University Library - OCLC€¦ · EMEA 2011 / Marion van Brunschot 3 University –facts & figures one of the larger comprehensive universities in Europe member of the League of European

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


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


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


Special Collections


Archeological Museum & University Museum


University Library - mission

state-of-the-art library services

service oriented

innovative

reliable caretaker of cultural heritage


Front-office efficiency / RFID & self checkout


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


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


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-....)


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


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


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….



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



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


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



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



GGC / NCC

Union CatalogueALEPH

Local Catalogue

WorldCat

Connexion

bib records & holdings2-way SRU

2-way SRU

or Z39.50?



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



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 ….


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)



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



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...)


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University Library - OCLC€¦ · EMEA 2011 / Marion van Brunschot 3 University –facts & figures one of the larger comprehensive universities in Europe member of the League of European