Introduction to the Joint University Research Archive JURA Adapted from a similar introduction prepa

1
Introduction to the Joint University Research
Archive (JURA)(Adapted from a similar
introduction prepared by Sonoma State University
libweb.sonoma.edu/about/iug2004.ppt)
2
When libraries run out of room
They can

• Stop buying materials or weed heavily.
• Remove study tables and add regular shelving.
• Remove study tables and add compact shelving.
• Build a new library or build a library extension.
• Send materials to a remote storage facility using
  regular shelving, e.g., City University.
• Send materials to a remote storage facility using
  compact shelving, e.g., U of Hong Kong.
• Or, they can build an

3
Automated Storage Retrieval System

• A random-accessrobotic storage retrieval
  system
• linked to the Innovative online catalog
• People call them an ARS (automated retrieval
  system) to
• De-emphasize the storage.
• Emphasize the retrieval.
• In Hong Kong we will call it JURA

4
Advantages

• requires 1/7th footprint of open stacks.
• easy to track use patterns.
• efficient for staff use.
• encourages active current collection in open
  stacks.
• allows retention of lesser-used material.
• lower construction staff costs.

• its expandableby building up.
• will foster cooperative collection development
  between our 8 institutions.
• allows for last copy storage of printed journals
  for consortia.
• used often in industry now expanding into
  libraries.

5
Potential disadvantages

• Vulnerable to power outages.
• Need backup generator.
• Rare mechanical breakdown or maintenance
  downtime.
• Good training allows onsite staff to
  troubleshoot, repair, maintain system. Major
  repairs will require staff from outside Hong
  Kong.
• Occasional misplaced item.
• Transaction reports usually help find it.
• Regular bin inventories during off times are done
  to consolidate bins and verify accuracy.

6
What does an ARS site look like? Here is what
one looks like in California

• This one will hold .75 million volumes and is an
  integral part of the campus library.

7
What will ours look like?

• Ours will hold 7.4 million volumes
• Theirs is equivalent to 3-storey building.
• Ours will initially be equivalent to 9 stories
  with an optional additional storey.

8
Where will ours be located? In Kwai Chung on
Castle Peak Rd.
9
Ours will have

• 59,000 metal bins (2x4 footprint).
• 5 different heights 6, 10, 12, 15, 18.
• Each bin can hold 750 lbs.
• Bins may be divided into sectors.

10

• 2 aisles, each with own crane.
• Each module is 35 -40 tiers high.
• 2 workstations per aisle with barcode scanners
  printers.
• We will have 4 workstations on each floor.

11
What will go into JURA? Depends upon each
university but typically

• Bound periodicals for titles we have in
  electronic form.
• Monographs that havent circulated in X years
  (each university to decide for their
  collection).
• Annual reviews, Advances in , etc., which are
  more than x years old.
• Other low-use circulating items which are shaped
  like books. e.g., not for ephemera.

12
The Interface to our Innovative OPACs

• Innovative has written customized programming for
  several other libraries. They and chosen ARS
  vendor will need to do the same for JURA. We
  will probably make it a requirement in the Tender
  used to select an ARS.

13
How it works for library users

• User looks up item in OPAC or HKALL.
• Finds volume needed.
• If Journal article indicates volume, issue, page,
  etc.
• Clicks button to request.

14
If all goes well

• Patron will type in name and password, etc.,
  clicks Submit button.
• Receives Request Accepted message.
• Like with HKALL, patron will receive email when
  item can be picked up at their home library.
  Goal is 48 hour maximum. If we add twice a day
  delivery we could reduce delivery time to 24 hour
  maximum.

15
If not,

• Patron will receive a message saying item cannot
  be supplied.
• Patron will be given next-step.

16
How it works Behind the scenes

• When user clicks on button
• III software talks to ARS software, sending item
  barcode, call number, author, and title.
• ARS software responds to III, verifying volume is
  in ARS.
• III software prompts user for name.
• When user enters name and clicks Submit, pick
  request is sent by III software to ARS software.
• Both systems wait for human intervention.

17
How it works for JURA Staff

• Library staff requests pick from ARS computer.
• Robotic crane locates appropriate bin.
• Bin pulled delivered to end of aisle.
• Staff consults pick list on ARS workstation
  screen to verify item barcode, title, etc.

18
JURA Staff member will then

• Check last 4 digits of barcode written on top or
  face of books.
• Pick list identifies bin sector.
• Staff pulls item from bin inserts printed pull
  slip, which identifies requester on library hold
  shelf.
• Staff will sort materials into transfer boxes
  just as we do HKALL materials today.

19
What will have to happen before books are sent to
JURA

• Each library will have to decide what lesser used
  materials they will send to JURA.
• All materials sent require a full bibliographic
  entry in their Innovative catalogue.
• All materials sent must be in useable condition
  and must be materials which can be openly
  circulated (no rare books).
• All materials will have to be sorted by size (at
  least 3 different sizes but perhaps 5 sizes.

20
As they are sent

• TS staff changes IMESSAGE field in item record to
  a SEND TO ARS.
• This ensures ARS materials are not mis-shelved in
  open stacks.

21
Loading materials into the ARS

• Materials added to the ARS need to be scanned at
  the ARS workstation before being placed in
  bin.The process ensures that the ARS software
  knows which bin contains each stored item.

22
What Sonomas users think Students

• Students seem to love it because they dont have
  to go to the shelves look for materials--its
  delivered!
• Materials remaining on shelves tend to be more
  current or high-use items.
• Most students dont mind losing stacks
  browsability in exchange for delivery.
• Users may request several items and pick them up
  all at once.

23
What Sonomas users think Faculty

• Initially, some not thrilled with the idea .
• Now, most appreciate speed of transactions
  convenience of paging items from their offices.
• Fewer isolated concerns about losing the ability
  to browse shelves for monographs.
• Many have not yet discovered browsing
  capabilities on III.
• Appreciate ARS rather than off-site storage or
  heavy weeding.

24
What Sonomas users think Circulation Staff

• Circ staff appreciate the ARS because
• Books are easy to retrieve are put back in
  random order - no shelf reading for ARS items.
• They can track an item for patrons with great
  clarity, using the ARS audits reports.
• The system, after working out initial kinks, is
  extremely dependable.

25
What Sonomas users think Reference/Instruction
Staff

• Have identified areas for more user instruction
• Train users to do-it-yourself on ARS requests.
  (Experimented to find best wording on request
  button.)
• Emphasize importance of using catalog.
• Teach call number browsing through Innovative.
• Customized ARS error messages explain to the user
  why item is not available.

26
Who is working on the project now?

• HKU and its Estates Office has been charged with
  filing all the paper work to obtain Government
  funding and then to construct the facility.
• The JURA Working Group is charged with
  coordinating JULACs efforts to obtain funding,
  to recommend plans/a calendar of actions to be
  taken between now and when the facility is
  completed in 2013 to insure that it operates
  efficiently.

27
Who will operate it in the future?

• There will likely be a management committee
  composed of the JULAC directors but this has not
  been finalized as yet.
• There will be a JURA manager and 6 other staff
  members.
• JURA deliveries will employ the same courier
  service as HKALL.

28
What needs to happen now and when will it be
completed?

• July 2009 /- Legco will give initial approval
  allowing us to progress to project design phase.
• July 2010 /- Legco will approve the design and
  approve the expenditure of UGCs money to begin
  construction
• Hopefully by sometime in mid to late 2013.