UTS Library

Library Retrieval System - LRS

How to use the LRS: an introduction (video)

The LRS is ready and waiting to take requests - but how exactly does it work?
In this short video, all your questions about this amazing new facility are answered from how to request an item and where to pick up books to how the LRS will change the library experience at UTS.

LRS at a glance

Facts & figures:

  • The LRS uses automated storage and retrieval technology, which is common in the logistics, manufacturing and transport industries as well as about 30 university libraries in the US and one other in Australia (Macquarie).
  • The total capacity of the UTS LRS is around one million items.
  • The LRS has six aisles, each served by a 15m robotic crane on rails. Items are stored in approximately 12,000 galvanised steel bins of four different heights.
  • The initial LRS ingest from Blake Library will be 325,000 items and from Kuring-Gai a total of 116,000 items will eventually be loaded.
  • The ingest from City Campus Library will be completed by 30 July 2014.
  • A total of 245,000 printed items will remain on open shelves in the Library.

Requests, deliveries & discovery

  • Requests for items stored in the LRS are made online, direct from the item’s catalogue record.
    See: How to request items from the LRS
  • Items that are requested but not picked up will be held on our holdshelf for up to seven days.
  • Material in our LRS will be delivered regularly, with deliveries already being made several times each day.
  • From the end of 2014, only the newest and most highly-used physical items will be housed on open shelves, making it easier to browse and locate items amongst the most popular books from our collection.
  • Enhancements to our catalogue have been made to encourage new ways to discover items in our collections by searching and browsing online. Shelf View lets you browse a ‘bookshelf’ displaying book covers, our ‘collection ribbon’ is a unique way to delve in to our collection by subject, and we are working on developing recommendations and personalisation.

Collection merger & development

  • The LRS allows for the complete merger of the City and Kuring-Gai libraries at the end of 2015.
  • By storing low-use physical items in this purpose-built system we will be able to relieve overcrowding on book shelves in the Library and make room to continue to expand our collection of print resources.
  • Currently, the Library collection of printed items is growing at almost 20,000 per year.
  • The LRS will let us continue to build our collections, with room to expand to at least 2040.

Sustainability initiatives

  • The building itself has major sustainability features, being constructed under the same project works as the 5 Green Star design rated Thomas St Building, including: sustainable concrete; high grade insulation and thermal control; a natural air cooling system; a natural light feature; and waste minimisation and management during construction.
  • Items are stored in a highly compact format; storing the same amount of books in a traditional library would require a building 4-5 times larger.
  • Library staff will walk between the LRS and the City Campus Library using trollies and backpacks to deliver books, rather than relying on cars which would add to traffic congestion and pollution.

Consequences for the Library

  • The LRS will help us meet the needs of our clients by freeing up Library space to allow for new study spaces as teaching and learning changes and our student population grows. We need to provide diverse spaces to facilitate different types of learning from quiet, individual study to collaborative group learning.
  • We hope to provide spaces and technologies within the future Library that facilitate access to productive activities such as multi-media, gaming and “maker” technologies because many of our students are no longer assessed purely on written output: they are making things like models, videos, games, websites, etc.
  • The LRS will also help to facilitate some major changes in our service model, enabling the Library to offer improved and new services to support teaching, learning and research.

Where is it and what does it look like?

  • The LRS is located under the Western of Jones St end of Alumni Green.
  • The facility is about as deep as a five storey building is tall.
  • When Alumni Green is opened there is a viewing “lens” located on the South-West corner and from there you will be able to see the two Western aisles and cranes when they are in action.
  • Photos of the LRS are available on Mal Booth's Flickr page.
You can also try to book a place on a tour of the LRS to see if for yourself

How to request items from the LRS

  1. Search the Library Catalogue
  2. Select the item you want. If it's held in the LRS, you will see Library Retrieval System under Location.Click Request From LRS:
  3. This form will appear. Fill in your details, and click Request.
  4. You will be notified when your item is ready for collection.

You will be able to pick it up from either:

  • Open Reserve at the City Campus Library (Level 2)
  • Hold Shelves at the Kuring-gai Campus Library (Level 4)

Items will be held there for 7 days.

If the LRS item says 'In-transit' it means that it is on its way to the LRS to be stored. Once it is available for request the blue 'Request from LRS' button will appear.

LRS Newsletters

Monthly updates for our new Library Retrieval System (LRS), a state-of-the-art underground facility, which will see robotic cranes retrieve books on demand.

