8 Planning and internal organization of building

Dr Anil Dhiman

1. Introduction

The libraries are the place where documents, especially the books and periodicals are housed for the readers. Depending upon the nature, the libraries may be the Academic, Public or Special Libraries. However, Indian Standard Design of Library Building has divided the libraries into four types, namely, public, academic, institutional and dormitory library. Here, special libraries are included under institutional libraries, because they are attached to research organization, industry, or government department and professional institutions.

Anyhow, special library is a term used for the library that is neither an academic, school, public or national library. Special libraries are those libraries which are attached to a specific type of institution and cater the needs of readers of that particular organization to which they are attached.

Johnson (1915) has stressed over the ‘service’ part of a special library. He has specifically ranked its service as more important than the subject value.

Ridley (1925) has considered ‘subject’ as the most important aspect in a special library. He says, a special library is “a collection of information covering a specific field which may be administered by special staff and for services of limited clientele”.

While according to White (1984), ‘clientele and materials’ are the most important aspect of a special library. He says ‘a special library deals with a specialized clientele or specialized material or with a combination of both’.

Therefore, clientele (readers), subject and services are three important aspects in special libraries. Hence based on above three definitions, a special library may be defined as “the libraries which contains special materials on special subject for the special clientele”.

Thus, Business and Trade & Industry Libraries, Children Libraries, Government Libraries, Hospital Libraries, Mobile Libraries, News Paper Libraries, Prison Libraries, Research & Development Libraries, Socio-Economic Development Research Institute library and Visually Handicapped / Mentally Retarded Libraries may be considered as the special libraries.

2. Elements for the Building Plan

Elements are the essential or characteristic part of something abstract. The elements of building plan, according to Wilstead (2007) include the following:

2.1. Goals

The goals describe client goals, building purpose, and potential building occupants and the users.

2.2. Design Standards

This reflects architect and client agreement on such issues as flexibility of use, building maintenance, and institutional image, and their relation to building aesthetics and flexibility of use.

2.3. Contents

The contents outline the building contents and collections by collection type, quantity, and expected level of growth.

2.4. Building Spaces

It describes rooms and the relative size in square feet.

2.5. Adjacencies

This describes relationships of rooms based on their functional needs.

2.6. Environment

The environment defines temperature, humidity, lighting, and working area requirements.

2.7. Patterns of Use

It describes the client use of spaces and the type of activities that are carried out in the specific areas.

2.8. Furnishings

It lists the equipment and furnishings with an indication of whether equipment will be provided by or purchased by the client or be a part of the building contract.

3. Librarian’s Briefs for Library Building

The planning of library building is a team work that requires a formation of library building committee to look after the matter of whole of library building construction.

But as Webber (1969) says, one could easily continue with a list of mistakes and frustrations which librarians face when planning and seeing through the construction of new facilities. So, briefing on important points is essential to be made by the librarian in advance for library building. Some important briefing points include:

Activities of library functions and the objectives of library
Clientele
Regular users
Potential users
Automation
Computer system
Networking
Size of the library
Location
Site
Access
Space management
Stack for books/printed material
Reading Room
Staff Room
Seminar and meeting hall
Stack for non-book material
Front elevation
Interior design
Entrance and gangways
Exit and control
Air conditioning and lighting
Equipment and furniture
Future extension
Location of different sections
Librarian and other staff offices
Above activities are to be briefed by the librarian before starting of library building process.

4. Library Building Committee

Library committees are a tool of library management, so it is good for library directors and other librarians to have an idea of what they can accomplish and when they might advantageously be put in place (Shofner, 2004). Shofner further adds that special libraries generally operate on a smaller stage than do academic libraries, and have a more focused constituency than the public library. This helps define the role of a library committee attached to a special library. It is less likely to be political (although almost any organization has a share of politics) and does not have to accommodate as wide a range of demands.

