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Relocating a library may sound straightforward; just pack up the books and move them to a new spot. In reality, moving a library collection is anything but simple. Whether it’s a university archive, public library, or heritage collection, you’re often handling thousands of items, specialist shelving, valuable or rare materials, and the vital need to preserve order and accessibility.
Here, we break down the key challenges, offer expert tips, and explain why bringing in a professional partner like Restore Harrow Green is essential for a smooth and successful transition.
Why moving a library can be difficult and the challenges encountered
When you’re moving a library, you’re not just taking books from one location to another. You’re preserving the structure, integrity, and accessibility of a vital information resource. Challenges often include:
- Scale: Libraries can hold a vast number of items.
- Weight: The collective weight of books means that moving large numbers of them requires careful planning and highly durable equipment.
- Organisation: Cataloguing systems must remain intact.
- Delicate materials: Rare or old books, journals, maps, and archives often need specialist handling.
- Downtime: Minimising disruption to services is a major concern, especially in educational or public settings.
How to choose a relocation partner
You could do it yourself, but unless you have in-house experience with library moves, it’s worth involving professionals. A relocation service like Restore Harrow Green brings experience in handling everything from modern academic libraries to priceless heritage collections.
We’ve managed projects such as the St Paul’s Cathedral Library relocation and Oxford Brookes University’s library move with meticulous attention to detail. A relocation partner should be able to offer packaging materials, tracking systems, temporary storage, and phased move plans. Most importantly, they’ll help protect not just the collection but your peace of mind.
It’s also worth checking that your chosen partner has experience not just in logistics, but in managing the emotional and cultural impact of the move on your staff and users. Libraries are often beloved institutions, and their temporary absence, or perceived disorganisation, can create confusion or resistance. A thoughtful, consultative approach is just as important as the technical side.
To help manage this impact, consider:
- Appointing a dedicated liaison officer or communications lead who can provide consistent updates to staff and users.
- Hold informal drop-in sessions or Q&As so concerns can be raised and addressed early.
- Visuals such as mock-ups or walkthroughs of the new space can help staff and patrons imagine the end result.
- Involve the library’s team in the planning; they’re often your best advocates and can help ease the transition for everyone else.
Preparation is key: Steps before moving a library collection
No matter the size of your collection, preparation lays the groundwork for success. Here are the essential steps:
- Audit the collection: Know exactly what you have. Identify fragile or high-value items.
- Catalogue updates: Ensure your catalogue is up to date before moving.
- Label and sequence: Shelving sections should be clearly labelled and sequenced.
- Refine and edit: Take the opportunity to remove outdated, duplicated or damaged materials.
- Identify priorities: Know which materials need to be accessible immediately after the move.
This stage typically involves close collaboration with your relocation partner to plan logistics and minimise delays. Additionally, establishing clear contact points within your team will make coordination much easier throughout the process.
The importance of documentation when relocating a library
Maintaining order is everything. Even small errors in documentation can snowball into weeks of reshelving. Ensure your team and your relocation partner maintain clear, consistent records of:
- Current shelving layout
- Dewey Decimal or other catalogue systems
- Box contents and labelling
- Handling notes for fragile items
Digital tools can also support barcode tracking and real-time location monitoring throughout the move. Documentation is not just a formality; it’s the foundation that allows your library to resume operations seamlessly post-move.
Assign roles to your staff or volunteers to track the move and troubleshoot any discrepancies on the day. Having someone oversee this documentation live will help identify and resolve issues in real time.
Nobody wants a closed library for weeks on end. Here’s how to keep operations running smoothly:
Minimising downtime during a library move
Break your move into stages, and move sections gradually while keeping the rest operational. This is particularly effective for large public or academic libraries.
If your library is part of a university, school holidays are ideal. For public libraries, consider quieter seasons or weekends. Early planning with your relocation partner can help you make the most of these windows.
Keep staff and users informed via newsletters, posters, and digital channels. Share timelines, access restrictions, and services available during the move. By providing regular updates, you can hopefully foster goodwill and alleviate frustration.
How to move library books safely
While modern books may be reasonably robust, older and antique books are often much more fragile, and even standard hardbacks can suffer damage without proper care. Here are some guidelines:
- Use purpose-built crates rather than cardboard boxes. These offer better protection and stackability.
- Pack books upright, spine down or flat – never spine up as this can cause damage.
- Don’t overpack. A full crate should still be easy to lift without strain.
- Label everything according to your sequencing plan.
A specialist team experienced in moving library books will have trained staff and proven methods to ensure minimal risk. They’ll also know how to pack mixed media collections, magazines, DVDs, and periodicals without compromising their order or condition.
In some cases, volunteers or library staff may assist with non-specialist packing. In these situations, provide clear training and instruction ahead of time to avoid mishandling.
Moving library shelves and furniture
The furniture is just as important as the books. Moving library shelves often requires dismantling, wrapping, transporting, and reassembling heavy steel or wooden structures. Make sure your relocation partner:
- Measures everything in advance for fit and floor planning
- Dismantles and packs shelves with care
- Manages reinstallation and anchoring
- Aligns shelving correctly to your catalogue system
This part of the project is often overlooked, but poorly reinstalled shelving can delay reopening or compromise the collection’s accessibility. If your new location includes mobile shelving or compactus systems, your partner should also have the relevant technical knowledge to manage them.
It’s also important not to forget soft furnishings, computers, signage, and other library infrastructure. These elements all contribute to the user experience and should be planned and moved with the same level of attention.
Special considerations for rare or valuable materials
Rare books, manuscripts, maps, and artworks require extra attention. These materials may need:
- Acid-free, conservation-grade packaging
- Temperature and humidity-controlled transport
- Insurance and condition reports
- Supervised handling
At Restore Harrow Green, we regularly assist with library moving projects that include sensitive or fragile items, treating them with the same level of care as museum artefacts. We also offer secure off-site storage with environmental monitoring for institutions undergoing renovations or facing delayed reopenings.
If you’re unsure whether items in your collection need special handling, a risk assessment at the planning stage can prevent costly mistakes.
Let us help with your library move
As specialists in heritage relocations, Restore Harrow Green has decades of experience handling fragile, rare, and irreplaceable items across museums, archives, and historic institutions. Our trained teams understand the nuances of conservation, the importance of cataloguing systems, and the need to protect cultural value during transit. Whether you’re moving a national archive or a small community library, we provide a respectful, expert approach tailored to your collection. Ready to start planning your library relocation? Request a quote and let us help you protect your library’s past while preparing for its future.