This document summarizes a NISO webinar on storing library collections on and off campus. The webinar included a roundtable discussion with librarians from various universities on their experiences relocating collections. Topics discussed included the rationales for off-campus storage, costs involved, impacts on collection usage, communicating changes to communities, and challenges of shared collections between institutions. Attendees were informed that the slides and recording would be made available after the webinar.

1. Wednesday, December 18, 2019, NISO Webinar
Where Does It Live? Storing Collections On and Off Campus
NISO Webinar • December 18, 2019
Welcome!
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6. Where Does It Live?
Storing Collections On and Off Campus
Wednesday, December 18, 2019
1:00 am – 2:30 pm
Roundtable Participants:
Darby Orcutt, Assistant Head, Collections & Research Strategy, North
Carolina State University
Tim Ryan Morton, E-Resources Librarian, University of Virginia
Ben Walker, Associate Dean, Discovery, Digital Services & Shared
Collections, University of Florida
Rachelle McLain, Collection Development Librarian, Montana State
University
Boaz Nadav-Manes, University Librarian, Lehigh University
Jay Forrest, Data and Statistical Analysis Manager Librarian, Georgia
Tech

7. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion -- Planning & Assessment
NISO Webinar • December 18, 2019
(1) In the context of your particular institution, what might have
been some of the rationales given when considering and adopting
off-campus storage? Was it for purposes of preservation, re-
allocation of space to other needs, or broader institutional needs?
(2) What costs need to be considered before shifting or relocating
collection materials? Can you talk about how your particular
institution found the funding for such relocation? For example, are
there grants available for this type of work? Or are costs borne
entirely by the institution?

8. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion -- Planning & Assessment
NISO Webinar • December 18, 2019
(3) How has utilization of the collection changed or improved as the
result of any shift? What data was used and/or collected in
advance of or in the wake of such a relocation?
(4) Have there been cost savings or other data collected as proof of
return on investment?

9. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion -- Planning & Assessment
NISO Webinar • December 18, 2019
(5) In the first half of this program, we heard about projects such as
this which were 1-3 years in the planning before any actual move.
In other situations, a shift of materials may be unexpected, due to
natural disaster, unanticipated renovation or repair, etc. What
might be best practices in preparing a collection for relocation when
a move is suddenly “mandated” rather than planned?

10. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion -- Planning & Assessment
NISO Webinar • December 18, 2019
(6) When making decisions about materials to be placed off-site or
storage, how do you plan for licensing agreements with such
entities as Hathi Trust? Such licensing agreements might require
specific set-ups to ensure accessibility for individuals or require
documentation that an item is still held by a library.

11. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion – Communicating with the
Community
NISO Webinar • December 18, 2019
(1) The initial inspiration of this event came from news coverage of
a university’s fine arts collection being moved off-campus and the
hostile response that immediately arose from faculty and students
fearing a negative impact on their work. Does the panel have
practical tips, guidelines or best practices for how the information
should be presented initially to the affected community?
(2) Was communication made by administrators at the institutional
level or by administrators at the library level?

12. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion – Communicating with the
Community
NISO Webinar • December 18, 2019
(3) How was the relocation of a collection explained or
presented to your community? Examples might include:
(4) What are the best mechanisms or channels to use in
communicating with the community about their issues of
access, convenience and responsiveness? FAQs, Town
Halls, etc?
(5) How did you gauge buy-in from the community?

13. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion – Planning for Cooperative, Shared
Collections
NISO Webinar • December 18, 2019
(1) There may be trust issues relating to these kinds of
arrangements, whether due to concerns about free-riders in
a larger regional setting, the ability to track the location of
owned items loaned out to others, or fear of neglect of a
single institution’s needs. If this is truly the direction where
academic libraries are headed, how might administrators
assuage such concerns internally? Externally?

14. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion – Planning for Cooperative, Shared
Collections
NISO Webinar • December 18, 2019
(2) While viewed as being cost-effective or budget friendly at a
state or institutional level, what are some of the administrative
challenges faced (at the institutional or library level) when moving
to the shared collection or resource-in-common models?
(3) In the context of access to jointly stored collections, can you talk
about how cost-sharing across participating institutions might be
determined? How are such shared facilities jointly managed? How
are operational decisions made? What are emerging best
practices?

15. Where Does It Live? Storing Collections On and Off Campus,
Roundtable Discussion – Planning for Cooperative, Shared
Collections
NISO Webinar • December 18, 2019
(4) At what point does Shared Storage become a mechanism to
offset materials costs rather than existing as another activity that
requires funding to exist?
(5) What documentation is required or recommended in these
settings and how is that best managed?

16. NISO Webinar:
Where Does It Live? Storing Collections On and Off Campus
NISO Webinar • December 18, 2019
Questions & Discussion
Slides will be posted to the NISO website following the close
of today’s segment:
https://www.niso.org/events/2019/12/where-does-it-live-storing-
collections-and-campus-part-two

17. Thanks to all of our attendees for joining us today.
We look forward to hearing from you!
THANK YOU