building collections, educating users, and managing information: innovation and professional agility...
TRANSCRIPT
Building collections, educating users, and managing information:
innovation and professional agility in an e-library setting
Kylie Chan
Acting University Librarian
2005 PRDLA Meeting in conjunction
with PNC and ECAI Annual Conference
1 Nov 2005
About the University
Introduction
About the University
Founded in 1956 50th anniversary in 2006 Public-funded tertiary institution with a Christian
education heritage 7 Faculties and Schools
No. of student headcount 2004/05:
Undergraduate 4,801
Postgraduate 2,380
Associate degree & postgraduate diploma 3,859
(offered through School of Continuing Education)
Total no. of students: 11,040
Introduction
No .of teaching staff in headcountFT: 481
PT: 1,024Total: 1,505
No. of non-teaching staff in headcountFT: 1,185PT: 37Total: 1,222
Total no. of staff: 2,727
Introduction
About the Library
About the LibraryNo. of FT Staff
Professional librarians: 14
IT officer: 1
Support staff: 40
Total: 55No. of Libraries: 2
(will increase to 3 in summer 2006)
Total Collection Budget: Over HK$19 million
(US$ 2.4 million)
Library Resources
Print collections: 888,000 vols888,000 vols
Active periodicals: 3,800 titles3,800 titles
Audiovisual & microform: 115,000 items115,000 items
Electronic databases: 151 titles151 titles
E-books: 3,900 titles3,900 titles
E-journals: 15,000 titles15,000 titles
Exponential increase in electronic resources
Application of information technology in 3 distinct areas of
interest:
Faculties, Students
External
I.I. Library Coordinators’ Portal & Online Book Selection Program (for collection development efforts)
II.Information Literacy Tutorials (for e-learning)
III. Intranet & Document Management System (for internal communication)
Internal Library Staff
Application of information technology in 3 distinct areas of
interest:
I. Building collections
How does the Library “train” our faculty members so that they become an extension of the
Library collection “staff” or agent?
Contains structured information pertaining to collection
development and management functions
Journal management activities
Lib. Coordinators Day
Library collection budget reports
Concerted efforts to build a balanced and quality collection
45 library coordinators
(representatives from faculties and
schools)
13 liaison librarians
Role of Library Coordinators / Liaison Librarians
Library Coordinators
1. Monitor an academic unit’s allocation and assist in an effective spending of funds for library materials
2. Review the approval plan materials and assist with selection of titles from trade catalogues
Liaison Librarians
1. Assist in developing a quality collection
2. Same
Role of Library Coordinators / Liaison Librarians
Library Coordinators
3. Keep the Library informed of curriculum changes, and new research interests, etc
4. Work with Library on special project such as deselection of library materials, serials renewal or cancellations, etc
Liaison Librarians
3. Share with faculty the current Library information & services and receive feedback
Role of Library Coordinators / Liaison Librarians
Online Book Selection Program
Conventional: paper forms, lengthy process during selection, approving, purchasing, and manually inputting data
Online: facilitates the entire review, selection and ordering process of titles from vendor supplied approval slips and other new book lists.
Aims:
Streamline the acquisitions operations in an efficient manner
Strive to be an agile organization through the optimized use of information technology as one strategic direction
Online Book Selection Program
History:
Handled YBP approval books in late 1999
YBP approval plan subject profile was arranged in Dewey Decimal Classification
Covered Chinese new publications (Man’s catalogues) and YBP approval slips in late 2001
Online Book Selection Program
Won “First Be Innovative! Awards – Most Innovative Use of Staff Module” in April 2002
Online Book Selection Program
The system incorporated the followingessential features:
1. An online new books selection with the capability of checking through html links against the Library’s Web OPAC
Online Book Selection Program
2. An automatic checking facility to remove duplicated selected titles
3. Automatic generation of bibliographical MARC and order records and uploading to Innopac system
Online Book Selection Program
By-product: Collection assessment function
Enable us to assess our collection strength by outputting our library’s holdings for checking against another library's collection using Innopac Web OPAC or vice versa
Online Book Selection Program
Online selection
Fund Codes
Book
Slip
DDC
Subject Profile
Selection Roundsfor Books
Coordinators can view their selected items
Selection Roundsfor Slips
Coordinators can view totalestimated cost of selected items
Convert automatically from US$ to HK$
Sample Page of Online Slips (1st Round)
Dynamic checking on author, title, series, DDC, ISBN and subject headings on Web OPAC
Enhanced in Jan 2004 with book content such as TOC, summaries, cover images, author notes which are linked to YBP online selection program via Syndetic
Solutions
Sample Page of Online Chinese Catalogue
Sample Page of Title List by Broad Subject Categories: (Language, 語言 )
Online Book Selection Program
How does the system work after the selection?
Online Book Selection Program
Download all selected titlesfrom server
Automatically checks
duplicate on
ISBN, Author-title,
keyword
Removesduplicates
andconvert
non-duplicates
to MARC formats
Upload MARC and
order records
Significantly reduce staff timein keying in
bibliographical and order records data!
