IATUL, Cracow 3 0 .05-03.06 2004

IATUL, Cracow30.05-03.06 2004

Grzegorz PłoszajskiMain Library WUT

Managing the Integration of Libraries

at Warsaw University of Technology

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Managing the Integration of Librariesat 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

Warsaw University of Technology

Main Library

Institute of Automatic Control and Computation Engineering

Grzegorz Ploszajski, [email protected]

1993 - 2004

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1993 Institutional Context

The structure of WUT Library System

Since 1993 – ‘heterogenous’:

‘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

Present state:

Main Library1 ‘South Campus’ library13 Faculty libraries20 Institute libraries4 Student hostels libraries5 other libraries

Before 1993 - 50 libraries ruled by the Main LibraryBefore 1993 – hierarchical (centralised)

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1. Simpler management structure in case of local(faculty and institute) libraries

2. Better acquisition policy of libraries - from the point of view of institutes (research units) and faculties

3. Research staff from an institute gets faster response from the library managed by the own institute

4. One can expext that librarians would better serve to their customers, especially to the research staff

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

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.

Advantages of the change (some)

The Context of the Change

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1. Coordination of acquisition policy of libraries became difficult

2. Many libraries used to buy the same books - what seemed incorrect from the point of view of university

3. Information on collections within WUT, being moredistributed, became less available to the users (at that time only the Main Library had electronic catalogues)

Disadvantages of the change (noticed)

The Context of the Change

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Can the complex structureof the staircase in the Main Building of WUT remind that of the library system?

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The solution to the problem of troublesome access to information was sought in the Computerization of libraries

Independent libraries began to catalogue inISIS; however their electronic catalogues were available only on-site or at most within the range of local networks (buildings)

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

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

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Steps taken in 1994-95 soon became insufficient to the user needs.

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).

WUT Library system

In the 1996 the WUT authorities made the decision of building new premises for the Main Library inside the Main Building

Since 1996 the Main Library and the WUT academic authorities started searching for a better solution – an integrated library system available through the Internet.


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

1999

There were planned a lot of computers for the end-users in the 1999

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An unpleasant surprise

Unfortunately the independent libraries declared that they were not interested in using common library system.

WUT Library system

Independent libraries did not want to use common library system

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.

1999

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A new library system WUT Library system

Aleph 500 v. 11

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

1999

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A problem discovered

The Main Library should do something

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.

1999

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,

2000 Implementation - First difficulties

Transition to the new library system

The result (correctness and fluency) was important both for the staff of the Main Library and for the independent libraries

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.

2000

2000 Implementation – First Difficulties

A problem discovered and a solution WUT Library system

To build good relations with the libraries which do not want to cooperate at the moment

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

2000

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A problem with acquisition staff WUT Library system

We felt that we were carefullly observed by librarians. Our success would had a great influence

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.

2000

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WUT Library system

2000

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Exemplary report


A problem with acquisition staff WUT Library system

We felt that this was a success. The acquisition staff believed in themselves - in their ability to use Aleph.

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 data2. Exported data to a file (text file)The data were imported to Access which produced the report.s

2000

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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.

2004

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Deduplication 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

2004

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Deduplication 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

2004

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2004 Local catalogues in the Internet

Local catalogues in the Internet WUT Library system

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

2004

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Local catalogues in the Internet WUT Library system

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

2004

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WUT Local catalogues searchable manually and by the Z39.50 protocol

2004

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Supplementaryelectronic card catalogues WUT Library system

2004

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2004 Electronic Card Catalogue

A project to prepare electronic card catalogue

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.

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 cards2. 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.

2004

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Cele

Thank you for your attention

http:\\www.bg.pw.edu.pl

Warsaw University of TechnologyMain Library

http://www.bg.pw.edu.pl

Documents

IATUL, Cracow 3 0 .05-03.06 2004