Preparing Items for the LSF [staff] Frequently Asked Questions and Answers Regarding Sending Materials to the Library Shelving Facility (LSF) The following questions and answers are ones that are often posed by library units preparing to send materials to the LSF. These questions and answers are posted here in order to keep the staff up to date on decisions affecting the transfer of materials to LSF and to encourage additional discussion and questions about the use of the facility. QUESTION (1): Selectors, in consultation with their constituencies, have considered many intellectual approaches to identifying materials for the LSF. Should they take any other factors into account? ANSWER: Other factors that inform selection decisions include preservation and security concerns as well as size and media of the materials. QUESTION (2): Why is size a factor? Are there limits to what may be shelved at LSF? ANSWER: The LSF does have some limits since shelves are 36" deep and 53" wide. The shelves are adjustable, so height should not be a problem. There are some places too where the absence of bracing will allow through shelving through two ladders or sections to achieve a depth of 72". Most materials will be placed in trays and then shelved. Special collection materials that are currently boxed may be sent to the LSF. Like books, these boxes will also be placed in trays and then shelved. All materials sent to the LSF should be placed in containers to ensure protection during transit, shelving, and subsequent retrieval and return. Materials in containers will be further protected through the use of totes during transport; see question 6 below. Records center boxes or those measuring 13" x 15" or more may be placed directly on shelves and will not go into trays. Large folio volumes may also be placed directly on the shelves. Generally these boxes and large folio volumes may not need to go into totes for transport to and from the LSF. QUESTION (3): How will oversize materials, such as maps and drawings, be handled at the LSF? ANSWER: The LSF will have a number of flat drawers which can accommodate materials measuring 35" x 50". It is expected that sending units would use folders to control items for shelving in the drawers. It is probable that cardboard bully boxes will be used for transporting folders to and from the LSF. As is the case for all LSF materials, an appropriate Orbis record must be in place before transfers are made. QUESTION (4): Many library units have microform, audio, and video materials. Are these candidates for the LSF? ANSWER: The LSF is an ideal location for these types of materials especially if they meet the criteria of low use; they can benefit from the ideal environmental conditions and from being shelved in a different location in order to ensure the ability of producing a replacement should the use copy suffer damage or be lost. In addition, master use copies of these types of materials may also be considered as candidates for the facility. These materials will not be shelved in cabinets. They will be placed in trays on the shelves of the LSF. Remember, materials shelved in the LSF, regardless of format, must have an appropriate Orbis record. QUESTION (5): In addition to the security issues surrounding master copies what other security issues should be considered? ANSWER: Materials currently shelved in open stacks are subject to theft and mutilation. Especially valuable or vulnerable items might be selected for shelving at LSF to remove them from this situation and to ensure that use will always be recorded. QUESTION (6): How will selected materials be sent to the LSF? ANSWER: Given the absence of ideal loading docks and elevators at most sending units it seems that the best solution is the use of totes. These totes will be strong, have covers to protect materials, and nest when not in use. Efforts are underway to secure samples and test them for the conditions most likely to occur. Consideration has been given to the size of the tote to avoid situations where weight would be a negative factor for the staff using them. The totes will be transported to the LSF in a vehicle that is designed to secure them so that no damage will occur. LSF HOME PAGE © 2000 Yale University Library Last modified: 6 April 2001 Comments: danuta.nitecki@yale.edu This file is located at http://www.library.yale.edu/lsf/staff.html