Remote Shelving Services · 115
University of Florida
09/22/2006 04:29 PM Revised Storage Policy
Page 1 of 3 http://web.uflib.ufl.edu/pers/develop/Rev_Storage_Policy.html
Storage Collections Policy
The Smathers Libraries has maintained a separate storage collection since 1997.
The primary purpose of this collection is to augment active shelving space in
campus libraries. Materials located in storage are publications not frequently
accessed by library users, including inactive serial titles, older portions of active
serial titles, or monographs. Collection Managers develop the criteria for placing
items in storage, but coordinate any transfers with the Chair or Assistant Chair of
Access Services. Once items have been transferred, Access Services is responsible
for the maintenance, retrieval, and transfer of the material.
1. Responsibility for Storage Management
a. Collection Managers are responsible for determining which
materials within their assigned collections are most appropriately
located on the open shelves in the libraries and which should be
placed in storage. These decisions must take into consideration the
realities of available space and recognize the resources required to
make the appropriate record changes.
b. The Access Services Department is responsible for organizing,
managing, and providing access to the storage collections, regardless
of which library originally housed the item. It is also responsible for
monitoring collection growth and use, alerting Collection Management
staff when additional materials must be selected for storage, and
requesting a decision on whether a frequently used serial title should
be returned to the active collection.
2. Information about Items Housed in Storage
a. When materials are placed in storage, the public catalog is altered to
reflect the new location. If an item to be placed in storage does not
have a catalog record, the item should be cataloged prior to being
transferred to storage. Items of this nature will be a high priority for
the Cataloging and Metadata Department.
3. Organization of Storage
a. Currently, items located in storage are organized by call number.
With few exceptions, items sent to storage indicate a collection code
of "General", regardless of format. However, there do remain a limited
number of collections within storage that are housed in separate areas
within the facility with distinctive collection codes.
4. Access to Storage Materials