Electronic Catalogue of the University Library: more than just a catalogue
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Тези доповіді на конференції "Faster, smarter and richer. Reshaping the library catalogue": FSR 2014 (International conference, Rome 27-28 February 2014)
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Electronic Catalogue of the University Library: more than just a catalogue
- 1. Electronic Catalogue of the University Library: more than just a catalogue (an example from National University of Kyiv-Mohyla Academy Library) Tetyana Yaroshenko, Iryna Bankovska, February, 27th , 2014
- 2. Overview 1.Ukraine and Ukrainian Libraries 2.General information on NaUKMA catalogue 3.Main OPAC features 4.Electronic catalogue management
- 3. Ukraine • Population - 46,011,300 • Area - 603,628 km • Official language – Ukrainian • Kyiv – the capital History: • Human settlement in the territory of Ukraine dates back to at least 4500 BC, Neolithic Cucuteni-Trypillian Culture • Kievan Rus – from the 9th century • Independence after the dissolution of the Soviet Union in 1991
- 5. Libraries in Ukraine •The oldest Library – The Library of Yaroslav the Wise - the first state library of Kievan Rus (1037) •Monastery Libraries – Kyevo-Pechersky, Kyevo- Mezhyhirsky, Chernigiv and Pochayiv (from the11th century) •Libraries of Lviv, Kyiv, Chernigiv, Lutsk, Ostrog Brotherhoods (the16th-17th centuries) •The oldest Universities Libraries in Lviv (1608), Kyiv Mohyla Academy (1615), Kharkiv (1805), Odessa (1817), Kyiv (1834 ), Chernivtsi (1852)
- 7. Libraries in Ukraine - 2014 • 37 466 – Total • 9 national • 18 000 – public libraries • 800 + – universities libraries • 900 + – medical libraries Total book collection – 400 mln.vol.
- 8. Ukrainian Libraries from 1991 ”New library policies in Ukraine based on free access to ideas, library materials and services. Intellectual freedom issues are the basis on contemporary library and information policies in Ukraine “ Libraries and Intellectual Freedom: Ukraine – FAIFE World Report, IFLA, 2003 Ukrainian Library Association (1995)
- 9. E-catalogs • Only 11-12 % libraries has Internet access • Only 440 public libraries (from 18000) has e-catalogues – 2,4% • Only 4 used such ILS as ALEPH • Another domestic and Russian software: UFD, IRBIS, MARC SQL. • 1 library use KOHA (FOSS)
- 10. Challenges for Ukrainian Libraries In general: • Postcomunistic factor (more than 70 years libraries had been working as ideological centers), • The bad state funding and support, • The absence of many very important standards for some processes, • The lack of personnel.
- 11. Challenges for Ukrainian Libraries In cataloguing: • The absence of the corporate projects. There is no National Center for creation and dissemination of bibliographic or authority records. • The absence of the coordinated cataloguing standards (in use MARC 21 and UniMARC at the same time), • No attempts to discuss on the cataloguing problems of electronic resources or RDA implementation. • Federative search and discovery systems are used only in some lonely libraries in the country.
- 12. BIBLIOMIST • $25 mln. Bill and Melinda Gates Programme (2009- 2014) • modernizing access to information in public libraries (Equipping 2000+ public libraries + Trainings)
- 13. National University of “Kyiv-Mohyla Academy” • Founded in 1615 (till 1815) • Rebirth in 1991 • Oldest University in Ukraine • 1000+ Staff • 450 Researchers • 3,500 Students • 7 PhD Programme • In the top of 1% of the Ukrainian University
- 14. The Library is a heart of University • From 1st book in 1991 – to 1,6 mln. collection now • 53% - e-collection • 9 libraries at the campus • Staff -64 • 7 269 users • Average Day Visits in 2013 – 2034
- 15. General information on catalogue • Card catalog is used until 1996 • ILS - ALEPH 500 (Ex Libris) (the automation project has been started in 1996) • MARC format for Bibliographic and Authority data - MARC 21 • 311 000 bibliographic records • 700+ authority records • 13 virtual collection • 600 000 Items
- 16. ILS ALEPH 500 • Manages all aspects of the library work • Flexible • Open • Scalable • Expandable • Trustworthy • Multilingual • Client/server architecture • Cataloging with extensive control • Customer support
- 17. 2013 Statistical Report for ALEPH 500 • ILS Satisfaction -7 • ILS Functionality -7 • Print Functionality- 8 • Electronic Functionality – 5 • Company Satisfaction -7 • Support Satisfaction - 7 • Support Improvement - 5 • Company Loyalty - 7 • Open Source Interest -2 Library Technology Guides - http://www.librarytechnology.org/survey- 2013-product-report.pl?CurrentILS=ALEPH 500
- 18. General principles of catalogue structure • User-friendly intuitive interface; • Broad search possibilities; • Tools for search results processing; • The best practices of other libraries that use the same ILS; • 2 interface languages – Ukrainian & English .
