PowerPoint Presentation Putting the Robots to Work: An Automated Storage

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IUG Boston, 2004 (E7)
Automated Storage Retrieval System the Link
to III
Paula Hammett Sandra Heft
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Sonoma State University Library

• Jean Charles Schulz Information
  Center,Rohnert Park, CA
• (45 mi N of San Francisco)
• 1 of 23 campuses of California State University
  System
• Public liberal arts and sciences
• 6996 FTES
• Collection size 650,000

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When you run out of room
You can

• Stop buying materials or weed heavily.
• Install open compact shelving.
• Use off site storage.
• dead storage - items unavailable
• retrievable remote storage
• Build a much larger building with more shelving
  and lots of room for growth.
• Construction of our new building was approved at
  state level only if we employed space-saving
  mechanisms.
• Or, you can build an

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Automated Storage Retrieval System

• A random-access, on-site robotic storage
  retrieval system
• linked to the Innovative online catalog
• We call it an ARS (automated retrieval system)
  to
• De-emphasize the storage.
• Emphasize the retrieval.
• (Students call it Snoopy)

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Advantages

• requires 1/7th footprint of open stacks.
• easy to track use patterns.
• efficient for staff use.
• encourages active current collection in open
  stacks.
• allows retention of lesser-used material.
• lower construction costs.

• its expandable--more aisles can be added by
  taking out small parking lot behind building.
• can foster cooperative collection development
  with other institutions.
• allows for last copy storage of printed journals
  for consortia.
• used often in industry now expanding into
  libraries.

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Potential disadvantages

• Vulnerable to power outages.
• Need backup plan.
• Rare mechanical breakdown or maintenance
  downtime.
• Good training allows onsite staff to
  troubleshoot, repair, maintain system
• Occasional misplaced item.
• Transaction reports usually help find it.
• Regular bin inventories during off times are done
  to consolidate bins and verify accuracy.

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What does it look like?

• 3-story room.
• 45 x 110.
• 4950 sq.ft. footprint.
• Public viewing windows.
• gt750,000-item capacity.
• Other libraries have up to 2 million items.
• 2-hour firewalls.

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• 6000 metal bins (2x4 footprint).
• 5 different heights 6, 10, 12, 15, 18.
• Each bin can hold 750 lbs.
• Bins may be divided into sectors.

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• 3 aisles, each with own crane.
• 32 bays wide and 31 tiers high.
• 2 workstations per aisle with barcode scanners
  printers.
• Additional terminal at Circulation Desk.
• Add new aisles to expand system.

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What goes into the ARS?

• Bound periodicals.
• Most monographs that havent circulated in 5
  years.
• Annual reviews, Advances in , etc., which are
  more than 5 years old.
• Other low-use items.
• Shared resources with other California State
  University campuses.

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The Interface to III

• Innovative wrote custom programming for us to
  create this interface. Now available as a
  product.
• Contact III for pricing information.
• Each installation may require some special
  programming.
• III worked directly with our ARS vendorHK
  Systems, Inc., of Park City, Utah.
• Other vendors are available (search web for
  automated storage and retrieval for more vendor
  names)
• All installations are unique, so make sure ARS
  vendor and III are working with the same
  specifications.

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How it works for library users

• User looks up item in Snoopy catalog.
• Finds volume needed.
• Clicks button to request.

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If all goes well

• User types in name, barcode, etc., clicks Submit
  button.
• Receives Request Accepted message.
• Picks up item at Circulation Desk.
• Elapsed time usually 10 -15 minutes.

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If not,

• User receives error message.
• Each message provides generic, but next-step
  advice to user.
• We customized our error messages and included
  code numbers to provide more specific info to
  staff.

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How it works Behind the scenes

• When user clicks on button
• III software talks to HK software, sending item
  barcode, call number, author, and title.
• HK software responds to III, verifying volume is
  in ARS.
• III software prompts user for name.
• When user enters name and clicks Submit, pick
  request is sent by III software to HK software.
• Both systems wait for human intervention.

