Taking a proactive approach to planning and storage is of course the most advisable option where possible. Archives and libraries tend to adopt a more proactive approach than museums, galleries and heritage collections. However, this is not to say creating the ideal storage solution is easy.
In a study entitled “Optimising Storage and Access in UK Research Libraries” conducted by CHEMS Consulting in September 2005 it stated that storage in research libraries continues to remain under pressure for a number of reasons. In fact, it seems that despite the growing number of electronic journals, the growth of print collections continues at a similar rate, this is further hampered by the fact that prevailing academic attitudes are averse to the disposal of paper copies.
Because research libraries, in particular, are used so frequently the allocation of space is becoming more and more topical. Planning tends to focus on student and public friendly layouts in order to provide a more user friendly experience. Unfortunately, as a consequence extra storage space comes low in funding priorities.
The result is that many research libraries are now beginning to consider the use of collabor
ative storage for journals that are rarely used. In fact, this is something that is also beginning to be adopted by museums, galleries and heritage collections
Collaboration is increasingly becoming a more viable option, not only because it frees up space in institutions themselves, but also because of the cost savings that may be realised as a result. Of course it is not entirely straightforward as criterion such as access, preservation and security still apply. However, providing the right storage solution is specified, designed and installed along with the appropriate environmental controls, collaboration becomes a very attractive option.
Planning for growth and collection management is essential when it comes to the ongoing storage and preservation of your collection. Best practice management guidelines encourage those responsible for collections to forecast growth and accommodate new objects and items accordingly.
Fundamentally, the same rules apply as they do for overcrowding; however, these are applied proactively rather than reactively:
- Audits should be conducted on a regular basis to ensure that your collection is catalogued and stored in appropriate categories that take into account object/item type and size.
- Collection growth should also be carefully monitored and documented each year so that your store is capable of coping with the expansion of your collection.
- Long term collection growth should be carefully monitored as this also gives you the scope to consider collaboration with other institutions or the potential to apply for a grant to create a new storage facility in plenty of time.
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