Collection & classification
Discuss size, organisation and coherence with the collection managers. Special formats and treatments are mentioned separately.
Libraries & archives
The collection is moving.
Coherence counts.
Books, files and archive series must also be able to be found after the move. VM360° connects inventory, labelling and placement sequence with logistics preparation.
Kurt Van Synghel coordinates collection managers, building managers and implementing partners. With attention to structure, treatment and agreements regarding accessibility.
The collection manager as an important partner
The existing order is the starting point.
An archive series, field or depot has its own structure. We discuss in advance how this order will be translated to the new location and which exceptions require attention. This way, everyone involved works from the same placement agreements.
Collection managementFacility & building managementUsers & servicesExecutive & specialist partners
Preparing accuracy
Six elements of a collection relocation.
Labeling & traceability
Connect the original location with the moving carrier and destination via an agreed identification method.
Racks & destinations
Coordinate numbering, available space and placement order before transferring the collection.
Routes & treatment
Discuss passageways, lifts and protection with the implementing partners. Vulnerable parts require coordination with specialists.
Consultability & access
Adjust phasing and any temporary restrictions to users, services and access agreements.
Control & transfer
Specify samples, installation control and follow-up of deviations in advance with the client.
From inventory to accessibility
An approach in defined phases.
Analysis
Mapping collection size, classification, shelving and accessibility.
Read more →Preparation
Coordinate label strategy, destinations, readiness and move order.
Read more →Execution
Follow up on progress and agreed controls with the teams involved.
Read more →Transfer
Assess placement and outstanding items and record appointments for aftercare.
Read more →Labeling and installation plan
Each moving carrier is given a clear destination.
We tailor the identification to the collection and the chosen means of removal. The link between source location, content series and destination is agreed in advance and explained to the implementers.
If the layout changes, we prepare the translation to the new racks together with the administrators. Uncertainties will be resolved before the relevant part moves.
Original location
Record the existing numbering and order as a recognisable reference point.
Moving carrier
A unique identification and agreed registration connect the content to the destination.
New location
Identify racks and shelves in a recognisable manner and check the intended installation order.
Concrete for your project team
A useful overview for every transfer.
The depth of inventory and registration is agreed in advance. Existing management systems and knowledge of the collection managers form an important basis.
- ✓A defined collection scope and overview of exceptions
- ✓A labelling strategy with source and destination locations
- ✓A phasing per depot, floor, field or archive series
- ✓Practical instructions for treatment and installation
- ✓A control plan with agreed samples and notifications
- ✓An overview of deviations, actions and transfer agreements
Availability during transition
Accessibility requires own agreements.
We discuss which collection parts should remain available and when temporary restrictions are possible. The organisation determines how users are informed about this and how urgent requests are handled.
For confidential files, access, packaging, temporary storage and transfer are coordinated with the responsible administrators.
Prepare for commissioning
The destination and control are part of it.
Room ready
Have availability of racks, accesses and agreed environmental conditions confirmed by responsible services.
Building Readiness →Follow up on placement
Use agreed samples and checks to register deviations and follow up on corrections.
Capture transfer
Assess with the client which parts have been transferred and which actions still require a responsible person.
Aftercare & evaluation →Frequently asked questions
Can part of the collection remain accessible?
We are investigating with the administrators what phasing is possible and what restrictions are necessary. Availability and communication are agreed in advance.
Do you work with our existing classification?
This is the starting point. We tailor the labelling and zoning to your organisation and record any changes together.
What if the new rack layout is different?
We prepare a placement plan with the administrators involved, so that the relationship between old and new locations is clear before implementation.
Who handles vulnerable heritage items?
The treatment is determined with the administrator and appropriate specialists. The agreed implementing partners take care of the work; VM360° coordinates the coherence.
Do you also supervise internal archive moves?
Yes. Another floor, depot space or temporary storage may also require preparation and coordination. The assignment is adapted to the size and complexity.
Your collection as a starting point
Prepare the move together with your administrators.
Discuss with Kurt Van Synghel what structure and guidance your project needs.
Arrange an introductory meeting →