A library building committee for establishing a special library usually consists of:

Architect
Librarian
Library Consultant
Interior Decorator
Head of the Institute
Members from administrative staff, board members and other officers of the institutes.

4.1. Architect

An architect is the leader of designing team of any building. He usually assess the needs and analyze the problems likely to be arise in different fields of service, so he is expected to be competent one to design a functional and attractive library building with in the assigned budget. He is who creates the design of the building as specified by the librarian. But there should be coordination in between the librarian and architect.

Commenting on the coordination of architect and the librarian, Thompson (1977) says, “to leave an architect without an adequate brief is not to liberate his genius, but to limit his potential: an architect is a specialist in designing to meet client’s requirements, not in guessing what these requirements are or should be”. Hence, both the librarian and the architect should work with good understanding. But in case of any dispute arise in between the architect and the librarian; the matter should be referred to the administrative authorities, especially the head of institute.

4.2. Librarian

If we talk about the librarian’s role, he has the prime role in planning of the library building. Librarian’s planning begins with the assessment of the library ‘s total contribution to the organization, securing a viable and sizable financial grant, drawing up priorities and relationship with other institute culture and services, looking to the detailed organization of the library’s resources particularly the reader’s service.

Librarian develops a working relation with the architect. He is the person who also closely works with the building committee and briefs the library plan and actual needs of the library to the architect. Librarian makes sure that each room is planned well with the predesigned layout.

4.3. Library consultant

A library consultant is the person who assists the librarian in planning. He has to determine functional relationship between various parts of the structure with the assistance of librarian. He brings the whole work with a wide experience of library planning and also evaluates the plans and proposals.

4.4. Interior Decorator

Interior decorator designs the interior portion of a library building in such a way that it could attract the users as well as give ‘calm’ to them while they use the library for long hours.

4.5. Head of the Institute

All the decisions made by architect, librarian and the library consultant are put to the head of the institute for final approval. However, the head of the institute can delegate the authority and responsibility to the building committee or can nominate a responsible person for the same purpose.

4.6. Other Members

Other members of the building committee work towards a common goal of developing a good library building in economic way with the stipulated budget.

5. Planning of Special Library Building

The planning of a new library building is a deliberate and preferred manner of preparing a library for providing service in the future. Like, other libraries, the planning of special library building also require efficient working and thorough understanding of needs of the users, objectives and functions. However, the major aim should be for the development of ‘best building’ keeping in view the cost-benefit analysis.

Generally, the planning for library building includes following steps:

Preplanning activities
Physical facilities and environment
Clientele
Location of site
Budget
Finalization

5.1. Preplanning Activities

These activities include gathering the information including internal information through visiting other libraries, discussing with other colleagues and experts, attending seminars, exhibitions, conferences and reading the relevant literature on library building. Based on them, a proposal is made by the librarian who incorporates general features like, objectives, type, status and location of the library to be established, facility to be provided and statistics about existing library along with resources required for implementation etc.

5.2. Physical Facilities and Environment

The marketing of services, quality of services and the customers (users) are kept in view while go for physical facilities and environment consideration. The physical environment needs to be improved because customers are ultimate judge of the service to be provided by the library in long run and it help to reinforce the proposed position and image of the organization through physical environment.

5.3. Clientele

It includes the understanding of clientele (users) in terms of characteristics, styles, idiosyncrasies, needs, opinion, priorities, preferences, evaluations, attitudes and behaviour. Earlier studies may provide clear and direct input for creating appropriate physical facilities and environment. Therefore, nature of the users, pattern of usage, age and status differences must be given due consideration along with the psychological and behavioural patterns of the clienteles while go for planning a library building.

5.4. Location or Site

The proper location of a library will substantially influence the extent to which its services will be made-use of by the staff of the organization. So, the location of a library should be such that it is conveniently accessible to those for whom it is designed to serve. A library should be established in serene surroundings, insulated from din and dust. Further, the library should be accessible from outside and from the entrance to different parts of the building by means of a simple and easy to understand plan requiring only a few directions of guidelines.

