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Lund University Libraries Head Office

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28 FTE (whereof 20 FTE centrally funded) Division of responsibilities ... 16,000 journals, whereof 9,000 journals with metadata (cross searchable on article level) ... – PowerPoint PPT presentation

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Title: Lund University Libraries Head Office


1
Organizing Collection Management and End User
Access in a Decentralized Library
Environment 10th Slovenian Conference of Special
Libraries, 3rd Slovenian Conference of Academic
Libraries Ljubljana, November 2004 Lars
Björnshauge Lund University Libraries Sweden
Lund University Libraries Head Office
2
Outline of presentation
  • Decentralization of the Library Structure
  • Collection Development Management in the new
    structure
  • The Outcomes so far
  • Organizing end user access

3
Lund University
  • Founded in 1666, located in the southernmost
    province of Sweden, Scania
  • Campus at several locations Lund (main campus),
  • Multidisciplinary 8 faculties several research
    centres
  • 35,000 students, 3,000 doctoral students,
    6,000 employees

4
Lund University
  • Decentralized organization and economy
  • Tension between central and de-central units on
    power and resources

5
Library Structure before the changes
  • University Library, central (main) library, UB1
    and UB2
  • Cultural heritage collections, legal deposit
  • Library services for the faculties based on
    contracts
  • /- 90 department libraries
  • funded and operated by faculties/departments
  • huge differences in service levels

6
The Drivers for change Specific
  • Dissatisfaction espressed by faculty leaders
    (deans etc.) towards the central library services
    and the (lack of) development of digital library
    services
  • Uncoordinated development of faculty/departement
    library services
  • Demands for more up-to-date and cost efficient
    library services and for university wide
    solutions.

7
Preparations for and implementation of a New
Library Organisation
  • 1999-2000
  • External report on the state of library services
  • Decisions by the University Board reorganization
    of the library services
  • 2001
  • Start of the implementation of a new Library
    organization of Library Services
  • 2001 and ongoing
  • Restructuring/merging/development of
    faculty/department libraries
  • Development of the digital library services

8
Primary goals of a New Library structure
  • Implementation of minimum service levels
    (standards) for libraries
  • Development of digital library services
  • Cost efficiency transparency
  • Focus on the needs of students

9
Important features of a new structure
  • Establishing the library structure as a network
    of libraries.
  • Faculties, departments research centers operate
    and fund libraries in their specific area.
  • The University funds the Head Office and the
    University Library (central funding)

10
The new structure
  • Lund University Libraries as a network of
    libraries
  • /-20 Faculty or Department libraries
  • University Library Cultural heritage, special
    collections and deposits
  • Library Head Office management and coordination
    of the network of libraries, development of the
    digital library

11
Faculty and Departemental Libraries
  • Provides the basic library services to
    researchers, teachers and students
  • Are operated and funded by faculties, departments
    and centers
  • Standards apply for libraries….

12
Standards for Faculty or Department Libraries in
the Network
  • All relevant library services avialable
  • Opening hours (min. 36 hours)
  • Collections are catalogued in the OPAC
  • Library educated staff (min. 3,0 FTE)
  • Adequate work facilities for students
  • Own (Faculty/Department) Library Council
  • Own budget (staff, acquistions etc.)
  • Own web-site

13
Centrally funded units
  • University Library
  • Cultural heritage, special collections, Swedish
    imprints, deposits and services generated from
    these collections
  • Library Head Office
  • Management, infrastructure, digital library
    services and development

14
The Library Head Office
  • is the unit for management and coordination of
    the new network of libraries,
  • operates the library automation system
  • operates and develops digital library services,
  • runs competence development programs
  • Library IT-development projects
  • 28 FTE (whereof 20 FTE centrally funded)

15
Division of responsibilities
  • A Library Board policymaking, standards etc.
  • A Library Council (heads of faculty/ department
    libraries) advicing the Director of Libraries
  • The Director of Libraries responsible for the
    library services in general
  • Library Head Office executive unit
    infrastructure coordination

16
Balancing expectations
  • The University Management expects
  • more and better services for the same funding
  • The Faculties expects
  • more and better central services for less funding
  • Our promises
  • much more and much better services for a
    little bit more funding

17
The outcomes so far
  • Increased commitment from the faculties to
    library issues
  • Away from the customer-supplier relation between
    faculties and libary management. Faculties are
    library operaters themselves!
  • Library Services are on the agenda everywhere

18
Specific problems in a reorganization
  • Such a reorganization generates a number of
    issues to deal with
  • downsizing university library operations creates
    stress and tensions
  • reallocation of staff (50 FTE staff have been
    reallocated)
  • competence development in high demand
  • reallocation of funds