- 19. General principles of catalogue structure
- 20. Main OPAC features • Special virtual collection for Course Reserves. Collection consists of course-related materials recommended by University professors.
- 21. Main OPAC features Simple work with new acquisitions. Information is accessible via e-mail and RSS feeds. Each library patron (and each catalogue user) can choose topic on which he/she’d like to receive information and the way in which this information could be delivered.
- 23. The SDI request example
- 24. Main OPAC features • Library catalogue gives access to the electronic resources: digitized items provided by university professors and lecturers for course learning, uploaded bibliographic records from purchased databases.
- 25. Main OPAC features • The catalogue contains some virtual collections related to the university materials: Scholars works, Publications about the University, materials from University Institutional Repository, full text articles from "Scientific papers of NaUKMA" serials.
- 26. Main OPAC features • Part of the catalogue – the American library catalogue. This is public library and contains virtual collections that is more interesting for public library patrons.
- 27. Main OPAC features Web-OPAC is source for extended communication with patrons. Patrons could receive the email letters when hold request is fulfilled, hold request is cancelled, courtesy notices or overdue letters
- 28. Main OPAC features • Catalogue has the elements of interactivity. Each library patron can become the member of library collection development team. The acquisition request via the OPAC allows the patrons to request materials for purchasing that are absent in library at the moment.
- 29. Main OPAC features • Authority data – Name Authority Files: authority file of personal names and authority file of personal names university scholars.
- 30. Main OPAC features • Link to Google Books Service which is displayed from record’s full view.
- 31. Main OPAC features • As a searching aid on different topics, catalogue shows related books from the record’s full view. There are established such types of relationship: books frequently read by people who have borrowed this particular item, books with equal or the same subject headings, or other editions of the same published work.
- 32. The List of Related books
- 33. Web OPAC management • The most important thing in the library online catalogue management is creation of strong relationship between technical specialists and all library departments. • It requires the different work groups to maintain different functions of the ILS.
- 34. WEB-OPAC/ILS management at the Library
- 35. Summary The Library work Experience Each Library System should be adapted to the Library policy and practice. Future and Path of development The Integration with the Discovery System (EDS or maybe some day with Primo) We are ready to share the experience we have and we invite you to cooperate with us
- 36. Thank You! Questions? More Information? yaroshenko@ukma.kiev.ua bankovskaim@ukma.kiev.ua The presentation is licensed with Creative Commons Attribution 3.0 License
Notas del editor
- We would like to tell about the one Library's experience of creating and maintaining of the library online catalogue. And …
- Ukraine is the second largest country in Europe according to the territory and with 46 mln. population. Our history dates back to at least 4500 BC from the Trypillian Culture. Ukraine was the center of the first eastern Slavic state, Kyivan Rus, which during the 10th and 11th centuries was the largest and most powerful state in Europe. A new Ukrainian state, the Cossack Hetmanate, was established here in the mid-17th century…Many tragic pages of Ukrainian being under the reign of Russian Empire from the 18 century, through the more than 70 years of being in the Soviet Union – through the Great Famine (Holodomor) in the middle of the 20th century (cause of this genocide almost 4 mln. people have died ), through the actual extermination (shooting) of Ukrainian intellectuals: writers, scientists, state activists of the Stalin’s era. Russia, fearing separatism, imposed strict limits on attempts to elevate the Ukrainian language and culture, even banning its use and study. You can also understand how this affected the whole history of the country, which actually for more than 4 centuries had no independence. You can understand how Soviet ideological machine, an Evil empire as it was called the Soviet Union, tried to destroy everything Ukrainian, and firstly - Ukrainian intelligentsia and anyone who was against communism. Unfortunately it influenced everything that concerns Ukraine. Including the development of science, education, culture, libraries ... But the Ukraine was rebirth and officially declared itself an independent state on August 24, 1991 when Soviet Union desolation. So we’ve 20 years for Ukrainian Independence and new experience in building up democracy, economic reform, privatization, and civil liberties efforts.
- So we’ve 23 years for Ukrainian Independence and new experience in building up democracy, economic reform, privatization, and civil liberties efforts.