Online Book Selection Program
English
records
Chinese
records
No. of records created 187 285
Processing time (mins) 25 30
Average time per record (mins)
Processing Time of Creating Bibliographic & Order Records Using this Program
0.13 0.11
1 9 6 2
4 8 8 3 5 1 1 3 4 8 5 3
01 0 0 02 0 0 0
3 0 0 04 0 0 05 0 0 0
2 0 0 1 / 0 2 2 0 0 2 / 0 3 2 0 0 3 / 0 4 2 0 0 4 / 0 5
Online Book Selection Program Statistics of Online Book Selection: 2001-2005
Information Literacy Tutorials
i. Foundations of Searching Library Resources
ii. Information Literacy Tutorial on Chinese Medicine
II. Educating users
Information Literacy Tutorials
Accepted into PRIMO (Peer-Reviewed Instructional Materials Online) in summer 2004
Subsequently selected as
October 2004 Site of the Month
Foundations of Searching Library Resources
- PRIMO is maintained by Emerging Technologies In Instruction Committee of the Instruction Section of ACRL
Background:
For users who are not familiar with searching information
Funded by Teaching Development Grant from Government in 2001
Encourage innovative approaches in teaching and further improve the quality of the learning environment
Information Literacy Tutorials
Emphasis on teaching and learning without physical and time constraints
In support of WebCTWebCT online teaching adopted in the University
HK$41,626 (US$5,200) approved in Feb 2001
Launched in late August 2001
Made use of Dreamweaver, Photoshop, Flash and Javascript on a WebCT platform
Information Literacy Tutorials
Developed 5 modules + Online exercise:1. Basic survival skills
2. Searching books and journals in Library Catalogue
3. Finding course reserves and past exam papers
4. Online renewal and reservation
5. Searching journal articles in databases
Available in each student’s WebCT account or through Library’s homepage
Information Literacy Tutorials
Module 1
Information Literacy Tutorial on Chinese Medicine
Developing an online interactive teaching
and learning aid for Chinese Medicine
4 subject-specific modules in Chinese
( 2 have been completed)
Library resources
Searching skills
Acupuncture
Information Literacy Tutorials Benefits
- Flexible delivery channel of library information literacy program to all types of library users
- Stimulate users’ interest in learning library skills by using interactive graphics and components
- Online course for new comers
Information Literacy Tutorials Benefits
- Online learning in an on-demand and self-access format
- Asynchronous learning
- 24 by 7 convenient access especially for part-time students
- Reinforce library skills that users have learned in workshops
III. Managing Information
i. Library Intranet
ii. Document Management System (DMS)
Developed in 1999 to serve the Library’s internal communication and information needs of library staff
Convenient for shared information
Revamped and upgraded in 2002 with a lot of new contents
• Statistics• Procedures• Budgets• Work procedures• Section webpages
• Strategic plans and actions • Presentations by library staff• Publications by library staff
• Archives of library events • Meeting room booking• Various library projects
• Reports• Photos• External links• Library in media• Emergency information
Library in media
Ming Pao
4 Oct 2005
Library Intranet
Greater transparency in decision and working process
Guidelines for retention and maintenance of information within the system have been developed and clearly defined
Now is a ‘must’ for internal communication and frequently used by all levels of library staff
Background Aimed at moving away from paper-based
processes to converting into digital-archived workflow
7 administrative offices in the University seek a systems solution in Dec 2002 to study the feasibility of the project
JOS is recommended to fulfill almost all the university-wide requirements
Software:
Document Management System (DMS)
Over HK$1 million (US$128,000)
University supports 70% & 30% shared by 7 participating offices
Covers the software, user licenses (unlimited for the 7 offices), project implementation, user training and a 3-year free maintenance service
Participating offices will bear its own hardware cost
Document Management System (DMS)
Implementation process in the Library
1st phase (June 2004 – March 2005)
Library administrative and acquisitions staff:
Document management, form specification, design, test, modification
2nd phase (April – May 2005)
All library staff:
Calendar, duty roster management, e-forms and workflow
Document Management System (DMS)
Document management E-forms
Workflow management
Schedule management
Roster management
Major functions:
Roster management
Workflow management
Submission, tracking, worklist, reports and monitoring the documents
Document management
Covers fax, letter, memo, invoice, minutes, report, email, etc.
Document Management System (DMS)
Benefits:
Reduces the amount of storage space, with reducing need of duplicating paper documents
Eliminates the danger of loss of documents
Able to discover document of relevance
Faster retrieval and accessibility of documents
Document Management System (DMS)
Benefits:
Improves operation efficiency and communication by embedding the workflow of documents
Helps maintain information security and integrity
Better management and greater control of invoicing workflow
Document Management System (DMS)
Functions not yet implemented:
Inter-departmental sharing function
Management of electronic database licenses
E-mail archiving
Leave application
Conclusions
How to achieve organizational agility in the library under the constraints of limited
staffing but still maintaining heavy workload?
The success of using IT platforms with The success of using IT platforms with widespread acceptance amongst users and widespread acceptance amongst users and
staff at all levelsstaff at all levels
Conclusions
External users:
Students
Information literacy tutorial
every user is given an interactive e-learning opportunity to access library resources
Conclusions
Faculties:Library Coordinators’ Portal &
online book selection system
efficient collection development and management functions and operations with reduced manpower involvement
Conclusions
Library staff:
Intranet & DMS
enhances intra-library communication and better document management
Thank Thank You!You!Q & AQ & A