19
Specific issues in a decentralized environment
  • faculty/department libraries want an independent
    profile and specific visibility autonomy!
  • the funders want efficiency!
  • common guidelines, standards and rules are needed
  • however these can only be implemented if they are
    born in a climate of debate, discussion,
    consultation, involvement and negotiation

20
Collection development management before the
reorganization
  • Lack of coordination
  • Each unit took care of collection management
    based on their own specific needs
  • This might work in a non-digital environment
  • But in a digital environment there is a strong
    need for coordination

21
Problems in the old structure subscription to
databases
  • Insufficient central funding for general
    resources
  • (i.e. encyclopedias, reference works,
    multidisciplinary databases etc.)
  • Lots of different funding models for databases
  • One faculty, two faculties, three or more
    faculties
  • No clear policy as to access
  • Makes life difficult for end users!

22
Problems in the old structure subscription to
journals
  • Very few agreements with publishers on electronic
    journals (package deals)
  • different funding models
  • Hundreds of
  • Dubble/triple etc. subscriptions
  • Bundled subscriptions but electronic access not
    activated or only activated for the subscribing
    unit
  • Uncontrollabels personal subscriptions
  • Several subscription agents operating

23
Problems in the old structure summary
  • No of overview of spending
  • Insufficient funding for general resources
  • No general policy for access
  • Department, faculty or campus wide
  • Lack of decision making information as to the
    potential benefits of package deals
  • But
  • Room for improvements!!

24
Collection Development Management in the new
structure
  • Goals, Principles Policies
  • Acquisition of monographs and course material
    (print)
  • Digital library resources (databases, journal
    package agreements, e-books etc.)
  • Subscriptions to databases
  • Subscriptions to journals
  • Administration of journal subscriptions

25
Goals
  • Promote user influence by involving library
    committees and faculty/department librarians
    (subject specialists)
  • Value for money - Create synergy 113 - Much
    more for a little bit more!
  • Facilitate/improve remote access
  • Reduce duplicates uncontrollabels
  • Reduce handling costs

26
Principles Policies
  • Digital resources are general resources thus
    central funding should apply
  • University wide access
  • Journals electronic versions where possible
  • Promote Open Access resources and university
    based electronic publishing

27
The primary challenge
  • Managing the transition from printed to digital
    information
  • Handling the reallocation of funds
  • How to convince the faculties that more central
    funding (taxing!) should go to general digital
    library resources
  • The answers
  • Faculties have influence on the selection
  • Transparency in funding
  • Easier access to more information resources

28
Collection development Management
  • Responsibilities of the Head Office
  • Responsibilities of Faculty Department
    Libraries
  • Involvement, Negotiation and Selection
  • Library Councils (Faculty/Department level)
  • Committee for Digital Resources
  • Funding

29
Digital library resources (databases, journal
package agreements, e-books etc.)
  • Decision making/selection
  • Responsibility of the Committee for Digital
    Resources (1 member appointed by each faculty)
  • Funding
  • centrally

30
Subscription to databases
  • Selected and decided by the Committee for Digital
    Resources
  • Centrally funded.
  • Managed by the Head Office supplier contacts,
    access management, authorization, payments, local
    help desk etc.

31
Subscription to journals
  • Electronic versions are the rule as a matter of
    policy
  • Electronic journals in package deals are
    centrally funded
  • Subscription to printed journals are paid by the
    faculty/department

32
Administration of journal subscriptions
  • The Head Office takes care of
  • management, administration, communication with
    subscription agent, payments etc.
  • Activating electronic access to bundled
    subscriptions are handled by the Head Office
  • Faculty/department libraries takes care of print
    journals
  • Issue handling and claims
  • 1 (one) Subscription Agent (mandatory)

33
The outcomes so far
  • Huge increase
  • in central funding for digital resources
  • in subscriptions to electronic journals
  • Considerable reductions in print subscriptions,
    duplicates and uncontrollabels
  • Increased commitment from the faculties for the
    (digital) library services
  • Increased awareness as to problems in scholarly
    publishing and of the importance of Open Access

34
Central funding for digital library resources
  • 2001 400,000 Euro
  • 2002 1,500,000 Euro
  • 2003 1,900,000 Euro
  • 2004 2,000,000 Euro
  • 2005 2,100,000 Euro

35
Problems Priorities
  • Selecting digital resources
  • Making priorities
  • There are limits for central funding
  • So far the big deals have got priority
  • But the era of the big deals is running out
    what then??
  • E-books are coming in

36
Organizing end user access
  • The problems
  • Numerous databases and journal providers
    numerous interfaces
  • Several thousand e-journals difficult to find
    (Especially in a decentralised library system)
  • Portals provided by subscription agents and
    journals publishers are not invented primarily to
    accomodate end user needs but more to accomodate
    the business.

