The off-campus Limited Access Depository (LAD) and the Paged Collection (PC), housed in Smathers Library East, are maintained by the Access Services Department to augment active shelving space in campus libraries. Materials located in storage are publications not frequently used by library users. Stored items may be inactive serial titles, older portions of active serial titles, monographs or archives. Criteria for placing items in storage are established and administered by collection managers. Due to changing information needs of the University community, storage collections are in constant flux. Material sent to LAD and PC for storage does not imply a final decision about location. LAD volumes found to be in demand can and will be returned to the on-campus stacks or PC. PC volumes in higher demand can be returned to the stacks, or in lesser demand moved to LAD. The Library remains flexible and responsive in meeting researcher needs for materials no matter where they are housed.

Facility
The LAD facility as a whole contains approximately 48,000 linear feet of shelving in 32,000 square feet of floor space. It is provided with climate controls for proper temperature and humidity levels. Emergency lighting, smoke detectors, a sprinkler system, and a connection to the Fire Department are in place. Staff conduct periodic checks on building maintenance and safety. The depository is inspected once a year by the Chair of Access Services, the Facilities Planning Officer, and the Preservation Officer.

The Paged Collection housed in the compact shelving room 100 of Smathers Library East holds approximately 13,670 linear feet.

Book Storage
The LAD facility exists to store, preserve and provide access to low-use library materials. The Paged Collection exists to store, preserve and provide expeditious access to library materials which are deemed to be in higher demand than those in LAD, and thus affords a two hour retrieval time. Examples of appropriate selections for the Paged Collection are multimedia materials or materials which are valuable (but not rare) and at risk for theft or mutilation. Both facilities are meant for materials that retain some usefulness and value to the collections.[1] All materials housed at LAD and PC must be cataloged and identifiable in the online catalog. Once placed in either storage facility, items become the custodial responsibility of Access Services and are no longer retrieved or managed by the original location.

As items are selected throughout the year for removal from the active collection to LAD or PC, or PC to LAD storage, Collection Managers provide lists containing title, call number and linear feet to Storage managers. No more than one duplicate copy of a title should be identified for storage. Storage staff usually start compiling an Aggregate Collection list in May/June of each year. The Storage staff then locates and removes items from the stacks. In this type of location transfer, Storage staff will change online catalog records to reflect new location information. Should Collection Managers or Reference staff require materials be transferred to storage outside of the annual schedule, exceptions may be made by the Chair of Access Services. In this type of transfer, location records are changed by the original owning agency before being transported. The collection will be maintained in call number order to expedite retrieval requests and facilitate annual review by Collection Managers. Access Services will call on Collection Managers to make storage decisions and to evaluate potential transfers between active and storage collections based on use statistics. Access Services bears the responsibility for non-selection details, including when and how transfers are to occur. [2]

Special Collections
Archives housed in LAD are excluded from Access Services' custody. The Special Collections department is provided a LAD key and processing room to utilize the facility in identifying and processing such materials. Space for new Special Collections materials is negotiated between the two departments, with Storage staff designating the materials' ultimate location in LAD. Special Collections staff will maintain any system location or other inventory record changes affected by these transfers.

Non-book Storage
The housing of non-book material in LAD is limited to library furniture and equipment. LAD provides very limited space for temporary storage of items in good condition, intended for reuse. Requests for items placed in LAD must be approved by the Access Services Chair and the Facilities Planning Officer. The move of the items to storage is coordinated by the Facilities Planning Officer. The receiving and placement of items in LAD are arranged by Storage staff.

Material Retrieval Requests
Requests for items located in storage may be made when the Library West Circulation desk is open, or directly at http://www.uflib.ufl.edu/storform.html. Retrieval requests for LAD are processed and available for pickup at the Circulation desk in approximately one working day. Requests for items located in Paged Collection may be made when the Library West Circulation desk is open. These are processed and available for pickup at the Circulation desk in approximately two hours Monday through Friday, 8 a.m. - 5 p.m. Should a problem occur with retrieval, a Storage Request Status form is completed and attached to the original request form, then placed at the Circulation desk for the patron. As with all Circulation transactions, patrons are expected to hold a valid borrower's card to obtain storage materials.

Access
Patrons requiring larger runs of materials from LAD or PC should arrange with Storage staff in order to facilitate convenient access.

Patron or staff review of multiple volumes from Paged Collection in the Library East Reading Room is handled at the discretion of the Storage Coordinator, or in his/her absence, the Circulation Supervisor. Use of Paged Collection materials in is normally arranged on an appointment basis Monday through Friday, 9 a.m. to 5 p.m.

Circulation
Bound periodicals are available for a three week loan period, even if their loan periods might have been shorter in the active collection. Monographs are available for their normal active collection loan periods. Items are renewable through normal circulation procedures.

[1] See Limited Circulation Collection, Management Policy as stated in Collection Management Bulletin, No. 6.12