Maureen WadeHead of Library Services LSE

15 December 2008

Moving LSE Library – twice!

LSE Library redevelopment

• 1916 building (headquarters of WH Smith) • 1978 LSE purchased for Library • 1994 Feasibility study by Foster & Partners• Fund-raising from government bodies and

individual donors• June 1998 project manager & architects

appointed • April 1999 LSE agreed to proceed

Aims of redevelopment

• Provide modern research and learning environment with enhanced IT

• Re-design circulation around the building

• Provide expansion space for Library materials

• Improve storage and environmental conditions

Building features

• Library and Research Lab covering 20,000 sq m

• New-build 5th floor plus 8% increase in floor area

• Central atrium with spiral stepped ramp and two glass lifts

• Glazed north-facing dome

Building features

• Double-height lower ground floor space

• Computer-controlled natural ventilation using central atrium

• Presence-detection lighting• Staff offices stacked vertically with

goods lift and loading bay

Services and facilities

• 1600 study places, including 490 IT spaces and 220 laptop points

• Service points on three floors• IT Training rooms & group study rooms• Course Collection for LSE students• 50 kilometre of shelving

Four projects in one

• Planning the redevelopment• Moving out – the ‘decant’• Operating in temporary buildings for 18

months• Moving back

Moving out

• Work-around or decant option• Search for temporary premises• ‘The Library is closing’ – rumour

spreads• Persuading the academic community

The Library must not close!

• Academics & students wanted access to library throughout

• British Library building found 8 mins away for services & 70% of stock

• Store in South London for 30% of stock• Small on-campus service for disabled

users

Maintaining services• During move out a fetch service operated

for all stock• During building works twice-daily fetch

service for 30% of stock in off-site store• Library opening hours maintained

throughout• Both buildings open to users during move

back

Planning the book moves

• Full-time member of staff to carry out planning

• Measuring of all collections• Master spreadsheet with:

• Current location & new location• Size• Date of move• Note of special features

Finding a removal firm

• Recent British Library move meant many firms had book move experience

• British Library colleagues were generous with valuable advice

• Detailed specification : daily targets and finish date; special requirements for archives/rare books; insurance; staff behaviour; penalty clauses

The book moves

• Moving 4 million items is not easy…• Each book move took 14 weeks• Target of 700 linear metres per day for

main stock; 300 for archives /rare books• Time pressures• Two shifts of removal teams 6am to 10pm• Shifts of library staff to supervise moves

Chronology

• June-Sept 1999 book move out• Sept 1999–May 2001 - in temporary building• Jan-Feb 2001 stock moved back from store• March – May 2001 remaining stock moved • March 2001 new building opened• March – May 2001 Library open in both

buildings

Communication with library users

• Communication plan throughout the redevelopment

• Reassurance that access to books and services would be maintained

• Information for specific groups eg Masters students; summer schools

• Detailed information on availability of stock during book moves

Book move database

• Web interface linked to master database for book moves

• Database updated daily• Location for each collection:

• Old location• In transit (unavailable for max 3 days)• New location

Lessons learned

• Planning, planning, planning!• Start planning early; eg measuring stock• Allocate extra staff resources to book move

planning and supervision• Communicate, communicate, communicate!• Users can put up with a lot if they know

what’s happening….

Questions?