Transcript Prezentacja programu PowerPoint

Managing
the Integration of Libraries
at Warsaw University of Technology
IATUL, Cracow
30.05-03.06 2004
Grzegorz Płoszajski
Main Library WUT
Managing the Integration of Libraries
at Warsaw University of Technology
• Institutional Context
• Implementation of Integrated Library
System – first difficulties
• Everyday Cooperation among Libraries
• Common Usage of Library System
• Local Catalogues in the Internet
• Retro-conversion
• The Future
1993 - 2004
Warsaw University of
Technology
Main Library
Institute of Automatic
Control and Computation
Engineering
Grzegorz Ploszajski,
Ph.D.
[email protected]
2
1993
Institutional Context
The structure of WUT Library System
Before 1993 – hierarchical (centralised)
Before 1993 - 50 libraries
ruled by the Main Library
Since 1993 – ‘heterogenous’:
Present state:
‘Dependent’ libraries ruled by the Main Library, and
‘Independent’ libraries:
faculty libraries ruled by the Faculties
institute libraries ruled by the Institutes
other libraries ruled by independent units of WUT
3
Main Library
1 ‘South Campus’ library
13 Faculty libraries
20 Institute libraries
4 Student hostels
libraries
5 other libraries
1993
Institutional Context
The Context of the Change
The structure of WUT Library System
Advantages of the change (some)
1.
2.
3.
4.
Simpler management structure in case of local
(faculty and institute) libraries
Better acquisition policy of libraries - from the
point of view of institutes (research units) and
faculties
Research staff from an institute gets faster
response from the library managed by the
own institute
One can expext that librarians would better
serve to their customers, especially to the research
staff
4
The change of the
structure of WUT library
system was a result of
change in organization of
WUT, and generally, of
change in organization of
Polish state after 1989.
WUT and all universities
became more
independent from the
state authorities (Ministry
of Education)
The Faculties became
more independent within
WUT structure,
Institutes reached higher
posistion in education
1993
Institutional Context
The Context of the Change
The structure of WUT Library System
Disadvantages of the change (noticed)
1.
2.
3.
Coordination of acquisition policy of libraries became
difficult
Many libraries used to buy the same books
- what seemed incorrect from the point of view of
university
Information on collections within WUT, being more
distributed, became less available to the users (at
that time only the Main Library had electronic
catalogues)
5
Institutional Context
1993
Can the complex structure
of the staircase in the Main
Building of WUT remind
that of the library system?
6
1994
Institutional Context
The solution to the problem of troublesome
access to information was sought in the
Computerization of libraries
The Main Library implemented a computer
library system covering circulation (1994),
available to the users through the local
network within the Main Building of WUT
Independent libraries began to catalogue in
ISIS; however their electronic catalogues
were available only on-site or at most within
the range of local networks (buildings)
7
WUT Library system
After a short time these
steps became insufficient
from the point of view of
students and staff, who
became more and more
accustomed to the use of
wide area networks and
the internet
1996
Institutional Context
Steps taken in 1994-95 soon became
insufficient to the user needs.
Since 1996 the Main Library and the WUT
academic authorities started searching for
a better solution – an integrated library
system available through the Internet.
At the same time a temporary solution was
developped and implemented, giving access
through the wide network to the Main
Library computer system (up to 16
simultaneous distant users, and over one
hundred local users).
8
WUT Library system
In the 1996 the WUT
authorities made the
decision of building new
premises for the Main
Library inside the Main
Building
1996
Institutional Context
1999
In the 1996 the WUT
authorities made the
decision of building new
premises for the Main
Library inside the Main
Building
The premises have
already been built in the
1999
There were planned a lot
of computers for the endusers in the 1999
1998
Institutional Context
An unpleasant surprise
The academic authorities of WUT were
determined to buy a modern integrated
computer library system, however they
were unsure into which libraries it should be
introduced.
The Main Library tried to convince the
authorities and librarians that it should be
introduced at least to all faculty libraries.
Unfortunately the independent libraries
declared that they were not interested in
using common library system.
10
1999
WUT Library system
Independent libraries did
not want to use common
library system
1999
Institutional Context
A new library system
The academic authorities, after such
decision of independent libraries, decided to
buy new computer library system only for
the Main Library and two big dependant
libraries
Faculty and institute libraries could join the
system in the future, however they would
have to search funds for extra licences on
their own
At last in 1999 an Aleph 500 was bought
11
1999
WUT Library system
Aleph 500 v. 11
1999
Institutional Context
1999
A problem discovered
It was noticed that the decision of
independent libraries could result in:
1. Unequal development of WUT libraries
2. Many WUT libraries could soon become
unable to offer proper level of service to the
users
We, as the Main Library, decided that we
should make some steps (decisions) to
decrease danger of such situations.
