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Lund University Libraries Head Office

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The Outcomes so far. Organizing end user access. I will not deal with: weeding policy, archiving, the appropriateness of the Big ... – PowerPoint PPT presentation

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Title: Lund University Libraries Head Office


1
Lund University Libraries Head Office
Organizing Collection Management and End User
Access in a Decentralized Library
Environment Lars Björnshauge Lund University
Libraries Sweden
2
Outline of presentation
  • The new Decentral Library Structure
  • Collection Development Management in the new
    structure
  • The Outcomes so far
  • Organizing end user access
  • I will not deal with weeding policy, archiving,
    the appropriateness of the Big Deals unless
    promted!

3
Lund University
  • Founded in 1666, located in the southernmost
    province of Sweden, Scania
  • Among the oldest and largest in Scandinavia
  • Campus at several locations Lund (main campus),
    Malmo, Helsingborg and more
  • Multidisciplinary 7 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
  • Tension reproduced within the library organisation

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
  • University Librarian and Library Board had only
    authority over University Library, but not over
    department libraries

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
  • Widespread development of decentral
    (faculty/departemental) 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 as such funds the Head Office and
    the University Library (central funding)

10
The new structure
  • Lund University Libraries as a network of
    libraries
  • /-25 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
  • Library Head Office
  • Management, infrastructure, digital library
    services and development
  • University Library
  • Cultural heritage, special collections, Swedish
    imprints, deposits and services generated from
    these collections
  • (central funds are deducted from the funding that
    goes to the faculties taxing!)

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
  • 35 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 (40 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 (decided
    by the Library Board) are needed however these
    can only be implemented if they are born in a
    climate of debate, consultation, involvement and
    negotiation

20
Areas where problems have been encountered
  • Library Web-sites
  • how much autonomy in design, layout and
    presentation?
  • Classification, subject presentation
  • One size fits all?? hardly!!
  • General library services to replace manually
    maintained journal lists, subject gateways etc.
  • be carefull!!

21
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 an emerging digital environment there is
    a strong need for coordination

22
Problems in the old structure acquisition of
monographs
  • Acquisition of monographs
  • to a large extent outsourced from the faculties
    to the subject librarians at the university
    library(ies)
  • Missing links between the needs of the users (and
    funders!) and the actual acquisitions
  • Faculties building own collections to compensate
    the lack of adequate collection development

23
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!

24
Problems in the old structure subscription to
journals
  • Very few agreements with publishers (package
    deals) different funding models here as well
  • Hundreds of
  • Dubble/triple etc. subscriptions
  • Bundled subscriptions but electronic access not
    activated or only activated for the subscribing
    unit
  • Uncontrollabels
  • Several subscription agents operating

25
Problems in the old structure summary
  • Lack of overview of spending
  • Unsufficient funding for general resources
  • No explicit 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!!

26
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

27
Goals
  • Promote end 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 remote access
  • Reduce duplicates uncontrollabels
  • Reduce handling costs

28
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 publishing

29
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

30
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

31
Acquisition of monographs and course material
  • Responsibility of the faculty/department
    libraries.
  • Paid by faculties/departments.
  • Decided by the library councils at
    faculties/departments (end user involvement)
  • Handled by the faculty/department libraries

32
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

33
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.

34
Subscription to journals
  • Electronic subscriptions are the rule as a matter
    of policy
  • Electronic journals in package deals are subject
    to central funding
  • Subscription to printed journals are paid by the
    faculty/department

35
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)

36
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

37
Central funding for digital library resources
  • 2001 400,000 Euro
  • 2002 1,500,000 Euro
  • 2003 1,900,000 Euro
  • 2004 (?) 2,200,000 Euro

38
There are problems here as well
  • 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

39
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 generate
    their business.

40
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
  • Publisher trap a world outside Verona?

41
Springer
Elsevier
Kluwer
Wiley
Ebsco
IOP
Publisher trap?
42
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!

43
Publisher Resources
PR
OA
PR
PR
OA
PR
All these islands to explore!
Open Archives
PR
OA
OA
PR
PR
44
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

45
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

46
Personalization
  • My Library
  • 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

47
Our answer to the demand for the one stop shop
  • ELIN_at_ - a library developed interface to hybrid
    library resources

48
HMS ELIN_at_
  • Librarians are navigation experts
  • We can offer efficient and user-friendly
    navigation tools, alias search interfaces
  • ELIN_at_ integrates data from publishers,
    databases, Open Archives with the local OPAC and
    document delivery services

49
OA
OA
PR
PR
PR
PR
PR
Now, this is more like it! All treasures on one
island !
50
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

51
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

52
ELIN_at_ - Electronic Library Information Navigator
  • Contents (July 2003)
  • 14,000 journals, whereof
  • 7,500 journals with metadata (cross searchable
    on article level)
  • 11,000,000 records
  • E-print archives,
  • Databases

53
Basic Search
Direct to full-text Automatic order if full-text
is not available
54
Bibliographic information and abstract
Export to reference programs
Link to full-text
Searchable author names
Searchable journal names
Searchable keywords
55
Thank you for your attention!
56
URLs etc
  • Lund University Libraries www.lub.lu.se
  • Directory of Open Access Journals www.doaj.org
  • contact lars.bjornshauge_at_lub.lu.se
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