Transcript No Slide Title

Lund University
Libraries
Head Office
From Print to(wards)
Electronic - the Delicate
Balance between
Centralization and
Decentralization
XXV. Bibliothekstagung der Max-Planck-Institute, Dresden, May, 2002
Lars Björnshauge, Director of Libraries, Lund University, Sweden
Outline of presentation
Past experiences:
Print/electronic/hybrid library
services
Current activities
Electronic information resources:
advantages/problems
Managing electronic library services
in a decentralized organisation
Some recommendations
Tuesday, April 30, 2002
Lars Björnshauge
Background
 1983: Masters degree – public
administration, Roskilde Univ., Denmark
 1986-1992: Professor Royal Danish School
of Librarianship, Copenhagen, Denmark
 1992-2000: Management positions,
Technical Knowledge Center of Denmark,
Technical University of Denmark
 2001- Director of Libraries, Lund
University, Sweden
Tuesday, April 30, 2002
Lars Björnshauge
Technical University of
Denmark
Monofaculty institution: science &
engineering
7000 students
+1000 researchers/teachers
1 main library (centrally funded) and
+20 minor departemental libraries
(funded by departments)
Tuesday, April 30, 2002
Lars Björnshauge
Developing electronic library services
– Technical University of Denmark
 1996: first electronic license agreement
 1998: first consortia agreements
 1999:
 merging departemental and central library
subscriptions,
 massive cancellations of print,
 dramatic increase in content,
 reduced handling costs,
 massive education & training of staff,
 staff reductions 15%,
 development of integrated user interfaces
Tuesday, April 30, 2002
Lars Björnshauge
Lund University
Founded 1668
Largest in Scandinavia
+ 30.000 students
+ 3.200 doctoral students
+ 4.000 researchers & teachers
Tuesday, April 30, 2002
Lars Björnshauge
Lund University
7 faculties (technology, science, law,
performing arts, humanities &
theology, medicine, economy &
social sciences, )
10 independent research centers
Campus in Lund, Malmö &
Helsingborg
Tuesday, April 30, 2002
Lars Björnshauge
Lund University
Very decentralized organization
Decision making
Funding: virtually all funding direct
allocated to faculties, departments and
research centers
Decision making and funding for
infrastructural resources is highly
political!
Tuesday, April 30, 2002
Lars Björnshauge
Lund University Libraries –
organizational structure
Untill year 2000
From 2001
 2 main university
libraries
 + 60 libraries
(faculty,
departemental etc.)
 No coordination of
subscriptions
 Downsizing the
main libraries
 Development of
faculty and
departemental
libraries
 Coordination –
Library Head
Office
Tuesday, April 30, 2002
Lars Björnshauge
Problems and challenges
 Old organization:
 New organization:
 Lack of sensitivity as
to key demands
 Lack of development
 Dispute as to funding
 No coordination of
subscriptions/license
s
Tuesday, April 30, 2002
 Coordinated
development of
faculty libraries
 Development of the
electronic library
 Decentralization and
Centralization
Lars Björnshauge
Library Board
L
L
Performing
L
Arts
Faculty
Faculty
of Law
L
Lund University
Library Structure
After Reorganisation
Library Council
Library Head Office
L
Licensing
Electronic Library
IT maint. & dev.
OPAC
Support for restructuring
Medical
Faculty
LL L
L
Science
Faculty
Electronic resources
LL
L
LL
L
L
University
Library
Social
Sciences
Faculty
L
L 30, 2002
Tuesday, April
Legal deposit
Old collections
L
L
Humanities &
Theology
Faculty LL L
L
Lars Björnshauge
LRC
L
L
L
L
L
Engineering
Faculty
The Primary challenge
Is not to build the electronic library
But
To integrate electronic resources and print
collections – the hybrid library
Not
Print or electronic
But
Print and electronic
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals advantages
24/7 access
Remote access
Interlinking
Usage statistics
When electronic only: Reduced
handling costs
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals - problems
Different content
Quality – images, charts etc.
Control of ”delivery”
Problems with access
New work flows
Usage statistics
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals – additional
problems/advantages
Pricing models
based on value of print holdings
”Uncontrollabels”
Deep Discount Pricing
Consortia Licensing – more content
Back Files
Tuesday, April 30, 2002
Lars Björnshauge
More problems/advantages
Bundled subscriptions – activation of
electronic access
Archiving
Presentation
How to make the most of the
advantages and minimize the
problems??
