RLSC Library Storage

High Density Storage for Libraries

Catherine Murray-Rust
Dean of Libraries, Colorado State University
Former Chair, RLSC Task Force

Libraries around the nation, including several member libraries of the Orbis Cascade Alliance, are severely short of space for books and other library materials.  The growth of paper and film collections continues alongside increasing access to digital materials.  New services especially technology-based programs are often crowded into existing spaces with little room to expand, while books and journals have to be shelved in space once reserved for faculty and students.  At the same time, library funding bodies, legislatures, and boards of trustees often are reluctant to approve new construction and expansion of library buildings because access to digital materials may decrease the need for space in the future.   

Over the past 20 years, librarians have used a variety of strategies to efficiently manage available space and add low cost space for collections.  Compact moveable shelving has been installed in many on-campus libraries, including the Valley Library at Oregon State University.  Some institutions such as the University of Michigan and the University of Alberta retrofitted commercial warehouses to create successful off campus shelving centers.  Many years ago, the State of California built the Northern and Southern Regional Library Facilities to provide shared space for the collections of the University of California’s research libraries.  Sonoma State, Eastern Michigan University and the University of California at Riverside have robotic systems in operation.  Pioneered by Harvard University in the mid-1980’s, high-density warehouse style facilities are now operating in 20 institutions and under construction in three. 

The Harvard innovation applies commercial warehousing principles to solving two library problems, space and preservation.  Advances in commercial warehouse technologies and the latest standards in environmental conditions combined in the Harvard design to ensure the long-term preservation of books and film and conserve precious space on campus for heavily used collections and services.  Storing infrequently used material at a distance in high-density modules is extremely cost effective.  Based on information from recent projects, the comparison of the cost per volume for construction is $3.75 for a high-density facility versus $13.39 for a standard on campus library construction. 

High-density library facilities feature two kinds of work areas.  The collections space, which is about 14,000 square feet, has 30 ft. high steel shelving arranged in 4-6 aisles per module.  Each module accommodates 2 million volumes.  The books are sorted by size and stored in low PH cardboard trays.  Non-book materials are shelved in appropriate containers such as microfilm and archival boxes.  The trays are shelved two deep and books are arranged in the trays with the front cover facing outward.  Each book has a bibliographic record, an item or piece record, and a barcode.  During the accessioning process, the barcodes on the items are linked to barcodes on the trays and barcodes on the shelves to ensure faultless retrieval of the materials.  Retrieval is managed with a man-aboard lift and inventory control software linked to the library’s main cataloging and circulation system. 

The office portion of a high-density facility, about 7,000 square feet, houses two loading docks, one for tractor-trailers and one for vans, materials processing areas, staff offices, and a reading room.  Security and fire protection systems protect the building, the collections, and the staff.  Recently constructed facilities include book-cleaning rooms where materials are vacuumed as they are accessioned.  

Many of the high-density facilities offer a variety of services in addition to retrieval, either physical or electronic, of stored collections.  Other possible services include environmental disaster recovery services, such a freezer for water-damaged materials, and trusted repositories for digital files. 

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For additional information please contact

John F. Helmer
Executive Director, Orbis Cascade Alliance
541.346.1835
jhelmer@uoregon.edu