Kansas State University Libraries has had a remote storage facility for
more than 15 years.  We are now starting work on the 3rd iteration of that
project, with a review of what is in storage now and what will be moved to
the newest location ( a shared facility with the University of Kansas.)

We originally chose books on criteria of when it was last used (last check
out date- we still had paper date stamp pages in the books 13 yrs ago when
this was done. We also sent "copies".   For serials, older runs of less
used titles were sent.

This time, we are looking at the 500,000 items in storage for things that
have been used more than 5 times in the 13 years they have been in
storage.  Those items will be returned to the main library.  We will be
looking at serial titles (in all locations) to get split runs put back
together then transfer all items older than 1990 to storage.  We are also
sending all our JSTOR titles to storage.  (I can give you more detailed
information if needed.)

Our ILS is Voyager. We have used separate MHLD's for all items in storage
and they can all be retrieved within 24 hours.  At the new facility, that
is more than 1 hour away, we will still be able to retrieve, but will have
a scanning/document delivery system in place so journal articles can be
scanned and sent electronically as soon as the request is received.

Our 852 for the main stacks look like this:
852 01 |b main |h call number
866 31 |a v.90(1990)-105 (2004)

Our 852 for the annex looks like this:
852 01 |b annex |h call number
866 31 |a v.1 (1900)-v.89 (1989)

OPAC for the Main location read as
Location:  Hale stacks
Bound holdings: v.90(1990)-105 (2004)

OPAC for the Annex Locations reads asLocation: Request at Circulation for retrieval from Annex
Bound holdings: v .1 (1900)-v.89 (1989)

Of course as we move things to the new location the location "instructions"
 may need to be tweaked or the form used for the request may be tweaked to
offer the electronic format whenever possible.

Please feel free to contact me if I can answer any other questions.

Mary E. Bailey
Serials Manager
509 Hale
Kansas State University Libraries
Manhattan, KS 66506-1200

Voice:  (785) 532-0678
Fax:  (785) 532-7644
e-mail:  redhead@ksu.edu

>>> Rhonda.Altonen@UCHSC.EDU 10/6/2005 9:45 AM >>>

    We are currently keeping our older journals and books in an
off-site storage facility, they are still available for circulation, and
it just takes a few days for us to retrieve them. Some questions have
come up, and I would like to get the input from the "compendium of all
human knowledge".

1.    How many of you are currently using an off-site storage facility
for back issues of journals or books?
2.    What are some of the criteria you use to decide an item or items
is moved there?
3.    Do you reflect the move in your holdings?
4.    Are you using split holdings?
5.    Are you utilizing the 852 field in any way?
6.    Any other comments/advice would be helpful.

Thank you,
Rhonda

Rhonda L. Altonen
Denison Memorial Library
4200 East 9th Avenue
Box A003
Denver, CO 80262-0003

OCLC: COU
Courier Code: UCHSC, Denver
P: 303-315-5536

"I would be most content if my children grew up to be the kind of people
who think decorating consists mostly of building enough bookshelves."
Anna Quindlen
Disclaimer: Opinions expressed are those of the sender alone and do not
reflect the position of the University of Colorado.