Fable
The reading room's desks and bookshelves
The archive's reading room has a large desk where researchers spread out the files they need for the day, finishing one and moving to the next. The desk's presence means researchers don't have to run back to the stacks every time—this is the room's most important design.
After the new curator took office, he had a label pasted on the side of each desk stating how many volumes could fit on the desk at once. This number was very useful: researchers would check the label first when booking a seat, knowing at a glance how many materials they could spread out that day.
The problem emerged in the next year's procurement season. The administrative department sent out a form for each section to fill in its needs, and the form had only one column called "reading room configuration." Some wrote "needs a large desk," others wrote "needs to hold twelve case files." Procurement bought the same model of desk for everyone based on the number "twelve," but it turned out two research groups did not need to spread out that much material at all; they needed a wider desktop to place maps and drawings. The desk length was enough, but the width was not, so maps could only be viewed folded.
Only in the after-the-fact review did they realize that the desk and desktop capacity had been treated as the same thing in the procurement sheet. A desk is a function: letting researchers work directly in the room. Desktop capacity is a number: how many books the current table can hold at once. Numbers are the easiest to put on a spreadsheet, but the function determines what shape the desk should be made into.
The following year the form was split into two rows. The first row asked "Is the reading-room desktop function needed?" The second asked "Roughly what desktop capacity is needed?" The two questions correspond to two budgets: the feature budget decides whether the capability should exist, and the capacity budget decides how much information can be processed at the same time.
Some departments' answers were surprising. A legal team wrote "yes" on the first line and only "four units" on the second—what they needed was not large capacity, but stable desktop lighting and space to spread out a scanner on the desk. If you keep asking only about capacity numbers, this need will never surface.
Later the archive issued an internal rule: any procurement request involving a reading room must state function on the first line—are there desks, how many seats; and capacity on the second line—how much material each desk can hold, whether power is sufficient. Recording function and capacity separately keeps procurement from being led astray by a single number.