HIT: Suggestions for Moving Books (1)

[SSiemoens <SSiemoens@AOL.COM>]

I am soon going to be into moving all the books and computers from my library
for summer renovations and I asked for suggestions on how to do this. I
received so many responses that I will have to post the results over a period
of several days.
Here's posting number one:

Hi, I have supervised the packing and moving of over a hundred libraries
because our district passed a 400 million dollar renovation bond.
1. Make a map of where everything is now.  3x5 cards with what is on each
shelf are very helpful.  When you unpack, they can be put on the shelf and you
will know exactly what was on the shelf.  If you decide to change the location
of things (this is a good time to rearrange things that have bothered you),
they will help you to visualize how the changes will work.
2. Boxes - These should be large enough so that your books can be placed in
them with the spines up so when you look into the box it looks like a shelf.
Packing them with the spines up will facilitate the unpacking.  Don't get
boxes that are so big that they are impossible to move or handle easily. MARK
DEWEY RANGE ON ALL FOUR SIDES AND THE TOP OF EACH BOX.  This is important if
you don't want to move each box to find out what is in it.  It is also a good
idea to get boxes of the same size if you can, as these will store
efficiently.
3.  6-8 workers is desirable.  Too many will confuse the project.  It helps to
work in pairs.  Start one pair on fiction, one pair on nonfiction, another
pair on special collections like reference or biographies.  Pack your own
office.  It's a wonderful time to pitch all those oddments you have been
collecting.  Don't just label these boxes "office."  When you move back in
there will be items that you will need right away and others that can wait to
be unpacked.  Give yourself some clue as to what is in those office boxes.
4.  Have your boxes ready to go?  If you get them flat, have someone tape them
together the day before you pack.  We use our library clerks to do the
packing.  A library of 12,000 - 15,000 books will take a day to do.
5.  Make the job fun!  Provide food and drinks for your workers.  It can be a
positive experience for all involved.
------------------------------------------

I am going through the same thing right now.  My IMC will be remodeled this
summer and I must pack up everything.  My principal is asking all teachers to
"adopt-a-computer" for the summer -- so they don't walk away and so teachers
can brush up on their skills.  (There will be so many people in and out this
summer, that they won't know if someone strays in to clean out the place)
Also, I am weeding madly at present - I figure there's no point in packing up
books that are outdated, falling apart, never used, etc.,
---------------------------------
I moved two libraries during the course of my career.  One was splitting up a
Jr.-SR. High (the Sr. High librarian and myself, marked the shelf list during
the first half of the year and then at Christmas.  I stayed at the old
building, took things off the shelf in order, boxed them, marked the fiction
boxes in order by letters, the nonfiction by number.  A crew carried them down
to a flatbed trailer in order and he received them in order at the Sr. High
and put them in order on the shelves.  It worked slick!
I also had to move my elementary library here in Faribault when we did
asbestos removal.  I again boxed the books:  Fiction by letter with blue
markers.  Picture books with red, and non-fiction by number.  Storing
complicates the order somewhat but it works to lay them out in front of the
shelves if labeled on both sides.  I found boxes from the liquor store a good
size for handling.  Good luck. Have fun!
-------------------------------------
I have found the easiest is to have 1 box/shelf. Number your boxes 1 - ? and
number your shelves 1 - ?. Put shelf # 1 in box #1.  Unpack by putting box #1
on shelf #1.
-------------------------------------

Hi, Sally, just read your post on LM Net- yes, I've had the rare "pleasure" of
moving a library not once but twice! (I've never dismantled a computer lab
however!)  First off, be sure that your principal and stafff know what a big
job this is and sit down with him/her and set up a written plan with "due"
dates (a timeline) well in advance of the date you hope to start - be sure
that you allow yourself plenty of time and try to get responsible type help
(volunteers of friends,etc) - don't feel that you have to do this at the very
end of school, it's too involved- be sure to do lots of discarding, start that
right now - if you can begin this moving process before the end of school it's
much betteer, consider closing the library down early (I know this isn't a
popular idea, but it's necessary) and letting the kids check out paperbacks
only for a time,you'll need to get all the overdues back early so that you can
shelf and clear your records, plus, the shelves need to be in perfect order-
this makes packing easier- I closed off certain sections after we "read" them
by putting large sheets of butcher paper over the tidied up bookcases and the
kids really were very good about staying out of those areas - also, do get
lots of boxes, ones that are not too big, because books are heavy.  (Even if
others will move the boxes for you at some point you'll be lifting them, I'm
not sure why, but I remember doing so!!)  One of the hardest jobs I had with
the last move was that I ran out of boxes and my principal didn't want to buy
the neat kind from the moving company (too expensive). I was literally running
through our small town begging for boxes and it wasted a lot of time!  Plus
the grocery store would cut off the tops and you need boxes that close.  Try
to get the kind that reams of printer or xerox paper comes in - they're a
perfect size.  Once you start filling boxes stay in order and label both the
inside and the outside of the box.  After the work in done have the boxes
moved back in to the library and place under the right sections.

The packing job itself isn't nearly as time consuming as is the organizing for
the move.  I was very up front with the teachers and asked for their patience
and understanding.  I promised them an ice cream party and open house after we
were in our new facility, so you might consider a "bribe" of sorts!  Be sure
that your principal understands all of what's involved, you might need to tour
the library with him/her going through all of the steps. (also remember that
you'll be doing this at the same time that you'll be involved with the regular
end of the year tasks, such as ordering for Sept., dealing with lost books,
billing, audio-visual repairs, etc.)

Both of my moves involved k-5 schools with collections of around 8,000 or
9,000 books.  Check with the person responsible for the roof project and see
if you can't cover some areas with heavy plastic sheeting.

Sally Siemoens, Media Specialist
Lanigan Elem
Fulton,NY
SSiemoens@aol.com

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