Tuesday, April 30, 2002
Lars Björnshauge
Constructing the electronic library
The components
Content
Interfaces
Staff
Education & training
Management
Tuesday, April 30, 2002
Lars Björnshauge
The Content
Databases (A & i services
Electronic journals
Print collections (OPAC)
Open archives, local databases etc.
Document delivery services
Tuesday, April 30, 2002
Lars Björnshauge
Interfaces (integration)
Linking content together into
integrated library services
Tools
Metasearch applications
Open URL
Z-gateways
MyLibrary & ELIN@Lund
Tuesday, April 30, 2002
Lars Björnshauge
Management
Getting the grip on subscriptions and
licenses
Negotiating with publishers/vendors
Preparing for decision making
Follow up/evaluating
Costs/Savings
Usage statistics
Tuesday, April 30, 2002
Lars Björnshauge
Building the electronic library – the
case of Lund University Libraries
When we started:
No overview on subscriptions
No overview on spending/costs
No integration of print collections
(OPAC), databases/electronic journals
Manual maintained lists of databases
and electronic journals
Tuesday, April 30, 2002
Lars Björnshauge
The first steps
 Organizing - Setting up the team
 Getting the overview
 Calculating costs
 Select -Negotiate/renew/cancel
 Communicating the need for centralization
of e-media decision making
 Preparing for centralization
 Developing interfaces
Tuesday, April 30, 2002
Lars Björnshauge
Organizing
Getting the commitment from the
funding body
Setting up the committee of
librarians
Setting up the committee of end user
representatives (faculty staff,
doctoral students)
Tuesday, April 30, 2002
Lars Björnshauge
Getting the overview
Databases
Existing subscriptions
Which, Who pays, How much
Investigating the demand for new
subscriptions
Calculating costs
Evaluating
Tuesday, April 30, 2002
Lars Björnshauge
Getting the overview
Journals
Designing the subscription database
Gather subscription information
Calculate costs
Depp Discount Pricing
Uncontrollabels
Tuesday, April 30, 2002
Lars Björnshauge
Why centralize subscriptions?
More content available
More consistent access
Better position vis-a-vis
agents/publishers
Better pricing - DDP
Better value for money
Reduced administration
Tuesday, April 30, 2002
Lars Björnshauge
Preparing for centralization of
subscriptions
Highlight the current problems
Highlight the future benefits
Get the support from the libraries
Get commitment from the
management
Tuesday, April 30, 2002
Lars Björnshauge
The benefits
 Reduced handling & storing costs
 More content
 Easier access
 Better pricing – even on print!
 ILL – decreasing!?
 Problem: benefits & savings are often
hard to ”cash in” or ”invisible”
 How to cash in savings in work load in small
libraries?
 Faster & easier access for end users?
Tuesday, April 30, 2002
Lars Björnshauge
Electronic information
Decentralization: available on the
desktop, 24/7 access, remote access
Centralization: negotiating,
administration, financial
management, usage statistics,
technical development and operation
Cooperation: selection, education &
training
Tuesday, April 30, 2002
Lars Björnshauge
Integration of print and
electronic services
Developing and implementing
interfaces
Reduce the number of sites to consult
Searching different sources in one go
Not direct the users to the publishers
sites
Tuesday, April 30, 2002
Lars Björnshauge
Lund experiences so far!
 Difficult to get the overview
 Difficult to manage cash-flow
 Decentralization does not work properly
 Large increase in content very positive
 Education, training and marketing very
important
 Interfaces: very important – usage boost
dramatically when adequate
Tuesday, April 30, 2002
Lars Björnshauge
Recommendations
Set up a central e-media
management unit
Funding:
Central or
”taxing” content provision, services,
technical development & operations etc.
Tasks:
Appoint/train/allocate staff
Get the overview
Discuss the findings and make
recommendations
Tuesday, April 30, 2002
Lars Björnshauge
Recommendations
Appoint an e-media committee
Establish priorities (which databases,
which journal agreements)
Renegotiate with
subscriptionsagents and publishers
(e-media unit)
Review the plan for integration of
library services (interfaces etc.)
Tuesday, April 30, 2002
Lars Björnshauge
Division of responsibilities
 The libraries:
 Selection of print subscriptions, claims,
education & training,
 E-media committee:
 Decisions as to databases, electronic license
agreements, distribution of costs, priorities as
to technical development (interfaces etc.)
 The E-media management unit:
 Negotiating (agent/publishers), evaluation
(statistics), financial management, technical
dev. & operat., help-desk,
Tuesday, April 30, 2002
Lars Björnshauge