37
Finding information
  • Library branding very important
  • users often believe that full-text e-journals
    are free on the Internet!
  • If it is not on the web, it does not exist
  • We want to brand our services and promote Open
    Access resources
  • The Publisher trap

38
Springer
Elsevier
Kluwer
Wiley
Ebsco
IOP
Publisher trap?
39
Navigare necesse est - but with a chart….
  • Where are the buried treasures?
  • We want to find them quickly and easily
  • Search all the islands in the sea simultaneously
  • Without leaving the ship!

40
Organising end user access
  • The goals
  • Integration of all services
  • Development of personalized services
  • Branding of library services
  • Principles
  • Single sign on automatic authentification one
    login/password to all resources
  • Remote access

41
The bundling strategy
  • Bundling the strategy of the commercial big
    deal publishers
  • In terms of access and usage bundling means
  • One database
  • One single point of access limited to the
    content of one publisher
  • Visibility for low usage (low quality?) journals

42
An integration strategy
  • Integration means
  • One database
  • One single point of access independent of
    publishers
  • Visibility for smaller, not-for-profit publishers
  • And
  • Visibility for Institutional or Subject based
    Repositories and Open Access journals

43
Integration of Library Services Towards the one
stop shop
  • OPAC printed collections
  • Databases, encyclopedias, reference works etc.
  • Electronic journals
  • Open access resources
  • Journals
  • E- preprint archives, institutional
    repositories
  • Subject gateways

44
Personalization
  • MyCollection
  • Recommended resources selected by subject
    librarians
  • Add your personal favourites
  • SDI-alerts from databases, journals etc.
  • TOC-alerts
  • Users register at one site for all alerts

45
Specific Problem Integration of OA-material in
Library Information Services
  • The problem
  • conventional subscription based material flows
    more or less seamlessly into library services
  • supported by publishers, subscriptionsagents,
    aggregators etc.
  • how to expose Open Access material to users??

46
  • ELIN_at_ - Electronic Library Information Navigator
  • a library developed interface for the integration
    of information resources

47
ELIN_at_ - Electronic Library Information Navigator
  • Advantages for end users
  • One interface for all content
  • Cross search documents from multiple sources
    free or licensed
  • Document delivery services for documents not
    available in Full Text
  • ToC alerts and SDIs
  • Integration with reference management tools

48
ELIN_at_ - Electronic Library Information Navigator
  • Advantages for librarians
  • Enhancing availability and visibility of
    scientific literature
  • Increasing e-journal cost efficiency Usage is
    boosting
  • Administrative functions/Management tools
  • Customization, Statistics, Collection Management,
    Budgeting, Marketing
  • Subscription administration functionalities

49
ELIN_at_
  • Product neutral presentation of resources
  • 20 000 000 records in one user interface
  • Integration to local user database for
    autentification etc.
  • Personalized services
  • Advanced administration tools for customization
    and electronic resource management

50
ELIN_at_
  • Contents (November 2004)
  • 16,000 journals, whereof
  • 9,000 journals with metadata (cross searchable
    on article level)
  • 20,000,000 records
  • Open Archives (institutional subject specific
    repositories),
  • Databases
  • Recommended web-resources

51
System architecture
52
ELIN_at_ userinterface
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ELIN_at_ administrative module
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ELIN_at_ A digital library tool developed by an
academic library for academic libraries
  • A product neutral presentation of resources
  • 20 000 000 records in one user interface
  • Publishers Open Archives Open Access Journals
  • Integration to local LDAP-services (user database
    for autentification etc.)
  • Personalized services my collection etc.
  • Advanced administration tools for customization
    e-resources management
  • In operation at 10 Swedish Universities, Regional
    Health Care Services, and Ghent University,
    Belgium and

66
Keep it simple!!
  • one simple pricing model
  • all services included
  • unlimited number of resources (journals,
    databases etc.)
  • no extra costs for linking up exotic resources
  • no extra costs for personalisation (TOC-alerts or
    SDIs)
  • no hardware investments

67
International Development
  • Development of onsite ELIN_at_ in cooperation with
    International Network for the Availability of
    Scientific Publications (INASP) for institutions
  • Facilitating easy use of digital information
    resources in low-bandwidth environments
  • In operation at Law Faculties in 4 universities
    in Vietnam
  • Installations underway in
  • Pakistan
  • Uganda
  • Rwanda

68
Implementation in Vietnam, Rwanda, Uganda and
Pakistan
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70
Thank you for your attention!
71
URLs etc
  • Lund University Libraries www.lub.lu.se
  • ELIN_at_
  • http//www.lub.lu.se/headoffice/elininfo.shtml
  • Directory of Open Access Journals www.doaj.org
  • contact lars.bjornshauge_at_lub.lu.se
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