Library:AccessStorage

From UBC Wiki


Library Storage

Even in a digital age, UBC Library’s physical collections grow and require a long-term strategy for storage, access and preservation. North American research libraries have used high-density storage facilities for many years to address these needs. UBC Library is fortunate to have two such facilities: ASRS and PARC.

In 2005, the Library opened the Automated Storage and Retrieval System (ASRS), its robotic storage facility in the Irving K. Barber Learning Centre. In the following decade, the Library's physical collections continued to grow, and with it our need for space to house them. In 2015 we opened a new storage facility, Library Preservation and Archives (PARC).

Automated Storage and Retrieval System (ASRS)

UBC Library was the first in Canada to use this technology to provide fast, easy and effective storage and retrieval. The system operates in a secure, climate-controlled setting, providing an optimal environment for the preservation of print and other materials. With a capacity of 1.8 million volumes, ASRS STORAGE is located inside the Irving K. Barber Learning Centre, with service points in the Music, Art and Architecture (MAA) Library and Rare Books and Special Collections and University Archives (RBSC/UA). For items in RBSC, please, confirm availability of item, before you come to visit us and save yourself a trip to the Vancouver Campus, if it turns out that it is not available:

Materials previously kept in the closed storage areas of Main Library as well as materials selected by Library bibliographers and advisory committees are housed in the ASRS. These materials include, but are not limited to:

  • Older and lesser used social science materials
  • Pre-1978 language and literature in Slavic, East European, Italian, Spanish, Portuguese, German, and Asian languages
  • UBC theses
  • Older editions of children’s literature
  • Vinyl LPs
  • Books in Indic languages not taught at UBC
  • Music bound periodicals (a selection)
  • Science & engineering bound periodicals
  • Selected items from various UBC Libraries

Library Preservation and Archives (PARC)

Library Preservation and Archives, aka Library PARC, is a modular storage facility built to accommodate the future growth of collections at UBC Library. Located at UBC Vancouver’s South Campus (in the Research Precinct), PARC provides 2,280 square metres of high-density collection storage and can house about 1.6 million volumes. The facility also houses materials from the University's Records Management Office, a staff work area and a publicly accessible reading room.

Low-circulation items from the Library’s collections will be relocated to Library PARC, freeing up physical space at branches for other uses, including student and research services, study spaces and informal learning areas, multimedia labs, scholarly exchanges and more. It is a closed facility and is only available for access by appointment. For more information see: Library PARC

Selection criteria will vary across disciplines, departments and collections, but typically include:

  • Low-use, last-copy monographs, serials, series and unique archival holdings that have projected future low use
  • Texts that may reliably be found completely online (especially journals and indexes where electronic surrogate criteria are applicable)
  • Runs of rarely used serials
  • Physical copies of digitized texts
  • Runs of older serials where there is a last-copy commitment, usually available online

The ASRS

We are currently experiencing delays to campus delivery services due to circumstances beyond the Library’s control. Please anticipate longer wait times. For ASRS items, select MAA Library as the pick-up location for the fastest delivery.

To Access Materials in the ASRS:

1. Select an item to be retrieved in the online catalogue.

2. Request material from the ASRS using the Request this item: Recall/ASRS link/button to the right side in the online catalogue. Once you sign in using your CWL or barcode/pin, follow the instructions as laid out.

3. Items that are available and circulating may be picked up at any Library location requested by the requestor.

4. Items that are branch use only must be consulted within a branch location and must not removed from the Library.

5, Items that are MAA Branch Use Only can only be consulted within the MAA Library.

6. Select your pickup location from the pickup location list provided.

7. Please, do not request items from Rare Books & Special Collections or University Archives using this form. Staff in the Rare Books & Special Collections reading room must place the request for you. Please, confirm the availability of item, before you come to visit us and save yourself a trip to the Vancouver Campus, just in case it is not available.

8. Items from a "branch use only" location will not be delivered to BC Children's & Women's Hospital or Robson Square.

9. Your item will be available (see Delivery Expectations below) at the MAA Library (IKB) circulation desk within 2 hours of request of submission and at all other Library locations within 1 to 4 business days. Items sent to UBC Okanagan Library will take 2 to 5 business days. Items sent to Robson Square can take up to 7 business days.