12
The Main Library should
do something
2000
Implementation - First difficulties
2000
Transition to the new library system
The new library system Aleph was planned
to be implemented gradually starting a few
days/weeks after the ‘magic’ day of Jan 1st
2000.
One of main assumptions was to transfer
the catalogues together with all important
information concerning the circulation (user
accounts, due dates, even decisions of
locking of accounts) in two days.
13
The result (correctness
and fluency) was
important both for the
staff of the Main
, Library
and for the independent
libraries
2000
Implementation – First Difficulties
A problem discovered and a solution
2000
WUT Library system
The decision of independent libraries
showed also some kind of misunderstanding
and tension between them and the Main
Library
This was even a bigger challenge for the
Main Library:
to build good relation with other libraries
beyond the current problems in the interest
of academic community of the WUT
14
To build good relations
with the libraries which
do not want to cooperate
at the moment
2000
Implementation – First Difficulties
A problem with acquisition staff
The acquisition staff did not ‘believe’ that
the numbers (and text), which they enter,
are available. Problem was serious
We (the directors) would like to try to help
them:
We decided to arrange a temporary solution,
which should help.
It was a report on all books from a single
invoice.
15
2000
WUT Library system
We felt that we were
carefullly observed by
librarians. Our success
would had a great
influence
2000
Implementation – First Difficulties
2000
WUT Library system
Exemplary report
16
2000
Implementation – First Difficulties
A problem with acquisition staff
The report could not be done with tools
available in Aleph at that time (was too
complex).
However it was Aleph which:
1. Prepared all necessary data
2. Exported data to a file (text file)
The data were imported to Access which
produced the report.s
17
2000
WUT Library system
We felt that this was a
success. The acquisition
staff believed in
themselves - in their
ability to use Aleph.
2001
Common usage of computer library system Aleph
Deduplication
The main catalogue is organized as a central
catalogue.
Every year a few libraries join the library
system
Their catalogues are added to the common
catalogue after being compared to the
catalogue. When there is an equivalent
record, only items are added; otherwise is
added bibliographic records and items.
18
2004
2001
Common usage of computer library system Aleph
Deduplication
2004
WUT Library system
Common catalogue became a field of
cooperation between libraries which joined
Aleph
An elaborate technique has been
developped to compare bibliographic
records in such a way that even in case of
some mistakes in records their comparison
can be effective - is error-proof
19
2001
Common usage of computer library system Aleph
Deduplication
2004
WUT Library system
Up to 30% of records used to be found as
duplicated
About 20 % could be found easily, without
any sophisticated technique
10 % of all records, i.e. 50% of records
being compared is found due to advanced
way of comparing information
20
2004
Local catalogues in the Internet
Local catalogues in the Internet
The independent libraries prepare their
electronic catalogues in ISIS (UNESCO
software) – they are available on-site
One of goals of the Main Library is to
provide easy access to information to the
staff and students; in this case through the
Internet
A new technique is being developped during
last months; it is based on Z39.50 protocol
and the software which is available on GPL
licence
21
2004
WUT Library system
2004
Local catalogues in the Internet
Local catalogues in the Internet
The catalogues are converted from local
format used in ISIS to the US MARC
Catalogues which are availabble in the
internet can not only be searched
‘manually’, but also by other computer
systems using Z39.50 protocol
22
2004
WUT Library system
2004
Local catalogues in the Internet
2004
WUT Local
catalogues
searchable
manually and by
the Z39.50
protocol
23
2004
Implementation – First Difficulties
Supplementaryelectronic card catalogues
24
2004
WUT Library system
2004
Electronic Card Catalogue
2004
A project to prepare electronic card catalogue
The project is treated as a supplementary
solution when retro-conversion seems to be
as far to achieve, as it was some years ago
1. Stage – only scanned images of cards
2. Stage – scanned images with added text
information (searchable)
3. Like stage 2 plus call numbers
In the stage 3 the card catalogue can be
limited to only those cards for which there is
no record in Aleph catalogue.
25
The catalogue is nearly
ready - the 1st stage
About 250 tys. cards
have been scanned
In many cases card
catalogue contains the
same information as the
Aleph catalogue.
Cele
Thank you for your attention
http:\\www.bg.pw.edu.pl
Warsaw University of Technology
Main Library
http://www.bg.pw.edu.pl