Indian Standard Design of Library Buildings has also given recommendations relating to its primarily elements. This document can be consulted for full details on https://law.resource.org/pub/in/bis/S03/is.1553.1989.pdf.

5.5. Budget

The budget plays an important role in transforming any thought into reality. It is essential to know how much of the money is with the organization for which the library is going to be established and what services will be provided to their users. Generally a long term budget is prepared for construction of library building. It is essential to ascertain that whether the budget is sufficient or not for the purpose? If not, what types of the services we may suspend for the time being and accordingly the building may be constructed.

5.6. Finalization

The plan is finalized after considering all the factors discussed above. If all the members of library committee are satisfied, then the finance is arranged and construction of the library may started after calling the tenders from the builders or from already approved contractor of the organization.

6. Principles for Library Building Construction

Special libraries tend to have small physical facilities (Cohen and Cohen, 1987), which by and large most of the facilities take up a small corner in a corporate, not-for-profit, or govern- mental complex and function as information-gathering support for certain, circumscribed groups, but the building should be formed on standard principles.

Krishan Kumar has formulated basic principles for the designing of library building. Based on Krishan Kumar, Anonymous (1992) and Dhiman and Rani (2005), basic principles for designing for a library building are:

6.1. Functional Design

Earlier, the libraries were massive and given an impression of monumentality. The libraries were given the monumental look by constructing them with architectural beauty, impressive external appearance, with big hall and stairway, massive interior walls and lofty reading rooms along with the multitier books stacks of low ceiling heights. But the factors like, functionality and expansibility were not given so much importance.

Slowly, the functionality became the prime importance, where many factors worked behind this change and the most important was the growing realization of economy to be pursued both in construction of the building as well as the administration of them. The furniture, equipment, lighting, colour schemes, and in fact everything contribute to achieve such functionalities. So, today a library is expected to have functional design rather than a monument look.

Dahlgren et. al. (2009) mention that there are ten commandants which Andrew McDonald has revised and Harry Faulkner Brown extended on IFLA Library Building and Equipment Section. It gives them a more holistic and human approach about functionality and flexibility of the library building. A library should be functional, adaptable, accessible, varied, interactive, conducive, environmentally suitable, safe and secure, and efficient suitable for information technology as per the IFLA standards.

6.2. Open Access

A library should have the provision of ‘open access system’. But on the other hand, it should have only one entrance and one exit to keep a proper control over the users of library. Further, the height of the book rack should be normal so that the user could easily pick up the books from top most shelves.

6.3. Flexible

There should be an interchangeability of all major stack areas, service areas, reading areas and staff space within the library. So that readjustment could be done in case of shifting or addition of services without going for a major modification. There should not be interior loadbearing wall but building should be able to bear stack load anywhere. Besides, uniform standards of lighting, ventilation and flooring are to meet out the criteria of interchangeability.

6.4 Provision of Areas

There should be a good provision for document, users, administrative and operational staff, service areas and library tools, like computers, Xerox machine, OPACs etc.

6.5. Modular Design

As mentioned earlier, the library buildings were given the monumental looks upto 1920s but little attention was paid towards functionality of the libraries. However, “when the modular revolution began, shortly after World War-II, its critics charged that it would create large numbers of standardized, factory-like libraries (Webber, 1969). But later on, modular designs were accepted in libraries structures to accommodate newer changes.

In modular system, very few walls are there and at most place, the building is supported by pillars which are placed at regular intervals and the load of whole building rest on the columns. In case of emergency or forming a area for new service, some of the internal walls could be readjusted without major disturbances. Metcalf (1965) mentions that the advantage of this modular design is that “a building consisting largely of space that can be used for almost any purpose without extensive and expensive alternations should, in the long run, save money and prevent complications which so often arise as space requirement change”. Thus, today libraries should be modular designed.

