Why is inventory management important during a library move? Without it, you risk losing track of valuable books and archives. And then spend ages trying to figure out where to place everything once you arrive at the new spot.
However, a library relocation inventory management system streamlines your move, saves time, and protects collection accuracy along the way. This guide offers a step-by-step approach, from the planning stages through to tips for unpacking at your new site.
Pre-move: Library relocation planning and collection assessment
Before you begin any assessments and before you pack a single box, first train staff for library move inventory tasks on your library moving inventory checklist. Then, you can move forward confidently with the library move inventory process. Well ahead of moving day, conduct a thorough collection assessment followed by shelving mapping for the library move.
How do you create a library collection inventory before relocation?
Categorize library items for relocation by size, fragility, and value. Creating an overview of your belongings, such as an inventory database, spreadsheets, or specialized software, helps you track them accurately during the move.
What is a shelf map, and why is it important?
This detailed diagram with numbered shelves guides collection mapping. It helps you place items back exactly where they belong after the move. However, remember to factor in space planning so your collections can fit properly in your new space.
How can I maintain inventory control during a multi-phase library relocation?
Hire an experienced, professional moving company well-equipped for library relocations. Prepare to share your inventory documentation and specific handling instructions with your movers. Also, set up temporary storage during the library move if your new location will not be fully ready before you need to exit your present site.
During the move: The best practices for inventory control
Once you’ve taken a detailed inventory, it’s time to pack everything up and send it on its way. However, you may be asking the following questions about your library relocation logistics.
How should rare books and fragile materials be inventoried?
For special collections with rare or fragile materials, consult with conservation experts and establish preservation protocols to ensure those treasures are handled safely. Always use archival-quality packing, which includes acid-free paper and sturdy crates for protection.
What should be included on inventory labels?
Incorporate a box labeling system that includes a unique ID, the contents, and the designated shelf location to make inventory tracking during unpacking much easier.
What tools are recommended for inventory tracking during a library move?
Consider RFID systems or barcode tracking. In library moves, these tech solutions speed everything up.
Post-move: Unpacking and inventory audit
Once you’re set up in the new location, follow the plan you made for the sequenced moving of library collections to unpack. Follow the numbers in your shelf mapping plan to determine where to place books and other items.
Then, conduct a thorough inventory audit and complete condition documentation to identify if any of your items sustained damage or if you’re missing pieces. Once everything is in its proper place, update your Integrated Library System (ILS) with the new locations.
Final review: Library relocation inventory management effectiveness
Once you’ve settled into your new site, bring your team together to discuss how the move went. Collect feedback and make plans to reduce mistakes for future moves.
Many steps go into library relocation inventory management. Safeguard your collections’ safety and integrity by considering professionals who specialize in collection accuracy and know how to minimize downtime during a library relocation.