AIC's 51st Annual Meeting

In 2016, Syracuse University decided to expedite the relocation of a large part of special collections’ books to high density (HD) climate controlled off-site storage to free up space in the main library. The Leopold von Ranke (1795-1886) collection was purchased for Syracuse University in 1887 and formed the nucleus of what is now the Syracuse University Special Collections Research Center (SCRC).

Von Ranke was a German historian and historiographer. Highly influential in shaping the modern approach to history, emphasizing such things as reliance on primary sources, narrative history and international politics. He rejected the idea that each era is by definition superior to those that preceded it, as well as the idea of sweeping historical theories that attempt to encompass huge swathes of time and geography. Apart from his personal papers, the collection comprises some 18,000 bound volumes, many heavily used over the years and varying greatly in size, condition and binding style.

The collection was chosen for many reasons including collection size, limited and predictable usage, historic importance and existing cataloguing records. Transporting items to and from offsite storage would increase risks considerably compared to onsite risk factors. Although some items were already housed in a variety of ways, the majority had no protection at all. Housing options were assessed, costings compared, budgets reviewed and heads scratched! Mechanized individual boxing was the answer!

In September 2017 we took delivery of a Library & Archive Mini-Grand PRO box maker with digital measuring device. We hired 3 graduate students, purchased supplies, spent a week training and set to work.
Prior to measuring and boxing, books are checked against existing catalogue records and edited where necessary. HD storage is barcoded and arranged by size so two identical barcodes were assigned for each book, one for the box the other on A/F card inside the front book board.

We set up a macro and barcode scanner to populate the measuring device call number field, and began measuring in sequence two shelves at a time to limit data file size. The books are similar in size so we chose 2 suitable box designs from the 57 offered by the Kasemake software, a British Library design in E-flute for book spines over 20mm, and portfolio style in 20 point for smaller.

Measurement data is imported into the Kasemake software and sorted into descending size order to maximize boxes per sheet. The software allows quick automatic positioning, averaging 6 per sheet (60” x 40”) and costing $10 - $15 each including materials and time but not equipment! The machine prints the call numbers, creases and cuts the perfect box every time. Boxes are assembled and matched to books in the conservation lab prior to relocation in HD offsite storage.

While the von Ranke project is ongoing, the equipment is also used for many other housing needs in special collections and for circulating stock when necessary. The new capabilities have changed the way we approach collections management, in the long term saving money and time, but above all better protecting fragile items without compromise.