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Engineering a Successful Relocation Requires Recognizing that Every Library Is Unique

By Maxine Erlwein

Librarians know – though collections can be similar – each library has unique and special needs. Your library mover must listen carefully to understand the scope of the work and any special requirements.

Office Movers, Inc. Library Services Division takes the guesswork and the “stress work” out of moving your collection. Whether it is an 8 thousand or 8 million volume collection, the same careful planning applies. When your library relocation is in the hands of library experts, you are free to focus on the excitement of your upcoming move.

Elements of the Whole
There are many variables in a successful relocation, and a company that expertly moves libraries will offer solutions and reduce your stress – they will deliver peace of mind. Be prepared, ask questions, and become an informed customer. When gearing up for relocation, be sure to consider the following:

Library Moving Qualifiers

• Does your library mover have a successful track record of relocating libraries and special collections?

• Has your library mover assigned at least one Library Project Manager for the duration of your relocation?

• Reducing the number of people involved in your relocation reduces stress, confusion, and competing vehicles, workers, and/or equipment in and around your library. With this in mind, can your library mover expertly disassemble and reassemble your existing shelving or install new shelving?

• Can the same library moving company disassemble and reassemble modular furniture units or other furniture items?

• Do the moving trucks need to be climate controlled and do the trucks have air-ride suspension to reduce the movement and jarring of your collection?

• Does your library moving company have the expertise to disconnect and reconnect your computers, printers, scanners, etc.? OMI has an ISO Certified Tech Services Division that routinely assists with library relocations.

• How will rare books, special collections, over-sized, or otherwise precious collections be handled? Require detailed and specific explanations from your library mover or library PM.

• Does your library mover have specialized equipment to handle the commonly narrow aisles in libraries? OMILS has collapsible, double-sided carts, as well as gondolas. Gondolas are narrow, open-topped and wheeled bins that “sail” right through the aisles and allow for double stacking in the trucks.

• Does your library mover offer HEPA sub-micron collection cleaning?

• Are there pre-move planning sessions included in your relocation plan?

• Can your collection mover also skillfully relocate the furniture and contents?

• Does your library mover offer solutions that reduce costs and down time?

Collection-Specific

• Have your library mover explain exactly how they will keep your collections in order; including recognizing and pulling aside any items that are improperly shelved.

• How much experience does your Library Project Manager have?

• Has she/he provided a mapped diagram that details the migration plan and numbering scheme?
  Will she/he measure, map, and tag your collections?

• Will your library mover recognize the signs of pest, vermin or insect infestation?

• Is your library mover able to recognize the beginning stages of mold in a collection?

• Do you need assistance with the design or creation of range cards for the shelved collection layout?

• Is the collection to be stored and if so, will the tags be placed onto the books? If the storage area is not humidity-controlled, or if the books are rare or special collections items, OMI Library Services uses a bookmark method rather than attaching tags directly to books.

• Will the books need to be cleaned before being relocated?

Facility-Specific

• Will your library be open at any time during your relocation?

• Discuss with your library mover the availability of the access doors, ramps, loading docks, and elevators in all facilities.

• Does your collection need to be accessed during the move?

Choose a Professional Mover You Can Trust

It seems like a lot because it is. A professional library moving company has the specialized equipment, the experience, and a detailed migration plan necessary for a successful relocation. OMI's reputation as the most trusted library moving source in the Mid-Atlantic is something we are tremendously proud of. Over the last four decades, we have worked hard to design methodical, systematic relocation processes, strive for 100% customer satisfaction, and maintain professional and carefully trained staff. Here is a sampling of some of our unusual library collection relocations:

For the Library of Congress, OMI Library Services managed a two-year project that involved moving their Recorded Sound and Moving Image Collections; collections that contain the earliest known sound recordings and motion pictures. A large portion of the historical film collection was nitrate-based and had to be carefully packaged and transported in climate-controlled vehicles. Besides the risk of relocating one of the nation's most precious collections, there was the possibility that the film could ignite at any time. We are happy to report that, after a two-year project, the 6.1 million-item LOC collection including lacquer discs, wax cylinders, both nitrate and celluloid film, unbound rare journals, and recorded tapes containing the national heritage of the American people was moved without a single spark.

The Library of Virginia needed to relocate several special collections including the Bill of Rights. The priceless historical value of the document created security concerns, so we performed a mock move at the front of the library with fanfare, trucks, personnel, and security while we quietly moved the real document out the back door. The LV move contained many precious historical archives and national treasures that had to be specially crated and handled.

How Fast Can it be Done?

The U.S. Patent and Trademark Office (USPTO) needed their library moved in less than one week. Approximately 180,000 volumes including a large integration of bound periodicals and 120 units of shelving for the Chem. Bio Library were relocated within 6 days. The shelving was dismantled, relocated and reassembled during this project. We were asked to provide a growth plan and include space for each collection. During our three-week project period, we also relocated the Public Search Library, the Design Library, Trademark Library and Solicitors Library; all housed within the USPTO.

Not to Name-Drop, But...

To mention a few more collections we’ve relocated:

The World Bank STIC Library/Legal Library/Archival Records, The Pentagon Army Library, The University of Maryland McKeldin Library, Venable LLP Baltimore Legal Library, National Institutes of Health, and The Peabody Institute.

Office Movers, Inc. Library Services Division Service Snapshot

• Development of your bid package

• No charge budget preparation

• Experienced, on-site Library Project Management

• Measuring, mapping, and tagging

• Customized shelf-fill ratio

• Integration, segregation, and/or merging of collections

• Internal shifting

• Sorting and shelving new collections

• Rare book and special collection “white glove” service

• HEPA sub-micron collection cleaning

• Climate-controlled, fireproof long- and short-term storage

• Management and stewardship for your off-site collections

• Bar-coded inventory of all stored items

• Installation of shelving and new furniture

• Relocation services for library and office furniture, A/V equipment, computers and printers, disconnection and connection of computers and printers, microfilm/microfiche and non-printed media, books, serials and documents.

• Range card preparation to assist with shelving collection layouts

Your collections are too precious to trust to just anyone. Don’t gamble; call Office Movers, Inc. Library Services Division – the company that loves your library as much as you do.

PHONE: 1-866-472-7356 FAX: 301-731-5635 MAIL: 6500 Kane Way
Elkridge, Maryland 21075 USA | www.omilibraryservices.com

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