Library Relocation? Find Out if You’re Ready With This Checklist

Thinking about the tasks involved in library relocation can seem daunting. Especially when you consider the massive scale of the project. For this reason, it’s good to seek help from a team of professional movers like us. We’ll help you through the process step by step. This way, nothing is left to chance. Plus, if you’ll need super cheap self storage Sydney deals, we can certainly point you in the right direction.

If this is your first time planning a library relocation, you may be wondering where to start. From finding the right people, the right equipment, and right services. It can all be overwhelming. The good news is that you don’t have to worry because the answers you seek are in this guide.

We’ve created this checklist that will guide you from as far back as two years before the planned relocation date. This guarantees that everything will be in order before the big day comes!

1. 24 Months Prior

Appoint the people responsible for the relocation

During this time, it is good to have in place a committee of members. They’ll be responsible for the relocation. Ideally, these members will have diverse backgrounds. Expertise in such areas as administration, technology, communications, and collections is also good.

Secure the budget needed

Another important factor to consider is the budget. Library relocation is large-scale projects that will need adequate funding. To ensure your budget, start securing funds as early as two-three years before the planned date. This ensures that the project proceeds without a hitch.

Plan the relocation with movers

As professional movers, we need to have a clear idea of all the services needed for the project. This includes collection mapping, handling of fragile materials, and more.

2. 18 Months Prior

Set the goals of the move and outline the scope of the project. This is also a good time to identify special requirements. Begin the inventory of all furniture, shelving, and equipment. Also, be sure to measure the collection material by linear feet and inches. This helps a lot in keeping things accurate and smooth.

3. 6-12 Months Prior

Establish the scope of work for each staff and library mover. This helps inform everyone what they need to do so everything is accounted for. This is also the ideal time to set the period for the project. If you haven’t decided on a professional library mover yet, then it’s time to find one. Send qualified movers a request for proposal or invitation to bid (RFP/ITB).

Set a scheduled bidders’ conference. Also, make sure to send out the RFP/ITB two to three weeks before the conference. Prepare a specifications list to present to bidders. This must clearly define the responsibilities of all parties. During the bidders’ conference, attendance should be necessary for all bidders.

4. 4-5 Months Prior

As the relocation date draws closer, you’ll need to decide on a professional mover. Pre-move meetings will need to be scheduled so all aspects of the project are reviewed and considered. Successful library relocation also involve purging all useless items. This includes furniture, supplies, and equipment. Fine-tune the time frame of the project. Next, post a timeline for the staff to use as a guide.

5. 1-8 Weeks Prior

Finalise the project time frame at this time. Also, continue to purge items that are of no use to the library. Anything that doesn’t have a purpose can be discarded permanently. A week before the relocation, the mover’s project management team must check everything:

shelving installations
collection measurements
the labelling of shelving and collections; and
delivery of boxes for the staff to pack.

And the move begins

After reviewing the above checklist, you should have a clearer idea of how things will proceed. This eliminates a lot of the guesswork, which is involved with organising library relocation.

At Business Relocation Services, we follow the above procedure with great detail. We can do professional packing, transport, secure, then unpack all your files and volumes while maintaining their sequential order. Furthermore, we can also move the shelving or high-density systems. Our library relocation program can even disassemble, and change existing systems. You’ll have nothing to worry about. We’ll be working with you on the project’s success!

Do you want us to help you out?

Then reach out to us at [email protected] We’ll be happy to do all the heavy-lifting for you and make the move a smooth and easy one.