Further, all the dimensions of library building, furniture and fittings should be in multiples or submultiples of 10-cm module. This would be the case for tables, chairs, book racks, book trolleys, doors, windows etc. Besides, a column spacing of between 22.5 to 23 feet from centre to centre is suggested.

6.6. Future Growth

A library building is to be planned possible for next few years, keeping view the rate of stock development, number of readers, future expansion of services etc. So, a library should be expandable to allow for future growth with minimum of disruption.

But, a library building should be designed in such a way so that it can be maintained with minimum of staff and the finance.

7. Planning of Library Building in Digital Environment

It is a well-known fact that information & communication technologies have affected all spheres round the world. It is noteworthy to mention that the libraries are also not untouchable of ICT’s effect. But the character of activities and architectural solutions of traditional libraries do not answer the needs of modern information society and particularly its needs on information provision. Hence, some new principles for library have been designed by Jakovlevas-Mateckis et. al., 2004). Though, they are given primarily in the context of public library, but equally they can be applied in case of special libraries.

7.1. Library has to be Multifunctional

The modern library has to be multifunctional and to provide not only informational or other typical library services but cultural, communicational and other extra services as well. So, adequate premises have to be planned for functional part that will give the library a new image of importance.

7.2. Library has to be Comfortable

Comfortableness of service is one of the most important indicators of modern library activity’s value. This indicator includes: easy access to the library building, rational planning of the building and impressive architecture. There should be created a good working environment in the library and arrangement for individual carrels for intensive working and studying users, and well illuminated working places with dividing screens separating each place.Comfortableness also includes – providing the library with soft furnishing, plants, aquariums, soft carpet, large windows, balconies, premises for communication of people with different interests, and provisions with sound and video equipment. This is the accessibility of the collection that is more important demand for comfortableness. The collection has to be located according to library’s collection profile, library’s strategy and expectable users. The whole collection, arranged in subject groups, has to be located in different areas of open stacks.

7.3. Library has to exist in Harmony

Today, the main emphasis is given on green libraries that means, they should provide cool and peace look and also there should be the provision to clear off all the electronic wastage according to standard norms. There should be a balance in thermal illumination. Hence, the library has to be an organic part of the natural and urban environment.

7.4. Library should be Open and Intellectual Communication Institution

The architectural solution of the modern library has to express the image of the library as an open, democratic and intellectual communication institution. This image can be created by planning buildings of “virtual” architecture what can be characterized by “dematerialized” forms of clear, laconic, simple and visible bulks. In the process of making constructional resolutions and choosing the building materials one has to orient on comfortableness of the internal and external environment of the library.But the building of a library has to be not higher than four overground floors. The higher a building, the more expensive will its maintenance be, more staff will be needed and more sophisticated technology and security systems.

7.5. Building has to be Flexible and Simple

The planning of the building has to be flexible and simple in the general plan. There have to be possibilities of extension or transformation. That’s why, it is advisable to use as much as possible movable columns, equally located ventilation, heating and aeration systems. The construction of light screens should also be easily movable from one to another to create a large space.

7.6. Locate the Storages on the Underground Floors

It is advisable to locate the storage-spaces on the underground floors and premises that need daylight on the overground floors. The underground storage-spaces can be characterized by the possibility of rational usage of the collection, to locate it operatively, to organize more credible security of the collection, and make it much easier to maintain a proper temperature and humidity regime. The underground storage-spaces make it possible to design a compact building, and better its constructional, economic and exploitative indicators.

Besides, there are some additional aspects which also need the attention. King (2004), has listed them as below:

7.7. Consistency in Design and Layout on Each Floor

This is also a common theme which takes into account the need for navigational assistance in negotiating the relatively complicated library physical environment. The common model is to have collection and study space (including a range of study space types) distributed in the same configuration on each floor. Some examples are:

Computer space around a central atrium, and study space at the extremities of the building, with collection space between these two areas as a noise buffer.
A zoning of study space, from noisy open group study at one end of the floor to single silent open and enclosed study space at the other.
Group study rooms on each floor and in the same location on each floor.

