Each campus will approach shifting the stacks differently due to size and other configuration aspects. Library Specialists should work with their librarians to come up with a plan for when and how the shifting will be done. The key to a smooth shift is communication between all the people working on the project. Shifting is not just scooting some books around haphazardly, but rather a well thought out process that utilizes the library space efficiently.
The HACC library follows a 3-4 year cycle for whole collection weeding, shifting, and taking inventory. There may be times where a smaller portion of the collection needs attention in the interim. Work with your librarians to determine when smaller shifts need to occur.
A shift can move either forward through the collection (A to Z) or backwards through the collection (Z to A). The area where a shift starts should have as much free space as possible. When planned shifts are finished there is usually a small amount of free space left over either at the beginning or end of your collection. That area is the best place to start the next shift.
It is important to go into shifting with a plan. You will need to calculate your growth space and your current book space before you start moving books. Discuss what your team has found to be the best method on your campus.
There are many ways to calculate a shift change. Listed below is one way to calculate your book numbers and your shelf growth numbers. So grab your calculator, a pencil, paper and a tape measure. (note: if you are leaving any shelves empty do not count them in your number of shelves)
count the number of shelves (pretend 150)
measure the shelf length in inches (pretend 35 inches)
measure the total space used by all the books on the shelves in inches (pretend 3,400 inches total)
Find your growth space in inches: shelf space minus book space=growth space in inches
150x35=5,250 shelf space
5,250-3,400=1,850 growth space
Break the growth space down per shelf by taking 1,850 inches and divide it by 150 shelves =12.3 inches
Now you can put 22.7 inches of books per shelf or leave 12.3 inches of space open (realistically 23 and 12)
Determine how many books are in your collection (be sure this number is only what is in the section being shifted, things like leisure and new books might not be a part of the main stacks)
Divide the number of books by the number of shelves you will be using - this will determine the number of books per shelf
As you go, you will need to adjust the number of books based on the size of the books you are shelving since some areas are more prone to have large books than others.
This method is less precise and can lead to having to shuffle items to make the occupied shelf space equal.
Collection shifts are typically performed by teams of two to three people. You will need to determine who will be working on the project and figure out a schedule. If you have people working on it at different times, decide your strategy for communicating progress before you start.
Prior to beginning the shift it is useful to do shelf reading so changes are not needed later. You will also want to shelf read after doing sections to be sure nothing got out of order in the move.
It is best if you have everything you will need prepared ahead of time in order to not miss any steps. Shifting is also good opportunity to do a deep clean of your stacks.
Suggested materials
Two carts for loading and unloading materials
Shelf hooks and/or book ends
Wooden/cardboard spacers or painters tape to mark the area of the shelf that should remain empty
A notepad to record call numbers for new stack guides
A measuring tape
Possible cleaning materials (will vary depending on how deep of a cleaning is needed)
Vacuum to remove dust from books, shelves, book ends (dust cloth or Swiffer is fine if dust is minimal)
Cleaning spray and cloth for shelves
Goo Gone
Step stool and/or extended reach Swiffer to reach on top of shelves to dust (tip: do this FIRST)
If you are shifting a large number of books use the book carts. This will save your back. Books on the cart should remain in call number order. If you are shifting forward, the books should be loaded from left to right on the top shelf of the cart. If you are shifting backward, the books should be loaded from right to left on the top shelf of the cart. Always load the row closest to you first and the one further from you second. Following this pattern will ensure that the person unloading will always be able to remove the books from the truck in the correct order.
Clean top of stacks (if you are deep cleaning)
Remove books as noted in cart usage. Clean the books as you remove them.
Clean the shelf and book ends
Measure out the growth space you are leaving empty and mark it with either a spacer or painter's tape, you will fill the shelf up to this point. (Skip if using a number of books per shelf.)
Load books back onto shelves using your planned method of either measured space or counting the number of books and adjusting
Note any books that are in need or repair or relabeling (do not pull them at this time or it will throw your shift off)
It can be helpful to divide and conquer, for instance: one person unloads shelves and cleans them while the other cleans the books and reloads them onto shelves. This will vary based on your team and schedule. Communication is key.
When the shelf is finished remove the spacers/tape or use another agreed upon way to mark the shelf as complete
Repeat and repeat.
Shelf-read to be sure no accidents occurred
Use the note pad to record the first and last call number of each completed range as well as the range number if yours are numbered. A range is all the shelves on one side of the stack. This information will be used to create new stack guides for these ranges and update the range guide spreadsheet for that collection (if you have one). You can do this during or after the completion of the collection shift. We prefer to do this at the end in case adjustments are needed.
Create the new stack guides and update any spreadsheets/lists. Be sure to make new guides for both ends.
Celebrate being finished with a monumental task!