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How it works for Circulation Staff

• Library staff requests pick from HK computer.
• Robotic crane locates appropriate bin.
• Bin pulled delivered to end of aisle.
• Staff consults pick list on HK workstation
  screen to verify item barcode, title, etc.

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• Last 4 digits of barcode written on top or face
  of books.
• Pick list identifies bin sector.
• Student worker pulls item from bin inserts
  printed pull slip, which identifies requester on
  library hold shelf.
• Straps item into ETV carrier.
• ETV carrier delivers item to Circ Desk.

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Tech Services responsibilities

• TS currently responsible for III side, but this
  function will move to MilCirc from MilCat with
  new release.
• When items are transferred to ARS, staff updates
  bib location(s) and changes item location to one
  of our ARS codes
• ARS, ARSCI, ARSDO, ARSJO, ARSME, ARSMF, ARSRF,
  ARSRG, ARSSP, ARCTH, ARSTS.
• This will change when function is moved to
  MilCirc.
• These codes all display as Click to Request in
  Snoopy (except special collections) but may have
  different loan rules.
• Separate item codes also allow us to keep
  statistics of types of materials in ARS.

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• TS staff also changes IMESSAGE field in item
  record to a SEND TO ARS.
• This code prompts III circ module to display a
  SEND TO ARS message to circ staff when checking
  in materials our policy is to scan all
  materials before reshelving.
• This ensures ARS materials are not mis-shelved in
  open stacks.
• When items are transferred out of ARS, staff
  changes item location to reflect change and
  deletes IMESSAGE code.
• In the new MilCirc, ARS will be a temporary
  location (e.g. reserve), so item location will
  automatically revert to original location when
  item is removed from ARS returned to open
  shelving.

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Loading materials into the ARS

• Materials added to the ARS need to be scanned at
  the HK workstation before being placed in
  bin.The process ensures that the HK software
  knows which bin contains each stored item.

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If only a few items are being loaded,

• Each item is scanned at HK workstation, twice.
• Once to tell the HK software what the barcode
  number, author, title, and call number are, AND
• Once more to tell the HK software that the item
  is being placed into a specific bin and sector
  within that bin.

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Batch loading

• To add a large number of materials to the ARS,
  such as an initial load or when open stacks are
  too full, it is easier to add the item
  information first.
• Currently use character-based mode will use
  MilCirc soon.

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The SSU Initial Load

• Added 200,000 items for our initial load.
• Used our largest review files (60K records).
• Took approximately 12-14 hours for each review
  file (1 record per second).
• Rapid updated each review file after it was
  loaded with an ARS loaded note in the item
  record so we did not keep loading the same
  records!

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Problems weve run into

• WebOPAC says item is in ARS but its not.
• WebOPAC says item is in another location but it
  is in ARS.
• Barcode linked to wrong bib record.
• These are rare, human errors which we fix when we
  find.

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User Technology Support Staff

• Primarily responsible for HK (i.e. mechanical)
  side.
• Lots of work on initial setup, partly due to
  equipment needing fine tuning calibration.
• Annual maintenance contract very useful
• in proactively identifying and addressing
  potential problems.
• ensuring highest safety standards are met.
• Some weekly routine maintenance.
• Minor mechanical problems twice a month.
• Frequency between problems getting longer.

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What users think Students

• Students seem to love it because they dont have
  to go to the shelves look for materials--its
  delivered!
• Materials remaining on shelves tend to be more
  current or high-use items.
• Most students dont mind losing stacks
  browsability in exchange for delivery.
• Users may request several items and pick them up
  all at once.

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What users think Faculty

• Initially, some not thrilled with the idea .
• Now, most appreciate speed of transactions
  convenience of paging items from their offices.
• Fewer isolated concerns about losing the ability
  to browse shelves for monographs.
• Many have not yet discovered browsing
  capabilities on III.
• Appreciate ARS rather than off-site storage or
  heavy weeding.