7.8. Access to Large Numbers of Computer Workstations

The access to a very large number of computer workstations will probably be the most significant feature in all the libraries. On average, 01 computer can be made spare for every 10 users in library. Apart from dedicated catalogue workstations, access is controlled by user log in and the desk top is the standard desktop configuration.

Further, some clients will utilize their own equipment in the library e.g. laptops in the library, hence provision for wired network access with appropriate furniture is also to be made in the library. It can further be enhanced by the provision of wireless networks for personal laptop and mobile phone access.

7.9. Space for Self Service Equipment

The concept of the one stop shop for electronic resources, tools and assistance will increase in importance, and the clients may demand longer hours of opening and 24 hour access to computing facilities. This will need to provide some basic service during the library opening hours linked to the significant take-up of self-service equipment. 3M machine or other machines can be installed to make self-check in and self-check out for automatic issue / return of books. So, a provision for this facility is also to be made.

Self-service printing and photocopying facilities are also to be distributed on each floor, often in the same location on each floor, again to ease navigational difficulties. This trend moves away from the model of provision of a dedicated photocopying space adjacent to staff assistance.

8. Interior Decoration of Library Building.

Interior decoration is one of the important aspects in attracting the users in a library. It is not only about decorating library internally with unity & harmony of colours and repetition of colours, with emphasis to draw users in the library, and a balance in pleasant looking library with proportion and scale of designing objects, but also pay attention on providing physical amenities, like lightening, ventilation, air-conditioning system and of course toilet facilities.

Swanepoel and Swanepoel (2010) mention – a library interior must possess the following features:

Interior must promote and facilitate access. It must be inviting and allow users to find their way with ease, and have easy access to whatever the library provides in-house or online.
Equipment, furniture and layout must be functional and fit for a modern library in a high-tech age.
Interior must be aesthetically pleasing and comply with the basic principles of interior design.
Interior must create experiences like memories, ideas and emotions that users enjoy and want to come back for.

There can be noise in library either frictional noise (consisting of scrapping the floor and impact of heels on hard floors) or mechanical noise (consisting of book hoists and mechanical instruments), it should be controlled by placing absorbing materials in ceiling, walls, floors and partitioning surfaces. Interior decorator must pay attention towards this fact also.

Additionally, space planning is essential to ensure that the space available for the library is used sensibly and practically. It combines the separate issues associated with budgeting, library staff, architecture, library equipment and logistics into a concise, synthesized report that will serve as the instruction manual to guide the library through the transition phase. So, there should be Space Planner, who can look after the space planning of modern library. An ideal person or people for this role must be a people who could be able to work with a variety of people ranging from library staff and administration to contractors and work crews.

9. Internal Organization in Library Building

Internal organization simply implies for placement of different working areas for different class of workers and the placement of documents. Generally, a library has the following internal departmentation for smooth running of its services.

Entrance area
Processing area
Book shelving area
Reading area

Sahai (2009) has detailed out each of the section as given hereunder.

9.1. Entrance Area

The entrance area is considered as a vital part of the building as it is the introduction part of the building. It generally consists of vestibule, cloak room and lavatories, issue and returns desks, reference section and the catalogue / online public access catalogue (OPAC).

The doors of the main entrance lead into the vestibule. Cloakroom for the users’ convenience is kept at one side of the vestibule with lavatories on both the sides for male and females respectively.

Vestibule goes into the main hall of library where control wicket is placed to control ‘in’ and ‘exit’ of the readers from library. All issued books are to be checked at this control wicket. The provision of ‘issue and return’ counter is also made just nearer to this. Automatic control antitheft and self-check-in and self-check-out system can also be installed at this point.

As OPACs and reference services are important parts of any library, they must be visible as the users enter in the library building. Hence, both these are placed in such a manner so that every user could see them just on entry in the library. Therefore, they are just kept immediately beyond the lobby area.