- Democratic changes in Ukraine for the last 2 decades closely linked to the libraries which have been rethinking their role in society, considering different goals and facing new challenges. Libraries and Librarianship in Ukraine reflect the history and development of the country and its people. The brief history of Libraries in Ukraine - starts from The Library of Yaroslav the Wise - the first state library of Kiev Rus (1037) through Monastery Libraries – Kyevo-Pechersky, Kyevo-Mezhyhirsky, Chernigiv and Pochayiv (from the 11th century) , through Libraries of Lviv, Kyiv, Chernigiv, Lutsk, Ostrog Brotherhoods (the16th -17th centuries), till oldest Universities Libraries in Lviv (1608), Kyiv Mohyla Academy (1615), Kharkiv (1805), Odessa (1817), Kyiv (1834 ), Chernivtsi (1852)… Ukraine became a part of the Soviet Union in 1922. Under the Soviet regime till 1991 the libraries had a strict centralized administration ensuring strong censorship and dictating communist ideology. Throughout the Soviet period, librarians were responsible for maintaining up-to-date lists of forbidden works and removing them from public view. One more tragic page in Ukrainian history – Second World War. German troops occupied Ukrainian territory (1941-1945). This war brought great losses to the libraries. Before rhe beginning of war there were 44 662 libraries with total book collection s amounting to 102 million items. More than 40 000 libraries were ruined or damaged and about 80 million books were destroyed or stolen. Neverless, the library network in Ukraine was basically restored by 1950.
- Now our modern library network in Ukraine consists of 37 000+ thousand libraries. Including 18 000 public libraries, almost 800 – universities libraries, 910- medical libraries, etc. It’s a great number of school libraries etc.
- The Library community is currently working toward “new library policies in Ukraine based on free access to ideas, library materials and services. Intellectual freedom issues are the basis on contemporary library and information policies in Ukraine ”Libraries and Intellectual Freedom: Ukraine” (FAIFE World Report, IFLA, 2003)
- The level of libraries development differs from library to library. The most developed are national libraries, state level libraries, regional libraries, and academic libraries. They have their own information resources: websites, catalogues, electronic libraries and other resources. On the other hand, only 12% of public libraries have Internet access and only 2% of them have their own e-catalogues. There are no corporate projects in cataloguing in the country and there is no intention to do it. There are no coordinated cataloguing standards (in use MARC 21 and UniMARC at the same time), there are no attempts to even discuss on the cataloguing problems of electronic resources or RDA implementation. Federative search and discovery systems are used only in some lonely libraries in the country. There is no Bibliographic Records Creation and Dissemination Center at the national level. The same situation is with authority data. In spite of all these problems we are developing and trying to support main progressive initiatives in the contemporary library and information science.
- Because of some reasons the amount of libraries is shortening, especially in the countryside.
- The Biliomist project– 25 mln dollars from the Bill and Melinda Gates Fund on Internet access development in Ukrainian public libraries. The project anticipates providing 1500 public libraries in little cities or villages with computers and linking them to the Internet and performing trainings for the librarians. Microsoft corporation made its own contribution to the project: free software by the cost of approximately 4,4 mln dollars. The project also has as the aim to help librarians to present libraries interests and receive recourses necessary for local communities needs. It also will help to understand and realize the key role of libraries in the society and the necessity to maintain them. This project is very successful. It actually raised the new wave of the attention and respect to the public libraries.
- Times Higher World University Rankings
- The automation project at the Library has been started in 1996 with implementing the Integrated Library System (ILS) ALEPH 500 (Ex Libris Ltd, Israel). The MARC format for Bibliographic and Authority data representation is MARC 21. Now the library catalogue counts more than 300 000 bibliographic records, more than 600 000 items, 700+ authority records, 13 virtual collections including American Library which is public one and has got 2 separate virtual collections.
- Here you can see main features of our ILS (for general information for them who does not use it). The ILS is quite strong.
- Statistical Report for ALEPH 500 from site “Library Technology Guides” – shows customers satisfaction of the ILS. It is high enough too.
- The library uses many options that were provided by the developer of our ILS and the library uses options that were created by other users of our ILS (the same ILS). General principles of the catalogue structure we are trying to follow: User-friendly intuitive interface; Simple, natural, understandable language; Broad possibilities for searching; Broad tools for search results processing. For more comfortable search - the library catalogue is divided into 13 virtual collections. The virtual collection is a logical base that separated conventionally from the general library catalogue. It helps to find materials by some attributes. For example, virtual collection Periodicals joins all periodicals that exist at the library regardless of physical location of items; virtual collection of Multimedia includes all direct access electronic resources (CD, DVD) and audiovisual materials etc. all these materials are present in the general catalogue too. Each virtual collection gives just the same possibilities to search and refine search in. So, we can say that we use the basic principles that fit the requirements of usability and some Web 2.0 recommendations - we are trying to organize the simplest way to find and understand the information for our patrons. The catalogue interface is designed in 2 languages: Ukrainian and English (English is the second official work language at the University).
