In October 1964, Brown University proudly opened the new John D. Rockefeller, Jr. Library, designed both for effective research and undergraduate use. In the initial planning, careful consideration was given to assure the University that the building provided an efficient environment for library services and functions. The area for Acquisitions and Cataloging, or Room 104, was created for a manual, card-based, off-line environment. Furnishings, as well as equipment, were acquired to support work carried out by pencil, paper, and typewriter. These modes of operation were, of course, progressively superseded and replaced, as the units evolved into Technical Services; however, modification of the infrastructure needed to support these changes lagged behind.
Over the years, the number of workstations increased, but did not keep pace with the work-driven use of online technologies. The numerous Technical Services staff in Room 104 involved in the acquisition and cataloging of print and electronic resources had to share 8 PCs and 17 terminals arranged in clusters. This arrangement limited access to online resources, which were in virtually constant use, to rigidly scheduled times, which often slowed and complicated individual and departmental workflows.
In March 1996, Frederick C. Lynden, Associate University Librarian for Technical Services, appointed a Task Force*, headed by Patricia E. Putney, Head Acquisitions Librarian, to look into the rewiring of Room 104 to improve electronic access. It was recognized that it would no longer suffice simply to add to the existing conglomeration of electrical and network wiring without the addition of the space, design, and equipment upgrades necessary for a productive work environment. It was quickly realized that upgrading wiring and equipment would not be possible without some renovation. Indeed, the wiring requirement had to be met by the selection of furniture which could carry electrical and data wiring to the desktop and did not require significant architectural reconstruction to the area. While the need for renovation was apparent to everyone, improving a large staff workspace was difficult to fund out of the Library's existing budget or to match with a donor's interest. In spite of this, the Task Force forged ahead with planning.
The results of the surveys of, and consultations with, staff regarding their needs were finalized in the summer of 1997, and Diane Hanley, an architectural consultant with the firm of Robinson, Green & Beretta, was retained by Facilities Management to assist the Library in moving from the assessment to a concrete plan. The planning process unfolded with close cooperation between the Task Force, the Department Heads, Mike Benjamin, the Project Manager from Facilities Management, Diane Hanley, the Library Administration, and the entire Technical Services staff.
With the help of the manager and the consultant, the Task Force produced floor plans which redesigned the entire room. They provided individual computer workstations for staff, additional stations for student workers, new workspaces for managers and Department Heads, and the reconfiguration or removal of equipment and materials no longer needed in the space. Three floor plans and several workstation alternatives were provided to the entire staff for review and comment. When they were finalized, the resulting specifications and cost estimates were sent out to bid by Plant Operations in February 1998.
In light of the challenges faced in securing funding for the renovation, efforts were made throughout the planning process to keep the project costs down. For example, the Library took advantage of scheduled building maintenance activities, including painting of Room 104, to accomplish work that would otherwise be part of the project's budget. In addition, the floor plan and bid specifications for the furnishings were chosen to enhance the operation of the existing HVAC system and avoid a costly overhaul.
The careful planning paid off when Merrily Taylor, Joukowsky Family University Librarian, designated unrestricted gift funds to the project. Ms. Taylor also allocated some funds to purchase fifty new computers for Reference and Information Services. As a result, PCs from the Reference clusters could be relocated to the new Technical Services workstations.
Final plans called for a two-phase installation to take place in late spring and early summer of 1998. By consulting with the staff affected every step of the way, the inevitable disruption resulted in minimal conflict and disappointment. The project was completed in August, after a total of three months of displacement and construction. The new workspace has been a tremendous boost to staff morale, and, at the same time, it permits staff easier, direct access to the online resources which are integral to their work.
The renovation moves forward on one of the major goals for the 21st Century Library which states: "Every staff member should have a fully functional, multi-format workstation on his/her desk." By allowing staff to take advantage of technology and automation to enhance work quality, accuracy, and productivity, the result will be an improvement in service to users of the Library's collections and online catalog, Josiah. Everyone involved deserves to be congratulated for the efficient, creative group effort which brought this first major renovation of a staff area in the Rockefeller Library to a successful outcome.
Patricia Putney
*Patricia Putney (Chair), Tatyana Badalyan, Yvonne Federowicz, Henry Gould, Dorene Morin, Howard Pasternack, Barbara Schulz, and Gretchen Yealy.