The Layout of the Stack Room Is as Storage Space for Library

Materials that Are Expaid / no Longer Needed in the Library:

Case Study at the Sultan Abdul Samad Library

Ahmad Fahmi Kurniawan and Alif Salman Al Farisi

Library Studies, Faculty of Vocational Education, Universitas Airlangga, Indonesia

Keywords: Space, Stack Room, Standard.

Abstract: This article aims to find out about the condition of the untreated library room and was impressed to be a

warehouse of books in the Library of Sultan Abdul Samad (PSAS), Universiti Putra Malaysia (UPM). This

study uses a qualitative approach with a case study in a room in PSAS namely the Stack Room. Data collection

techniques are carried out using interviews and question and answer on the part of the user service

(Circulation) that is responsible for managing or supervising the stack room. This study describes the stack

room condition in PSAS which contains a collection of library materials that are not used either the

information in it that is not relevant or cannot be accessed again because the library material every year will

always increase, then the library materials acquisition program to be reviewed . In PSAS also has a library

standard itself related to storage space and reading room to provide a sense of comfort to users. After tracing

the standard, a room layout stack is not found. Where conditions in the field are very poorly maintained but

arranged according to the subject of classification from the library of congress (LC). This study aims to

determine a good library layout to provide user comfort and satisfaction. Where we study spatial planning

based on standards from a library room in Indonesia issued by the Indonesian National Library (PNRI).

1 INTRODUCTION

Processing of information is an important thing to do

to maintain sustainability and also the value of

information contained in it. The large amount of

information flowing fast enough as technology

develops makes the library as a vehicle for education,

research, preservation, information and recreation to

increase the intelligence and empowerment of the

nation (UU RI No. 43, 2007) to review collections

owned so as not to experience an 'overdose' collection

(Anonymous, 2007). The new collections arrived at

the Sultan Abdul Samad Library (PSAS) with more

comprehensive information making new collections

require new storage shelves.

Collection processing is usually through annual

activities called stock havens where the library will

re-record the collection to find out whether the books

being borrowed or detected are missing or missing. In

the stock opname activity, we also know how many

collections there are, so the library will be more aware

of the collections they have with the storage capacity

they have. If there are too many collections that are

not needed, libraries can delete or eliminate

collections that are not used or are not valuable. But

it will be a problem if it turns out that the collapsed

collection turns out to still have useful information

value.

The problem that arises is that the library room

will be full of bookshelves and selfish towards the

reading area which is actually also a library service.

The division of space or spatial planning that is done

wisely will be able to make the library a convenient

place to access information. The library layout is one

of the ways to create a conducive and pleasant

atmosphere in the library by efforts to compile library

furniture and equipment in the right layout and

arrangement and workplace arrangements so as to

provide job satisfaction for librarians and library

users efficiently and effectively in a library (Azwar &

Rusli, 2016).

PSAS itself has allocated a portion of the space

for the "break" collection which has been rarely used

for several periods. The room is in the main library

precisely on the 2nd floor next to the general

bookshelf and reading room. The books contained in

it look neat on the shelf, but for the maintenance of

the room as a whole is still not maintained. At the

Kurniawan, A. and Al Farisi, A.

The Layout of the Stack Room Is as Storage Space for Library Materials that Are Expaid / no Longer Needed in the Library: Case Study at the Sultan Abdul Samad Library.

DOI: 10.5220/0008666400002300

Paper published under CC license (CC BY-NC-ND 4.0)

In Proceedings of the 3rd International Conference on Record and Library: Local Knowledge, Past, Present, and Future (ICRL 2018), pages 5-8

ISBN: 978-989-758-712-2

beginning of opening the door, the book trolley that

was located irregularly with the books still on it, the

piles of books in cardboard and outside of the box and

some other collections with an asymmetrical shape

that floated on the floor seemed to be laid out. The

lack of employees or staff for the management of the

housing is the reason for PSAS by reason of the

decrease in revenue from the university.

