Access Storage (ASRS/PARC)


Library Storage & The Preservation Office

Even in a digital age, UBC Library’s physical collections grow and require a long-term strategy for storage, access and preservation. North American research libraries have used high-density storage facilities for many years to address these needs. UBC Library is fortunate to have two such facilities: ASRS and PARC.

In 2005, the Library opened the Automated Storage and Retrieval System (ASRS), its robotic storage facility in the Irving K. Barber Learning Centre. In the following decade, the Library's physical collections continued to grow, and with it our need for space to house them. In 2015 we opened a new storage facility, Library Preservation and Archives (PARC).

Automated Storage and Retrieval System (ASRS)

UBC Library was the first in Canada to use this technology to provide fast, easy and effective storage and retrieval. The system operates in a secure, climate-controlled setting, providing an optimal environment for the preservation of print and other materials. With a capacity of 1.8 million volumes, ASRS STORAGE is located inside the Irving K. Barber Learning Centre, with service points in the Music, Art and Architecture (MAA) Library and Rare Books and Special Collections.

Materials previously kept in the closed storage areas of Main Library as well as materials selected by Library bibliographers and advisory committees are housed in the ASRS. These materials include, but are not limited to:

  • Older and lesser used social science materials
  • Pre-1978 language and literature in Slavic, East European, Italian, Spanish, Portuguese, German, and Asian languages
  • UBC theses
  • Older editions of children’s literature
  • Vinyl LPs
  • Books in Indic languages not taught at UBC
  • Music bound periodicals (a selection)
  • Science & engineering bound periodicals
  • Selected items from various UBC Libraries

Library Preservation and Archives (PARC)

Library Preservation and Archives, aka Library PARC, is a modular storage facility built to accommodate the future growth of collections at UBC Library. Located at UBC Vancouver’s South Campus (in the Research Precinct), PARC provides 2,280 square metres of high-density collection storage and can house about 1.6 million volumes. The facility also houses materials from the University's Records Management Office, a staff work area and a publicly accessible reading room.

Low-circulation items from the Library’s collections will be relocated to Library PARC, freeing up physical space at branches for other uses, including student and research services, study spaces and informal learning areas, multimedia labs, scholarly exchanges and more. It is a closed facility and is only available for access by appointment. For more information see: Library PARC

Selection criteria will vary across disciplines, departments and collections, but typically include:

  • Low-use, last-copy monographs, serials, series and unique archival holdings that have projected future low use
  • Texts that may reliably be found completely online (especially journals and indexes where electronic surrogate criteria are applicable)
  • Runs of rarely used serials
  • Physical copies of digitized texts
  • Runs of older serials where there is a last-copy commitment, usually available online

Preservation Space

This is the facility where the library coordinates in house and outgoing collection repairs and binding

About Us

The UBC Preservation Office was established by the UBC Library in January 2011, and was integrated into the Technical Services Department in June 2012. In September 2022, it moved into its own facility in IKBLC, a space that enhances the repair and stabilization of Library materials.

Mission

The mission of the Preservation Unit is to develop a first-class preservation infrastructure within the UBC Library.

Services

The Preservation Office is committed to working with all branches of the UBC Library in the care, repair and storage of physical collections.

  • Develops and implements policies and procedures to maintain and improve the condition of physical collections
  • Conducts environmental monitoring and sets climate control limits for collections
  • Develops a disaster plan and recovery procedures for physical collections
  • Assess the collections to identify specific needs and develop a plan for proper care
  • Contributes to exhibition preparation
  • Performs conservation treatments
  • Performs repair and maintenance of the circulating collection, including cleaning and housing projects
  • Acts as the intermediary for offsite bookbinding
  • Training, education and outreach for UBC faculty, staff and students on the preservation and correct manipulation of Library resources

Supports the Digital Initiatives office, which is responsible for digital preservation

  • If you notice that an item is stored in the PO for repairs and you have need of that item.

Requesting Items n the Preservation Space for repair.

Only inquire if you know that the Items are in the Preservation Space for repair.

How would you know? A temporary location of Preservation will be shown in the Online Catalogue. Note, that some items from the circulating collection may be out to a Bindery for rebinding.

