On November 6, 2019, the Transport of Oversized Materials Task Group (TOMTG) presented findings and recommendations to the Harvard Library community at an event in Lamont Forum Room. After the presentation, attendees had an opportunity to examine and handle oversized carts, hand trucks, and cases that are now available to any Harvard library through a shared equipment program managed by the Harvard Depository.
TOMTG, comprised of collection managers and staff from Preservation and Access Services, has been working for the past two years under the Stewardship Standing Committee. The group has worked collaboratively to create guidelines for moving large collection items around Harvard. First off, the group defined oversized materials as any materials that do not fit neatly into regular-sized hinged-lid bins or that exceed the 40 lb weight limit. TOMTG interviewed 22 libraries and 6 Shared Services departments, and then conducted several site visits to document current practices and challenges.
Working closely with Harvard University Mail Services (HUMS) and Harvard Depository (HD), the group developed the information they gathered into the Transport of Oversized Library Materials website to help library staff figure out how to move oversized materials safely. The website includes: how to plan to move materials, who should do the transport, how to properly pack them, and what are the multiple transport container options. Case studies from Harvard repositories are organized by material format and mode of transportation, and if you don’t find what you’re looking for, see the compilation of further resources. Please consider the options, the risks, and the safety of both collections and humans next time you have large items to move!
For information on how the guidelines were developed, see TOMTG’s wiki with meeting notes and reports.
By Kate Levy, Harvard Library Preservation Services
See also: Preservation