2 LITERATURE REVIEW

2.1 Information Spatial Planning

Spatial planning is a way to create a conducive and

pleasant atmosphere in the library. The neatly

arranged rooms and books that are also arranged will

make a library feel comfortable so that library users

are interested in reading books and lingering in the

library. Each library, both public libraries, schools,

colleges and special libraries, has information spatial

standards which have been listed in the National

Library Standard guide book, in 2011. The library's

spatial conditions have a very important role in

attracting readers to read libraries. Each visitor will

certainly assess the quality of the resources available

in the library, including library layout (Perpusnas,

2011). That includes buildings, furniture, and

equipment (infrastructure). Where in processing the

information spatial arrangement must create a good

room conditions (National Library of Indonesia,

2011) include:

a. Lighting

Every room in the library has its own lighting

standard. The most important thing in regulating

lighting in a library is to regulate the darkness of the

room which aims to provide visitors the comfort of

reading while maintaining eye health.

b. Humidity

Humidity must be regulated in order to create a

comfortable library, where humidity also affects the

care of library collections. In the standard:

• Collection space must have humidity 45 - 55%

• Microfilm Collection Room must have

humidity 20-21%

c. Temperature

The temperature must be regulated so as not too hot

and not too cold, the normal temperature in the

arrangement of the library layout in the reading area

of the library, the collection area and workspace is 20

- 25

Celsius.

2.2 Weeding

According to the ITB (Institute Teknologi Bandung)

Standard Operating Procedure for weeding library

collections is an activity of removing unused material

from library collections. Whereas according to

Urwanto the criteria for library material that will be

included in the weeding category is MUSTIE which

is an acronym for (Urwanto, n. d.):

• Misleading: Accuracy

• Ugly: Physical condition of the book

• Superseded: There are new and not up-to-date

prints

• Trivial: Interested or not

• Irrelevant: Not according to the needs of library

users and vision and mission

• Available elsewhere: Collection elsewhere.

3 RESEARCH METHOD

This research uses descriptive qualitative method

with the person concerned and at the same time

responsible for the service. This study was written

based on the data obtained in the library and

interviewing some librarians at the Sultan Abul

Samad Library (PSAS). Researchers have a special

position, namely as a planner, implementing data

collection, analysts, data interpreters and reporters of

the results of their research (Moleong, 2017). In this

study the instruments used can be in the form of list

checks, documentation results, and field observation

activities, etc.

Data collection techniques used by researchers are

interviews which are questions and answers

conducted to obtain information or information about

something. This technique is a technique obtained

directly by observations in case studies related to

research and also the interaction between researchers

and librarians in charge of face-to-face service.

Data processing can use the following methods:

a. Data Preparation

Researchers prepare field data data that has been

collected such as field record data, records, and

photographs related to the research. Data in the form

of recordings of activities until the conversation will

be copied in writing, if the data in the form of photos

will be attached to the research and described in

accordance with the attached photo.

b. Data Selection

After all the preparation of research data, researchers

will select data related data to fit the object that the

ICRL 2018 - 3rd International Conference on Record and Library

researcher raised as a problem study. Field data that

is not included in the research object category will not

be used.

c. Data analysis

Researchers analysed data interactively face to face

and argued that took place during the study. The

researcher did two things in analysing the data.

• Data reduction

This activity is a process of critical and interactive

thinking that has intelligent ideas and has extensive

experience. Since research is a new person in

conducting research, researchers do data reduction by

grouping and discussing with friends or other experts.

• Presentation of data

Qualitative data is usually presented in the form of

images, graphs, and tables related to objects observed

during observation activities.

4 RESULT AND DISCUSSION

4.1 Stack Room

Stack room (weeding) is a solution that is carried out

by PSAS as a place of old collections or collections

that have not been reconciled for a long time. In this

room collections are rearranged according to the call

number and treated as they should other collections.

The stack room collection in PSAS is still in the

system but it cannot be borrowed anymore but can

only be referred to in the place with the application

form provided by the library. The storage period for

stack room collections varies depending on the library

policy and the state archive manager. The stack room

is different from the general collection rack which is

mostly open and easily accessible, but the stack room

is more closed and has limited access (Bidang

Sumber Daya dan Organisasi, 2014 ; Harisanty,

2019).

