Background
In 2011 a local record office combined with the local studies library to become a history centre, in the central library. As a result of this move, the majority of the collection is stored off-site, with on-site storage being limited to a small strong room.
How the option of a split-site service was assessed
The change was the result of several options, which were assessed over a number of years. These appraisals looked at the benefits and challenges of each option and their relative costs to implement.
The chosen option was to have public access at the central library, with a small strong room and the main store combined with the museum store. This option had benefits for the visibility of the public service and for improved storage for collections. The management of the split site was subject to examination by the audit department and insurance specialists.
Managing the split-site service
Instigating the logistics of a split-site service took more planning than staff initially expected. Access to archives held off-site is subject to a 24-hour notice period. Museum staff retrieve the items from the archive store and they are transported in the library van. Library staff return items to the site and history centre staff replace them in their boxes on their next visit.
Benefits and challenges of managing a split-site service
Benefits
- The new service set-up allowed the service to locate to a higher profile location
- The new strong rooms are of an improved quality
Challenges
- Service users need to give 24 hours’ notice to access the majority of collections
- Control of documents must be very tight – there are greater possibilities for items to be lost or damaged
- The logistics of the retrieval system needs planning and ongoing management