Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting

1. Preliminary Planning for a Combined Consumer/MedicalLibrary in a Hospital Setting MAC/MLA Annual Meeting-Oct. 14, 2004Deborah A. Thomas, MLSGreater Baltimore Medical CenterJohn E. Savage Medical Library

2. 500 mailed/ 220 completed 200-300 beds, residency programs most have over 2,500 sq. feet 31% are currently planning 34% will be planning within the 5 years Results of Hospital Library Survey Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

3. 300 bed community hospital; 2,000 employees 5 residency programs, radiology school 1 FT librarian; 1 FT library assistant 170 journals, 100 e-journals, 2,000 texts, no consumer health materials, 4 user PC’s, seating for 15 Closing of Women’s Resource Center Greater Baltimore Medical CenterJohn E. Savage Medical Library Background information Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

4. Read Seminar attendance - “Establishing successful consumer health resource centers” Local library visits Site visit to combined medical/consumer library Women’s health fair survey Become a library planning expert Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

5. The Planning Process I. Assessing the existing spaceII. Developing a vision for the new libraryIII. Setting prioritiesIV. Completing the library programV. Working with the architect Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

6. Complaints/compliments over time Survey your users Talk to library staff and volunteers What services, equipment or staff will be added Analyze current and potential users Calculate collection growth rate Decide technology needs I. Assessing the existing space Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

7. Consumer health library Compact shelving Group study/support group room Document scanning equipment Closed circuit TV system? Increased number of PC’s Better location….increased head count? I. Assessing the existing spaceWhat new services, equipment or staffwill be added ? Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

8. Current library Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

9. Allotted space may drive this Form special committees “Library as a place” Emphasis on e-resources ? Flexible space Convenient location Combined consumer/medical library II. Developing a vision for the Library (cont.) Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

10. II. Developing a vision for the library“The medical library is to the hospital what the central nervous system is to the body -- the place where intellect, learning and information converge. The library should be not only a resource for clinicians and patients to find answers, but also a physical space which fosters reading, studying and academic growth. Our goal is to design and build a new library which reflects our dedication to excellence.” Thomas F. Lansdale, III, M.D.Chairman, Department of Medicine Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

11. Trying to keep a balance ... Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

12. III. Setting priorities • Kickoff meeting forbrainstorming • User survey for rankingwhat’s important • Location, location, location! Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

13. A narrative description of constructionrequirements with stated goals, listing services and functional areas with recommended square footage needed. Hire a consultant to write Enlist the Library Committee Engage your supportive administrator IV. Completing the libraryprogram Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

14. Library program requirements General - objectives, vision, operating hours, access, securityCollections - books, videos, journals, etc and growthUsers - activities, growth, seating neededStaff - activities, growth, space neededLocation - adjacencies, accessibilityFurnishings/equipment - carrels, book trunks, PC stations, copiers, carpeting vs. wood flooring , etc.Construction features - lighting, sink, archival temps, floor load, built-ins, special collections , data drops, etc. Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

15. Ask about their library design experience Share information and different perspectives Make vision and priorities clear Take library consultant to first few meetings Always bring the library program to meetings Document meetings Bring in shelving designer V. Working with the architect Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

16. All major areas blocked out Entries noted Linear adjacencies discussed Relationships, Access Work flow Pre-Design Studies or Schematic Design Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

17. Schematic Design Stacks Storage Meeting Room Computers Reading/Seating ConsumerLibrary Reception/DirectorWork Room Public entry Staff entry

18. Space Program Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

19. Final Design? Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

20. Lobby furniture adjacency Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

21. Fund raising success • 40th Anniversary construction campaign • Two Donors! • “We needto meet the librarian.” Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

22. Take charge from the start Be attune to political dynamics Refer back often to the library program Don’t be pressured into quick sign-off Discuss progress with staff Negotiate for what you believe is vital Post the preliminary designs Always have a tape measure on hand Some useful tips Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

23. Top 10 Possible Problems or Pitfalls 1. Architectural firm has never designed a library! 2. Lack of continuity; time lags; intense activity followed by no activity3. Lack of communication 4. The library is not the main focus5. Drifting from the library program6. Lack of documentation of architect meetings7. No provision for growth8. Location changes/Design changes(4 proposed locations since 2002)9. The old “form over function” issue10. Will we ever get there in my lifetime? Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

24. Resources • “Creative Planning of Special Library Facilities” Mount, E., NewYork: The Haworth Press, 1988 • Space Planning in The MLA Guide to Managing Health Care Libraries. Labree, R. 2000 New York: Neal-Schuman Publishers. • “Redefining Library Space: Managing the Co-existence ofBooks, Computers, and Readers.”Thomas, M.A.J Acad Lib vol 26 (6) 408-415 • www.nlm.nih.gov/building/planning.html NLM website “The Library as Place Planning Resources” Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC

25. The End ! Questions? Deborah T. ThomasGreater Baltimore Medical CenterJohn E. Savage Medical Library6701 N. Charles StreetBaltimore, MD 21204443-849-2531dathomas@gbmc.org Preliminary Planning for a Combined Consumer/Medical Library in a Hospital Setting-GBMC