Strategies and workflow patterns:

1. Designate the goal that is hoped to be achieved in concrete terms.   For example, if a section is being weeded because it is overcrowded, then make an estimate about the final number of books to be transferred or describe how individual shelves should look when the transfer is done. Do we want to thin it out or reduce it to a working collection? (Bill, Anne, MAT, Dot)
   
2. Consult Planning for an Annex Transfer to communicate with Annex staff previous to beginning a major transfer. (Annex Liaison)
   
3. Establish clear guidelines about the decision making process of transferring or withdrawing books from the collection (see Checklist for Decision Making). What is the basis for transfer-- a bibliographer’s judgment about the usefulness of books, a computer generated list, or a combination of both? (Bill, Anne, MAT)
   
4. Pull only one truck at a time and do not pull any more until that truck has been sent to the annex. Clearly mark what decision you have made on each piece for review with Dorothy Evins.  Make sure to keep books in call number order on the truck as you work. (Bibliographer)
   
5. If book will be sitting in an office for more than 1-2 days, charge books on truck to pseudo-patron number 205174 "Annex Review" ( this number has a three week loan period). (Collection Maintenance Staff or Circulation Staff). 
   
6. Arrange regular times for review of the material for transfer and/or withdrawal between the bibliographer and the librarian (Dot Evins). If a bibliographer or a librarian plans or must be absent from work, let the Annex Liaison know so that the Annex can be notified of empty weeks. (Bibliographer)
   
7. Watch for physical repairs or record maintenance needed.   Consult with Divinity Cataloger or RS Preservation team as needed.
   
8. Give truck to MAT who will supervise students to discharge and change locations on books to be sent to the Annex.
   
9. If possible, use the yellow carts owned by the Library Messengers/Mail Room for transfer.  If yellow trucks are unavailable, Divinity Library trucks may be used with instructions for shrink-wrapping.   Make sure books are in call number order and are sent in sequential order to the Annex. Communicate with mailroom staff to coordinate the use of  yellow trucks. (Annex liaison)
   
10. Communicate with Peggy Earheart (297-6302) at the Annex about their desired patterns for transferred materials. Do they wish to receive material only on certain days from the Divinity Library? How often can they process a full yellow cart of material? Ask the Annex to give advance warning to the Divinity Library annex liaison if they expect a change in what they are able to receive. Check-in with them periodically to see how things are going. (Annex liaison)
    
11. Keep an ongoing list (See Annex Log: Word 7 doc) of what call number ranges have been transferred to the Annex so that estimates of what remains to be sent can be more accurate. (Annex Liaison)
    
12. Review in weekly staff meeting any problems that arise or report any changes in the pace of the project. (Annex Liaison)