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Stores Service

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Stores service, Wickford

Printable guide to the Stores service.

About Stores

The UCL Library off-site store is a closed access collection which houses important research material not currently in high demand. Material is held in the off-site store for reasons of space. This releases space for new acquisitions on the open shelves. Many larger format items such as folios and quartos are also held in a closed access store. Theses are in a special category - they are subject to strict copyright regulations and cannot be held in the Library. The primary library store is located in Wickford, Essex. We do not allow users to visit for safety reasons.

Readers can request store material for delivery to various libraries including the Science, Cruciform, Language & Speech Science, School of Pharmacy, School of Slavonic and East European Studies, Ear Institute & RNID, Eastman Dental Institute, Institute of Child Health, Institute of Ophthalmology, Institute of Orthopaedics and Royal Free Hospital Medical Libraries. Material requested is then picked up at the respective Issue Desks.

Please consult Explore for locations prior to submitting a stores request. If you are not sure about a location please ask at an Enquiry Desk.

Many periodicals are also available electronically, with the paper copies now located in the store. UCL staff and students are encouraged to use the material in electronic format. Information, instructions and full-text articles can be found via the E-journals web pages.

Periodical material sent to store will be for reference use only. Books will generally be changed to standard loan. However, some larger format material and theses will remain reference only.

Store does not hold rare, fragile or any other material requiring special handling. This material is held by Special Collections. Such material cannot be borrowed and an appointment must be made prior to material being made available for consultation. Please contact them directly on 020 7679 7827 or email spec.coll@ucl.ac.uk to arrange an appointment.

If you have any comments or problems concerning the Stores Service, please send them to librarystoredesk@ucl.ac.uk or contact a member of the stores team:

Stores Manager: Phil Leonard - philip.leonard@ucl.ac.uk
Stores Library Assistant: Melanie Hoyes - m.hoyes@ucl.ac.uk
Telephone: 020 7679 7971 | Internal ext: 37971

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Locating material - Books & Pamphlets

When requesting an item from stores, it is very important to provide as much information as possible, in order to help the retrieval team to locate the item.

Books and pamphlets are catalogued as individual items. It is important to provide the Library Catalogue Location when ordering items via the Web Request Form, this information will automatically be provided when requesting via Explore using your barcode and PIN number.

Location information can be found by looking for the item on Explore - a combined Author/Title search is likely to produce the best result.

e.g. If you were looking for The Lord of the Rings by J.R.R. Tolkien, then you would search by 'Tolkien' and 'Lord of the Rings'

You will need to ensure that any item records found correspond to that which you are looking for. The record will tell you if an item is in store - if it is not, then you will be able to find it on the open shelf of one of the UCL libraries. If it is in stores, you will need to click on the underlined 'Stores' link in order to bring up its holdings record.

e.g. The above search finds FIVE records that contain both the author and title with six location items. Of which three are in the Main Library and three are in the Stores. By clicking on the 'Site(Items/Out)' option for record 3, we find that it has the location STORE 01-01128

You can then place a request for the item from the Stores Service (See Requesting Store Material).
Not all books held in store will have a classmark that begins with STORE. If an item has a location 'Stores' in the site column of the holdings record then it can be requested from stores.

Items that have locations other than stores will be on the open shelves. If you cannot find the item on the open shelf please do NOT request this from stores. Report the item to the Library Issue Desk.

If you cannot find the item on the catalogue, it is most likely not held by UCL and you should consider trying to obtain your item through Inter-Library Loans.

If you have any problems whilst searching for an item you want, please contact an Enquiry desk directly or e-mail library@ucl.ac.uk, telephone 020 7679 7789.

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Locating material - Periodicals

When requesting an item from stores, it is very important to provide as much information as possible, in order to help the retrieval team locate the item.

Periodicals generally have Explore records that cover a run of volumes rather than individual issues, unlike books which will have an individual entry for each copy. Most periodicals will have more than one catalogue entry, relating to different parts of the run. Individual catalogue entries for all periodical issues start from January 2000. These will appear on the holdings list along with the run information. If the volume and issue you require does not appear on the individual item record please check holdings information at the top of the window.