What is the Library Retrieval System?

The Library Retrieval System (LRS) is an automated storage and retrieval facility where our low-use collection items will be sorted by size and stored in metal bins on metal shelf units. These bins and shelf units are housed in storage racks and will be retrieved automatically by means of a robotic crane.

Why are the books being stored in the LRS?

As a University located in the heart of the city, space is at a premium and our students are asking for more individual spaces to study as well as areas designed specifically for group collaboration. Client feedback also tells us that you want areas and facilities that enhance the library experience, such as events, artwork and inspirational spaces.

To accommodate these requests we have opted to locate our least used items in the LRS.

We know some of our clients like to browse the open shelves and tell us the opportunity for serendipitous discovery is an important way to find interesting resources. We are therefore enhancing our discovery systems to make it easy to locate items in our collection and identify resources which might be useful. We will continue to enhance our discovery systems so it is easy to get a specific item when you want it, but also to browse and stumble upon interesting or useful resources when you aren’t quite sure what you need.

Why do some books have an “X” on the spine?

These books have been identified as the least used items to be transferred to the LRS. They will still be in the Library collection, and available for loan.

What are the benefits of storing books in the LRS?

The LRS has many benefits for collection preservation, client service and sustainability. Items in the LRS will be stored in stable temperature and humidity conditions that are ideally suited for preserving paper materials. The items will therefore be stored in conditions which would not be achievable if the items remained on the open shelving, particularly as they aged. It should also prove to be much faster to find and retrieve items stored in the LRS than on open shelves.

With our large collection we know from client feedback that it can be difficult to find items in the current library buildings where shelves are often very full. In the LRS items will be securely stored and able to be delivered in a matter of minutes, usually much faster than locating the item on an open shelf yourself.

For the newer, high-use items which will still be held on open shelves, the reduced number of items should make it easier to browse and locate items in the collection. The LRS is also able to store over four times as many print items in a given space than conventional open shelving, so there are also sustainability benefits.

How many books will be stored in the LRS?

The Library Retrieval System has the capacity to store around 1 million items, and at our current acquisition rate will reach full capacity by 2040.

How will the collection stored in the LRS be protected from damage?

The items in the LRS will be protected from fire and water damage through the design of the building and the nature of the system itself. Both are subject to meeting strict building code conditions to prevent such damage.

What will be the building's environmental impact?

As part of the Thomas Street Building project, a component of the UTS City Campus Masterplan, the LRS building will be targeting a 5-star Green Star Rating. The underground environment will be an asset in helping to achieve this rating and will realise ongoing savings in overheads such as lighting, heating and cooling.

What if I can't pick up my LRS request straight away?

The requested item will be kept on the holdshelf for you for up to 7 days.

What happens if the LRS breaks?

Industry has used the same system for decades. It is extremely reliable. When a problem does occur, it generally affects only one of our six cranes, or one/sixth of our low use collection. Our staff will be trained to handle these minor problems, and will usually have the system operational within 15 minutes.

 

AND FINALLY...

Why do we need books and why do we need the LRS if we can access all our information online?

We believe that print collections remain an integral component of an academic library. Electronic publications offer convenience in terms of access and searchability, and our online collections will continue to grow to meet our clients’ demands for material in this format as more electronic information becomes available.

However a rush to move to e-only is premature and foolhardy. The growth of electronic material is not consistent across all subject areas and for all purposes, so we continue to acquire print collections to meet genuine and ongoing needs. As some examples of this we might point to image-heavy monographs in disciplines such as art, design and architecture where e-copies are often not available and where print is the preferred medium for the quality of images and the reading experience it can provide. Publishers have also been slow in some cases to offer electronic versions of undergraduate textbooks. In time this issue may resolve as new business models are established, but for now we continue to acquire print textbooks as often the only version available.

In investing in the LRS, the Library and University are recognising the value of our existing print collection which has been established over 30 years and supports learning, teaching and research at UTS. This collection will continue to have value to scholars and many of the items it contains are unlikely to be available electronically in future. It is part of our role to preserve this information and ensure its ongoing accessibility for future scholarship.

In maintaining print collections, especially of monographs, we are also guided by the preferences of our users and current research which demonstrates an ongoing preference for print as a medium for study and as an aid to cognition and retention of information. Electronic material offers many advantages, and we know our online collections are heavily used, but it is also apparent in some circumstances clients prefer to read print copies of material and find this a method more conducive to deep learning.

 

 

 

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