- This slide illustrates the simple search in the electronic catalogue. So as I said our e-catalogue has broad possibilities for searching – the ability to browse, to make the simple search and the advanced search. Patrons can search almost in all fields of the bibliographic record that contains he important information for the searching. Broad tools for search results processing - the ability to rank, refine, filter search results. There is the capacity to add the selected records from the search results to My e-shelf to safe them for the further work. Also it exists the possibility to e-mail results or safe them on the local computer.
- We are looking for the possibility to make the way of delivering information to the end user simpler. Because our library is an academic one, the catalogue has special virtual collection for Course Reserves. Collection consists of course-related materials that recommended by the University professors for a course of studies. Collection gives access to the different types of documents: as traditional paper books that need to be requested through the e-catalogue as full text electronic documents provided by University professors.
- Catalogue provides simple work with new acquisitions because of big importance of new documents for the University community. There are special facilities in the electronic catalogue to inform about new acquisitions.
- First of all: there is virtual collection of new acquisitions where patrons may find all new arrivals added in the last half a year. In addition there is possibility to have got the delivery of information on new acquisitions via e-mail and RSS feeds. Patrons may use two ways to choose the subject on which they would like to receive the information on new acquisitions. The first one is accessible for any user of the library catalogue. Each of them is able to do the subscription for information on new acquisitions on the subjects that are determined by the library. The list of accessible subjects is quite broad and focused on the departments of the University.
- The second way exists only for registered library patrons. This is the SDI request (Selective Dissemination of Information) Any SDI request could be created through the current search results list or through the list of previous searches. It means that SDI request hasn’t any boundaries in determining of the topic of interest. The patrons could receive notification about new publications on a specific field as well as new journal issues that arrive at the library. So through the SDI request patrons may also set up a frequency with which to receive necessary information, the way in which information could be sent (by e-mail or RSS), expiry date for the SDI request, the suspend period, the format of the records.
- Library catalogue gives access to the electronic resources: as I said there are digitized items provided by University professors for course learning; uploaded bibliographic records from subscribed databases. There is a separate virtual collection of electronic resources. Major portion of these items are accessible only in the local network of the University.
- The catalogue contains some virtual collections related to the university materials: Scholars works, Publications about the University, materials from University Institutional Repository, full text articles from "Scientific papers of NaUKMA" serials.
- The part of the catalogue is American library catalogue. Viktor Kytasty American Library is a public library. This library is the one of the University library departments. The catalogue of this library contains 2 separated virtual collections that are more interesting for public library patrons. There are the Video (DVD) Collection and New Acquisitions Collection of the American Library.
- Web-OPAC is a source for extended communication with patrons. Library patrons could receive the email letters when theirs hold request is fulfilled; hold request is cancelled, courtesy notices (reminders to patrons about the end of the loan period) or overdue letters (when the term of the loan is ended).
- Catalogue has the elements of interactivity. Each library patron can become the member of library collection development team. The acquisition request via the OPAC allows the patrons to request materials for purchasing that are absent in library at the moment. Special checks prevent to request items that library has in multiple copies. Patrons could check the stage of theirs acquisition requests through the Web OPAC library card. When acquisition request is fulfilled patron receives the e-mail notification.
- This is an example of the authority data representation in the browse list of Authors. As you know we don’t have any authority data on the national level – so because they are very important thing for the university scholars names identification – we started to do it. We have now: Authority file of University scholars personal names and Authority file of personal names.
- Link to Google Books Service is displayed from record’s full view. Link is available after the search query and displays from the full bibliographic record’s view.
- As a searching aid on different topics, catalogue shows related books from the record’s full view. There are established such types of relationship: books frequently read by people who have borrowed this particular item, books with equal or the same subject headings, or other editions of the same published work. This option is an example of the implementing of the best practice of other libraries that work whit the same ILS.
- This is an example of related books displaying. This extension is from the University of Dundee Library (Scotland).
- The most important thing in the library online catalogue management is creation of strong relationship between technical specialists and all library departments. It requires the different work groups to maintain different functions of the ILS.
- There are such work groups that are related to the different system modules: Work group on acquisition/serials module; Work group on cataloguing module; Work group on circulation module; Work group on WEB-OPAC. It is possible to maintain temporary work groups to implement the special function of the system or improve different library workflows. All work group actions help to meet the challenges and work together with a good result.
- Based on our experience we can say: each Library should work out each aspect of Library System usage to adapt it to the Library policy and practice and to each Library workflow. However the Library System is strong and flexible it is very easy to lose even all process of automation without the appropriate management decisions on all levels – technical and organizational. So it is applicable for creating and maintaining services that satisfy the needs of our patrons. Future and Path of development : the Integration with the discovery system. We are ready to share our experience and we invite you to cooperate with us.