W x 15.5" D) may be used for storing documents.

Materials should be clean and free of loose dust and dirt, to avoid bringing contaminants into the storage facility. Items should be transferred to WRLC in boxes. Staff at WRLC will sort the materials by size to fit into the standardized trays (provided by WRLC) which are used at the storage facility. WRLC is not equipped to store palletized shipments.

While WRLC's facility maintains a controlled environment and a card-access security system, it is not intended for storage of extremely rare or valuable items. WRLC does not separately insure stored items unless special arrangements are made. The owning library should make sure that its existing insurance policies cover materials stored offsite.

How much description should be recorded?

For library materials, there must be a bibliographic record in ALADIN, which serves as the inventory control system for these items. WRLC will add the storage location to the existing ALADIN record during accessioning. The ALADIN Database Standards Policy defines the required amount of cataloging information for various kinds of ALADIN records.

For nonlibrary materials, the level of description may vary and will be determined in consultation between WRLC and the owner of the material. This will particularly be the case when the unit of retrieval is a box of materials rather than an individual item. In such cases the department may retain detailed information concerning the contents of each box, while the WRLC inventory control system may only record box numbers and their locations. The cost of accessioning will be affected by the amount of descriptive detail which needs to be recorded in the WRLC system.

How much can be transferred to storage, and when?

WRLC will work with the owning library to determine the optimum schedule of shipments and processing at WRLC. The schedule depends on the owning library's priorities and ability to prepare material for storage and on WRLC's existing processing commitments. Since WRLC uses primarily contract staff to process storage items, and the owning library pays for the processing, WRLC can increase staffing when feasible and necessary to process very large quantities.

WRLC's processing facility is designed to handle a steady throughput of items from the unloading area to the storage shelves. While WRLC can accept large bulk shipments on occasion, smaller periodic shipments are preferred. The owning library pays for shipment. If the library chooses to use its own carrier, inside delivery must be specified.

Home Comments Updated 9/13/2000