If you require an item that is in the Preservation Space, phone (604) 822-6970 or (604) 822-3441, for assistance.

The ASRS

Please note:

Most mechanical issues with Automated Storage Retrieval System (ASRS) have been resolved, please submit your request.
We continue to experience delays in service repairs due to contractor availability and so some materials may be temporarily inaccessible. The library will obtain any inaccessible ASRS material via interlibrary loan wherever possible.
Please contact the library at ill.lend@ubc.ca with any questions.

To Access Materials in the ASRS:

  • Request material from the ASRS using the Order via Document Delivery link in the online catalogue.   Note – if the item cannot be retrieve from the ASRS, your request will be filled via Interlibrary Loan        Once you sign in using your CWL or barcode/pin, follow the instructions as laid out
    • Items that are available and circulating may be picked up at any Library location requested by the requestor.
    • Items that are branch use only must be consulted within a branch location and must not removed from the Library.
    • Items that are MAA Branch Use Only can only be consulted within the MAA Library.

Rare, Special and University Archives materials.

  • You can request non-ASRS items, from Rare Books & Special Collections or University Archives. 
  • RBSC/UA materials can only be consulted at RBSC/UA.

Searching and Requesting:

  • If the status of the item is Available, you may place an online request by clicking on the Order via Document Delivery button.
  • Materials held in ASRS STORAGE (IKB) can be found in the Library’s online catalogue
    • ASRS STORAGE (IKB) These materials can be signed out and renewed.
    • ASRS STORAGE (IKB) (branch use only): These materials are available for retrieval and consultation within branches only; these items do not circulate and access may be at the discretion of the Branch.
    • ASRS STORAGE (IKB) Xwi7xwa – These materials can be signed out and renewed.
    • ASRS STORAGE (IKB) Xwi7xwa (branch use only): These materials may be available for retrieval or consultation within a designated branch; these items to not circulate and access may be at the discretion of the Branch.

Request (delivery expectations)

  • Materials requested before 11:00 am and to be picked up at MAA in the IKBLC may be picked up by the end of the day at the MAA circulation desk.
  • Materials requested before 11:00 am and shipped to branch locations are now normally available for pickup at the Library location of choice within three business days.
  • If the status of the item is Available, you may place an online request by clicking on the Order via Document Delivery button
Log in
  • On the next screen, you need to login to the Library Catalogue using either your CWL or UBC/Library barcode and PIN. .
Select
  • One signed on, follow the instructions for the Order via Document Delivery
Pick up
  • You may pick up all available requested items from any Library location requested. See restrictions to this guideline above.

PARC

  • ·        Find materials held in PARC in the Library’s online catalogue.
  • ·        To obtain material from PARC, use the Order via Document Delivery button in the catalogue.
  • ·        Materials requested before 11:00 am and shipped to Koerner Library location are now normally available for pickup at the Library location of choice within three business days.
  • ·        Materials shipped to UBC Okanagan are now normally available for pickup within three business days.
  • ·        You will receive an email with the material is available for pickup.  
Search

Materials held at PARC can be found in the Library's online catalogue.

  • PARC (circulating): you may request, sign out, and renew these materials. To request the item(s) use the Order via Document Delivery button in the online catalogue.
  • PARC (branch use only): These materials can be requested, but only consulted within a branch; these items do not circulate outside the Library and access may be at the discretion of the Branch..
  • XWI7XWA PARC (circulating): you may request, sign out, and renew these materials. To request the item(s) use the Order via Document Delivery button in the online catalogue
  • XWI7XWA PARC (branch use only): These materials may be available for retrieval or consultation within a designated branch; these items do not circulate and access may be at the discretion of the Branch..
Searching and Requesting:
  • If the status of the item is Available, you may place an online request by clicking on the Order via Document Delivery button.
Log in
  • On the next screen, you need to login to the Library Catalogue using either your CWL or UBC/Library barcode and PIN. .
Select:
  • One signed on, follow the instructions for the Document Delivery service.
Pick up
  • You may pick up all available items successfully requested items within 3 days from any Library location selected.
  • You will receive an email informing you that your item is available for pickup.
source: https://wiki.ubc.ca/Library:AccessStorage