In order to retrieve the correct item it is desirable to include the full periodical title (please do not use abbreviations if it is possible to avoid them), year and volume number. It is common for sources to misquote reference information. If article details are included we will endeavour to locate the required material if at all possible.

Periodical holdings information can be found by looking on Explore under the periodical title.

e.g. If you were looking for an article in Nature from volume 206, 1965 you would type in 'Nature'

You will need to ensure that any item records found correspond to that which you are looking for, as there are many periodicals with similar titles or the same title but different publishers. To bring up the holdings information you will need to click on the underlined 'Stores' link. This will provide information on the volumes in Stores only, to see other volume information click on one of the other named locations. The stores holdings for Nature are as follows:

Holdings: Vol. 1-348, 1869-1990
Holdings: Vol. 386-428, 1997-2004

Items that have locations other than stores will be on the open shelves. If you cannot find the item on the open shelf please do NOT request this from stores. Report the item to the Library Issue Desk.

If you cannot find the item on the catalogue, it is most likely not held by UCL and you should consider trying to obtain your item through Inter-Library Loans.

If you have any problems whilst searching for the item you want, please contact an Enquiry desk directly or e-mail library@ucl.ac.uk, telephone 020 7679 7789.

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Requesting Store material

There are two ways to request Store material:

  1. By completing the Store Request Form on Explore or on the library web-pages store request form.
  2. Online from the item record in Explore, for books and theses (Science library pick-up only).

Please fill in as much detail as possible and do include your full name, library barcode (unless you are a visitor) and contact details.

We require the following information to process requests:

For a periodical: the full journal title and volume/part nos., page nos. and date, plus the location
For a book: the author's name, the title, the date of the work, and the classmark
For a thesis: the author's name, the date of the work and the title.

If you are unsure of any of these please ask at any UCL Library Enquiry desk, Issue desk, or contact us at libstore@ucl.ac.uk.

Users can choose to pick up requested Stores material from various UCL library sites (see list below). To collect from sites other than the Science Library, users must use the Store Request Form. You must select where you would like to collect your Store Request using the drop-down menu at the top of the form. It is not yet possible to request items for any other site apart from the Science library using your barcode and PIN on Explore.

SSEES Library items held in the store can only be requested for pick-up from the SSEES library.

Requests made before 7.30am will be available the same afternoon; requests submitted after that time will be ready for consultation the next working day at approximately*:

  • UCL Science Library Assistance Desk (Bloomsbury Campus, Malet Place) after 3:00pm
  • UCL Cruciform Library (Bloomsbury Campus, Gower Street) after 3:30pm
  • UCL Language & Speech Science Library (Wakefield St) after 3:30pm
  • UCL School of Slavonic and East European Studies (Bloomsbury Campus, Taviton Street) after 3:30pm
  • UCL School of Pharmacy Library (Brunswick Square) after 3:30pm
  • UCL Ear Institute and RNID Libraries (Gray's Inn Road) after 4:00pm
  • UCL Eastman Dental Library (Gray's Inn Road) after 4:00pm
  • UCL Institute of Child Health Library (Guildford Street) after 4:00pm
  • UCL Institute of Ophthalmology (Bath Street) after 4:00pm
  • UCL Institute of Orthopaedics Library (Stanmore) after 4:00pm
  • Royal Free Hospital Medical Library, UCL Library Services (Belsize Park) Issue Desk after 4:30pm

There are no deliveries at the weekend.

* Terms of delivery are subject to change.
Material from the Store should be returned to the library it was collected from.

All requests are held for one week only, after which they will be returned to Store. Theses are held for two weeks.

Please note that we do not notify readers when material arrives unless it is a book requested via Explore. It is your responsibility to check on the progress of your request and to collect the material in time.

We always look for items at least three times. If it still can't be found we will then try to contact the reader to find out where they found the reference or if they have seen the item before. We keep a note of items not found and if we have readers' details we will contact them if the item is found at a later date.

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Last modified 03 January 2014

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