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What users thinkCirculation Staff

• Circ staff appreciate the ARS because
• Books are easy to retrieve are put back in
  random order - no shelf reading for ARS items.
• They can track an item for patrons with great
  clarity, using the HK audits reports.
• MilCirc will also offer tracking.
• Faster for a patron to get an item from the ARS
  than it is for them to retrieve it from the shelf
  .
• The system, after working out initial kinks, is
  extremely dependable.
• 200-250 picks per week.

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What users think Reference/Instruction Staff

• Have identified areas for more user instruction
• Train users to do-it-yourself on ARS requests.
  (Experimented to find best wording on request
  button.)
• Emphasize importance of using catalog.
• Teach call number browsing through Innovative.
• Customized ARS error messages explain to the user
  why item is not available.

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What users think ILL LINK (i.e. InnReach)
Staff

• ILL LINK staff request items as they verify
  call numbers/circulation status on paging slips.
• ILL LINK staff time dramatically conserved
  since the materials are delivered to Circ Desk.
• Eliminates time-consuming step of going to
  shelves to pull ILL requests.
• Mis-shelved items are minimized in ARS.

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What users think Tech Services Circulation

• Working with Innovative on a number of
  enhancements to the interface
• A better log.
• More user-friendly batch load process with
  MilCirc.
• Adding or deleting items via MilCirc.
• Allow requesting ARS items from Search/Hold in
  MilCirc.
• Requires good teamwork and open communication in
  order to to put the pieces in place and have it
  run smoothly.

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Features we wish we had

• Inconvenient to count internal use.
• Need to automatically increment the internal use
  counter in the item record when the item is
  picked from the ARS
• Cannot use the staff modules to request
  materials.
• e.g., to pull items from the ARS withdraw them
  or transfer to non-ARS location, must use the ARS
  REQUEST button on the WebOPAC.(This will change
  with new MilCirc release.)
• Cannot tell by looking at an item record if it
  has been loaded into the ARS database.
• In the batch add mode, the ARS software will
  accept the same barcode number over and over
  again.

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What does it cost?

• Staffing (higher for start-up)
• ARS Supervisor 19,000 (LA III_at_ 50)
• III coordinator, etc 3,500 (tech serv _at_
  5)
• Mechanical 6,000(building
  engineer _at_10)
• HK software 9,500(1 x UTS staff _at_
  25)
• Student assistants 8,000(1 x librarys open
  hours) Total staffing 46,000

• Construction Costs
  2,057,000
• Including design training
• Annual Operating Costs
• Maint. contract 12,000
• Spare parts 5,000
• Staffing 46,000
• Total Annual Costs 63,000 ( 8 -
  21 cents per item / year)

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Are there cost savings?

• Staffing/OE
• Minimal additional staffing.
• No off-site storage costs.
• No courier to off-site storage.
• Faster reshelving.
• No shelf-reading.
• Rental income for storing for other libraries.

• Construction
• No off-site land needed.
• Compressed space for storage less square
  footage.
• Possible accommodation on existing site.
• Easy expansion.

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Who else has one?

• CSU, Northridge, (1991)
• Eastern Michigan University, (1998)
• University of Nevada, Las Vegas, (2001) III
  libraries

• Santa Clara University (Summer 2004)
• Valparaiso University (Summer 2004)
• San Francisco State University(in planning
  stages)
• Etc

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Where do I get one?

• HK Systems
• Salt Lake City, UTwww.hksystems.com
• Innovative Interfaces
• Emeryville, CAwww.iii.com
• Other ASRS vendors are available, e.g. SwissLog.

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For more infohttp//libweb.sonoma.edu/about/ars/
iug2004.ppt
Paula Hammett Collection Development Web
Coordinator hammett_at_sonoma.edu 707-664-3912 Sandy
Heft Technical Services Coordinator sandy.heft_at_so
noma.edu 707-664-2528 Jean Charles Schulz
Information Center Sonoma State
University Rohnert Park, CA 94928