MANAGING LIBRARY RESOURCES AND SPACES

You must manage shipboard library resources effectively. Effective library management maximizes the use of library spaces, equipment, facilities, collections, staff, and funds in military situations where change is a constant factor. Planning at all levels for library development should reflect both short- and long-range goals, budget cycles, changes in the activity's mission and logistics support responsibilities, department wide programs, and advances in professional library technology, materials, and services.

Records and Reports

To ensure the effective use of the library staff, library program priorities, and to develop its collections and services, the library must have reliable data for the analysis and evaluation of its functions and internal controls.

Commands afloat are encouraged to require regular management reports on operation and use of shipboard general libraries. Basic simplified records and files for library operations and management of library resources include the following:

Catalogs and inventory lists of library materials in the collection. (See chapter 9 of the General Library Manual.)

Card shelflist of library materials (hardbound books and audiovisual materials) constituting the official inventory record of the library's collection.

Circulation records for library materials.

Records of magazines and newspapers ordered and received.

Copies of the Naval General Library Manual, NAVEDTRA 38021, and a file of the Naval General Library Services News Memorandum.

Copies of stock and special order requests for library materials.

Local ship's library directives.

Supplies and Equipment

Supplies and equipment for general libraries are procured from local funds available to the command. Many general office supplies are available through the Navy and Marine Corps supply systems and through GSA stores stock.

Library forms (library book cards and pockets), Department of Defense (DOD) forms, and standard forms useful in libraries are also listed in appendix Dg of the General Library Manual. Obtain these forms by using the procedures in the Unabridged Navy Index of Publication and Forms, NPFC Pub 2002, for Navy libraries.

Obtain special library supplies and forms not in general use (for example, labels and book repair materials) from commercial library supply sources.

Facilities

The library should provide secure facilities for the library's collections, adequate space for processing and administering the library's resources, and pleasant and comfortable seating, study, listening, and viewing areas for library users.

Physical Layout of the Shipboard Library

The Department of the Navy establishes guides for the physical layout and equipment of shipboard ^libraries. The intent is to encourage better use of available space and promote the library as a multimedia learning center.

Requirements for shipboard libraries for new ships are included in General Specifications for Ships of the U.S. Navy, NAVSEA S9 AAO-AA-SPN-010/GEN SPEC. Details on plans for libraries of newly constructed or converted ships are given in the Shipboard Habitability Program, OPNAVINST 9640.1.

The Habitability Manual, NAVSEAPUB 0933-LP-005-8010, and the U.S. Navy Shipboard Furniture Catalog, NAVSEA 0933-LP-005-5050, include details for library planning, ship's library layout, and library furnishings.

SIZE OF SPACES.- Afloat library space will vary with a ship's type, class, and hull layout. Table 5-1 should be used as a guide for minimum standards for a ship's library area, seating, and shelving.

Table 5-1.-Ship's Library Minimum Criteria for Library Area, Seating, and Shelving

LOCATION OF SPACES.- Where options are available, the following requirements should be met:

The library should be located as far as possible from areas having high noise levels, such as machinery spaces, galleys, or directly under flight

^decks.

The ship's library should not be next to heat-producing spaces, such as uptakes and firerooms.

^{The library should be located for convenient} access by all the crew, preferably near the ship's store and other personal service areas.

Library locations amidships are preferred to reduce the effects of ship motion.