10. You will receive an email informing you that your item is available for pickup. It will remain at your pickup location for 4 days

Rare, Special and University Archives and University Archive materials.

  • You can request non-ASRS items, from Rare Books & Special Collections or University Archives. 
  • Please, confirm availability of item, before you come to visit us and save yourself a trip to the Vancouver Campus, if it is not available: email rare.books@ubc.ca
  • Rare Books & Special Collections/University Archives materials can only be consulted onsite.

Searching and Requesting:

  • If the status of the item is Available, you may place an online request by clicking on the Order via the Recall/ASRS Request link
  • Materials held in ASRS STORAGE (IKB) can be found in the Library’s online catalogue
    • ASRS STORAGE (IKB) These materials can be signed out and renewed.
    • ASRS STORAGE (IKB) (branch use only): These materials are available for retrieval and consultation within branches only; these items do not circulate and access may be at the discretion of the Branch.
    • ASRS STORAGE (IKB) Xwi7xwa – These materials can be signed out and renewed.
    • ASRS STORAGE (IKB) Xwi7xwa (branch use only): These materials may be available for retrieval or consultation within a designated branch; these items to not circulate and access may be at the discretion of the Branch.

Delivery Expectations

We are currently experiencing delays to campus delivery services due to circumstances beyond the Library’s control. Please anticipate longer wait times. For ASRS items, select MAA Library as the pick-up location for the fastest delivery.

If the status of the item is Available, you may place an online request by clicking on the Request this item: Recall/ASRS Request.

Delivery expectations are outlined below:

Delivery Location Expected Pick-Up Special Considerations
Irving K. Barber Learning Centre

MAA (IKBLC) LIBRARY circulation desk

Within two hours of request submission during Music, Art & Architecture open hours. Consult Music, Art & Architecture open hours for pick-up times. Submission cut-off for same-day delivery is three hours before closing.
UBC Vancouver library branches other than the MAA Library in IKBLC Within one to four business days of request submission. Once delivered, items should be picked-up within branch hours. This delivery service relies on Campus Mail, which means delivery times are outside of UBC Library's purview. You will be notified when your item has arrived.
UBC Okanagan Library Within two to five business days of request submission. Once delivered, items should be picked-up during UBC Okanagan Library open hours.
Irving K. Barber Learning Centre (IKBLC) Rare, Special (RBSC) and University Archives (UA) The materials will only be available in the RBSC/UA reading room for consultation Confirm availability by emailing rare.books@ubc.ca in advance;

Staff in the Rare Books & Special Collections reading room must place the request for you; Users will be notified once the materials are available

Log in
  • On the next screen, you need to login to the Library Catalogue using either your CWL or UBC/Library barcode and PIN.
Select
  • One signed on, follow the instructions for the Recall/ASRS Request link.
Pick up
  • You may pick up all available requested items from any Library location requested. See restrictions to this guideline above.

PARC

  • Find materials held in PARC in the Library’s online catalogue.
  • To obtain material from PARC, use the Order via Document Delivery button in the catalogue.
  • Materials requested before 11:00 am and shipped to Koerner Library location are now normally available for pickup at the Library location of choice within three business days.
  • Materials shipped to UBC Okanagan are now normally available for pickup within three business days.
  • You will receive an email with the material is available for pickup.  
Search

Materials held at PARC can be found in the Library's online catalogue.

  • PARC (circulating): you may request, sign out, and renew these materials. To request the item(s) use the Order via Document Delivery button in the online catalogue.
  • PARC (branch use only): These materials can be requested, but only consulted within a branch; these items do not circulate outside the Library and access may be at the discretion of the Branch..
  • XWI7XWA PARC (circulating): you may request, sign out, and renew these materials. To request the item(s) use the Order via Document Delivery button in the online catalogue
  • XWI7XWA PARC (branch use only): These materials may be available for retrieval or consultation within a designated branch; these items do not circulate and access may be at the discretion of the Branch..
Searching and Requesting:
  • If the status of the item is Available, you may place an online request by clicking on the Order via Document Delivery button.
Log in
  • On the next screen, you need to login to the Library Catalogue using either your CWL or UBC/Library barcode and PIN. .
Select:
  • One signed on, follow the instructions for the Document Delivery service.
Pick up
  • You may pick up all available items successfully requested items within 3 days from any Library location selected.
  • You will receive an email informing you that your item is available for pickup.
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