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Looking for more efficient workflows
the Amsterdam experience
University Library
EMEA 2011 / Marion van Brunschot 2
Introduction
the University of Amsterdam
the University Library
More efficient workflows in Amsterdam
current situation
goals
roadmap
international standards
do’s and don’ts
future
The Dutch perspective
EMEA 2011 / Marion van Brunschot 3
University – facts & figures
one of the larger comprehensive
universities in Europe
member of the League of European
Research Universities
rich history (1632 - Athenaeum
Illustre)
> 30.000 students
> 5.000 staff
250 study programs
scientific output:
381 PhDs
7.900 scientific publications
annual budget 600 million euro
EMEA 2011 / Marion van Brunschot 4
University Library - facts & figures
largest Dutch (physical) collection
books: > 4 million
journals: 145.000
e-journals: 22.000
e-resources: 274.000
manuscripts: 70.000
letters: 500.000
maps: 125.000
museum objects: 109.000
prints, posters & photo’s: > 20.000
> 1. 000 specialised collections and archives a.o. book
history, cartography, Jewish culture, religious and
zoological collections, cookery books and comics
183 fte (221 staff)
annual budget 35,3 million euro
EMEA 2011 / Marion van Brunschot 5
Special Collections
EMEA 2011 / Marion van Brunschot 6
Archeological Museum & University Museum
EMEA 2011 / Marion van Brunschot 7
University Library - mission
state-of-the-art library services
service oriented
innovative
reliable caretaker of cultural heritage
EMEA 2011 / Marion van Brunschot 8
Front-office efficiency / RFID & self checkout
EMEA 2011 / Marion van Brunschot 9
Back-office efficiency / current situation
Less money
24
24,5
25
25,5
26
26,5
27
27,5
28
2006 2007 2008 2009 2010 2011
Less staff
Large back-logs
New tasks / more complex tasks
EMEA 2011 / Marion van Brunschot 10
Back-office efficiency / goals
do more with less people
add more value and enhance services by focussing on:
unique materials (special collections etc.)
unique tasks (repositories, digital publications etc.)
improved user experience
timely delivery
reduce existing back-log substantially
EMEA 2011 / Marion van Brunschot 11
Back-office efficiency / roadmap
1: select and implement a new ILS (2008-2009)
2: adopt and implement international (metadata) standards (2009)
3: convert existing database (2008-2009)
4: outsource tasks
approval plans /slip orders (2002-....)
import (and export) metadata in local ILS (2010-....)
shelf-ready publications (2011-....)
5: focus on external platforms and services (2010-....)
6: upgrade staff knowledge and (language) skills (2007-....)
EMEA 2011 / Marion van Brunschot 12
Back-office efficiency / international standards
Dutch ISBD based cataloguing rules
Since 2007 Amsterdam campaigns
for nation wide acceptance of
international (metadata) standards
In 2009 Amsterdam migrated to a new ILS
and started cataloguing locally using
MARC21 and AACR2
EMEA 2011 / Marion van Brunschot 13
Back-office efficiency / international standards
data structure: MARC21, Dublin Core, TEI, EAD
content standards: AACR2, DACS, CCO, ISAD(G)
authority files:
Dutch: GOO, NBC, STCN (printers)
International: AAT, LCC, LCSH
exchange formats: MARC21, MARCXML, MODS, DIDL
EMEA 2011 / Marion van Brunschot 14
Back-office efficiency / do’s and don’ts
focus on international standards and (innovative)
metadata developments
adhere to international standards ‘as is’
make maximum use of existing functionality, tools,
guidelines, workflows, mappings….
EMEA 2011 / Marion van Brunschot 15
Back-office efficiency / do’s and don’ts
don’t translate
reduce conversion activities to a minimum
make one department responsible for the acquisition and
metadata of both physical and digital collections
focus on other (related) metadata standards, linked data…
Source: Seeing Standards by Jenn Riley,
Indiana University, 2009-2010
EMEA 2011 / Marion van Brunschot 16
Back-office efficiency / do’s and don’ts
hire metadata librarians instead of cataloguers
import, export, re-use and link metadata to the max
be willing to ‘sacrifice some quality’ for the greater good
think and act global, instead of local and/or national
EMEA 2011 / Marion van Brunschot 17
Back-office efficiency / the future
November 2010: workshop
WorldCat & Connexion
March-April 2011: pilot cataloguing
in WorldCat using Connexion
2nd half 2011: cataloguing in WorldCat using Connexion
EMEA 2011 / Marion van Brunschot 18
Back-office efficiency / the future
GGC / NCC
Union Catalogue
ALEPH
Local Catalogue
Z39.50
authority & bib records
daily upload (new) bib records
FTP
WorldCat
bib records
Z39.50bib records & specific data
2-way SRU
EMEA 2011 / Marion van Brunschot 19
Back-office efficiency / the future
GGC / NCC
Union CatalogueALEPH
Local Catalogue
WorldCat
Connexion
bib records & holdings2-way SRU
2-way SRU
or Z39.50?
EMEA 2011 / Marion van Brunschot 20
Back-office efficiency / the future
some WorldCat / Connexion issues:
Dutch authority files
(personal) names
researcher (author) identifiers (DAI)
keywords (GTT)
classification (BC)
most efficient workflows
synchronization WorldCat - local Aleph system
EMEA 2011 / Marion van Brunschot 21
Back-office efficiency / the future
additional services / functionality:
WorldCat Collection Sets: pre-packaged sets of MARC
records for vendor materials with ongoing record
delivery and updates
WorldCat Collection Analysis: collection evaluation,
comparison and planning
WorldCat Selection: integrated, automated materials
selection
and more ….
EMEA 2011 / Marion van Brunschot 22
Back-office efficiency / the Netherlands
a lively debate is going on concerning international (metadata) standards and the Dutch information infrastructure
until quite recently most Dutch (university) libraries, including the Royal Library: still focussed mainly on the national union catalogue (GGC), the national
infra-structure, national rules and formats and the national authority files…
saw no need to adopt international cataloguing standards (MARC21), other
than as an exchange format
had a strong tendency to adjust international systems and standards to
local Dutch customs and traditions (MARC21/Ned)
EMEA 2011 / Marion van Brunschot 23
Back-office efficiency / the Netherlands
recent developments:
two weeks ago the Dutch University Librarians
decided to
Phase 1 implement MARC21 as an exchange format
Phase 2 implement MARC21 as a cataloguing format
EMEA 2011 / Marion van Brunschot 24
Back-office efficiency / the Netherlands
Amsterdam’s preferred outcome:
general implementation of international (metadata)
standards
collective Dutch migration from GGC to WorldCat
WorldCat ‘view’ or subset for specific Dutch purposes
(national bibliography, ILL etc.)
incorporation of the Dutch (personal) names authority
file(s) & Dutch author identifiers (DAI) in WorldCat /
Connexion (data linked through VIAF...)
EMEA 2011 / Marion van Brunschot 25
THANK YOU FOR YOUR
ATTENTION
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