9.2. Processing Area

The processing area comprises of acquisition and the technical sections of library, where the books just purchased are acquisitioned and processed for users’ reading either in the library premises or on loan. Both acquisition and the technical sections must be planned nearer and simultaneously for the ease of coordination among both the sections, preferably in the basement or at the first floor of the library building.

Periodical section is also placed near the place where the periodicals are displayed. However, it is not necessary to set up the library bindery in this perimeter. Bindery section may also be placed in the basement area or on first floor, if the library is a multistoried building.

9.3. Book Shelving Area

This is the main area, where the books are stacked for readers use. A a general rule, basement area is used for storage and non-public services and then use the remaining floors of the building to provide space for books and places for readers. Hence, the book shelving must be done as per this rule, as far as possible.If a library is multistoried then central entrance and processing should be provided at a middle level and not at the basement, or on the ground floor. This is done just to reduce the distance the user has to travel to the book and reading floors.

9.4. Reading Area

Library is for the users, thus, users are most important part to which every facility is to provide at best. Hence, efforts should be made to integrate books and readers to the maximum. Further, the provision should be made for at least 10 year ahead keeping in view for the addition of the books as well as the increase in the number of readers.

Roughly 60 square feet for each 1000 volumes and 100 square feet per person is kept in reading area. Further, additional 40 percent of the total floor space must be there for stairways, lobbies, corridors, and duct work etc.

Space for the books and places for readers is provided in several manners, but traditional system is to segregate the two, confirming most of the library’s stock to high density book stack areas and most of its readers to large reading rooms. Only seating provided in the book stack areas are the tables on its periphery. However, this type of division is becoming infrequent. Modern aim is to integrate books and readers to a much greater extent. Storage areas for less-used books are usually not provided with reader places. Such areas are located in the basement of the library. In various parts of the building study carrels, study rooms and special collection rooms are also provided. Now a day, individual small tables are preferred for reader’s use instead of large library table in the centre of the area. But the simple one manner is the placing of book stacks in a block or blocks in the middle of a room and locating the readers’ place around its perimeter.

Besides, Shivakumari (2014) adds that the libraries must integrate the physical space with the digital world. The digital library complements the physical library and substantially expands its possibilities for serving an audience that is physical distant from its location. Therefore, the library should build a comprehensive technological infrastructure, expand the technological staff and implement information technology in all aspects of operation. The library services available in the building (search aids, reserving books, consultation, exhibits, etc.) should also be provided online. Hence, appropriate space for this facility is also to be provided with in the library.

Lastly, some space should be made free for the restaurant, cafe / canteen and the library shop so that the users could refresh them while sitting for a long hours in the library.

10. Summary

Changes are necessary for the development of society, but we must not afraid of these changes rather be ready to face them. It is seen that the libraries of modern times have travelled a lot from just single hall building of the earlier times to multistoried well equipped buildings of the modern times. Further, we may look ahead for building effective libraries of reusable components.

Viswanathan (1972) a long time ago, once said, “change is inherent to society, a library plan must also be receptive of any ultimate change that may be required by varying and increasing demands made from it”. It is also right in present times, so we must also be ready for the expected changes to adjust our libraries and their building for the future.

11. References / Further Readings

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Caughli, Amy (2013). Current and Emerging Trends and Innovations in Public Library Service. Available at: http://www.sols.org/files/docs/develop/professionalinfo /training/workshop supportmat/Trends/library_trends_2013.pdf.
Cohen, E. and Cohen, A. (1987).Trends in Special Library Buildings. Library Trends, 299-316.
Dahlgren, A., Eigenbrodt, O., Latimer, K. and Romero, S. (2009). IFLA Library Buildings and Equipment Section 2009. Available at: http://www.ifla.org/files/assets/library-buildings-and-equipment/ Publications/key-issues-in-building-design-en.pdf.
Dewe, Michael. (2006). Planning Library Building: Concepts and Issues for the Librarian.
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