Workflow Processes in a High Density Storage Facility: Balancing Preservation and Access

Abstract

This case study explores how a high density storage system with associated software helps track and manage collections. In the case of Zhang Legacy Collections Center at Western Michigan University, the system is used with an attached reading room. The lessons learned in three years describe how the operation works in detail. There are profound operational ramifications for placement of materials to facilitate researcher access. In theory, a high density storage system with associated software helps track and manage collections. It does not take into account how researchers use collections. Shelving schemes were developed to better accommodate researchers. Shelving also reflects potential deaccessions of non-archival materials. Workflows were modified before the move to the new facility and were refined in the first three years of operations. Collection processing and cataloging workflows employ best practices but now also incorporate the additional technology for tracking materials and the constraints imposed by the high density shelving.