The stack room will be the place where the most

recent collection of obsolete and unused collections

before deleting is often ignored of its management.

Librarians and staff sometimes assume that the stack

room is only for places to place collections without

management or arrangement according to the call

number. As a result, the stack room is like an unkempt

and very messy room. In the stack room itself, there

are many old books whose sheets are yellow and very

fragile, because of inappropriate storage and

maintenance, it will make the book more fragile

(Srimulyo et al., 2020).

The stack room maintenance at PSAS has not

been fully managed properly, they have a stack room

but due to lack of processing and maintenance the

stack room is very dusty.

4.2 Condition of Stack Room (Close

Access)

Based on the room size, the stack room (Close

Access) is not larger than the open service room

provided by PSAS. Where in the room does not

reflect aspects of supporting librarians, psychological

users, the beauty of spatial planning, and security.

Because in the room is very dusty and untreated.

When users want to find collections in the stack room,

the user must first report to look for the collection to

the librarian (Moleong, 2017).

• Temperature

A collection room should have the same factors as

temperature, lighting, storage, etc. To enter the room,

visitors must wear masks and be guided by librarians

who are responsible for managing the stack room,

because if visitors enter the stack room they will

breathe less fresh air that has been mixed with dust.

The temperature of the room in the PSAS Stack Room

is set using air conditioning.

• Lighting

Lighting in this room is only lit when there are

visitors who have requested the librarian to borrow

collections in the stack room. Some lights when

turned on are not fully lit and need a new lamp repair

or replacement.

• Storage

The storage system in this room has a shelf that has

been arranged according to the classification system

but there is still a collection that is still located on the

floor and has not received treatment from the

librarian. The librarians neglected and considered the

collections in the stack room were no longer used as

evidenced when we asked about why this book was

not fully arranged like on the shelf in the general

collection. The librarian reasoned that employees

were few and rarely entered.

5 CONCLUSIONS

In processing library materials have the responsibility

to manage both collections needed and those that are

not needed until it is needed again. Every supporting

factor for storing library materials must be provided

by the library from the room, bookshelf to the

collection maintenance process.

The stack room at the Sultan Abdul Samad

Library has adequate space and supporting factors

The Layout of the Stack Room Is as Storage Space for Library Materials that Are Expaid / no Longer Needed in the Library: Case Study at

the Sultan Abdul Samad Library

such as air conditioning and adequate bookshelves.

Bookshelves have also been classified according to

the Library of Congress (LC). However, in reality the

management procedures still need to be applied in

accordance with the management of library materials

as they should. Like the application of a suitable

space for storing library materials where the library

must be able to provide a temperature, humidity and

lighting arrangement.

REFERENCES

Anonymous, 2007. UU RI: Perpustakaan.

Azwar, M., Rusli, A. N., 2016. Manajemen tata ruang

perpustakaan pesantren madani Alauddin Pao-Pao

Makassar. Al Maktabah, 15, 1.

Bidang Sumber Daya dan Organisasi, 2014. Standard

Operating Procedure (SOP): Penyiangan Koleksi

Perpustakaan. Kantor Wakil Rektor BIdang Sumber

Daya dan Organisasi, Institut Teknologi Bandung,

Bandung.

Harisanty, D., 2019. Special libraries’ services for

governmental institutions in Indonesia. Library

Philosophy and Practice, 2019.

Moleong, L. J., 2017. Metodologi penelitian kualitatif.

ROSDA, Jakarta.

Perpusnas, 2011. Standard Nasional Perpustakaan (SNP) :

bidang perpustakaan umum dan perpustakaan khusus.

Perpustakaan Nasional RI, Jakarta.

Srimulyo, K., Harisanty, D., Atmi, R. T., Kurniasari, M. P.,

2020. Development of literacy culture in multicultural

country. Opcion, 36, Special Edition 26 : 245‑259.

Urwanto, E., s. d. Penyiangan Koleksi Perpustakaan : Studi

Kasus di Perpustakaan Bung Karno Blitar. Blitar.

ICRL 2018 - 3rd International Conference on Record and Library