Resource Sharing & Collection Building through a Consortium: an Indonesian model created with international collaboration

Authors INDONESIA: Liauw Toong Tjiek (Aditya Nugraha), Petra Christian Univ., Surabaya Welmin Suharto Brawijaya Univ., Malang Nanan Hasanah Nanan Hasanah Inst. of Tech. Bandung, Bandung Ida Fajar Priyanto Ida Fajar Priyanto Gadja Mada Univ., Yojyakarta Yooke Tjuparmah Yooke Tjuparmah Indonesian Educational Univ., Bandung U.S.A.: John Hickok John Hickok California State University Fullerton

Abstract This paper ideally fits with the theme “Re-Assess, Reassign, and Reinvent: Collection Building Without Global Borders.” The authors are all library directors in Indonesia, currently in the process of forming a groundbreaking consortium of academic libraries for resource sharing & collection building. This process has involved collaborating with other libraries and librarians, from various countries, already involved in successful library consortiums—e.g., the Philippines, Malaysia, Thailand, Singapore, etc., as well as the U.S.A This paper ideally fits with the theme “Re-Assess, Reassign, and Reinvent: Collection Building Without Global Borders.” The authors are all library directors in Indonesia, currently in the process of forming a groundbreaking consortium of academic libraries for resource sharing & collection building. This process has involved collaborating with other libraries and librarians, from various countries, already involved in successful library consortiums—e.g., the Philippines, Malaysia, Thailand, Singapore, etc., as well as the U.S.A

Abstract The process of forming this consortium has: (a) reassessed traditional thinking among Indonesian academic libraries; (b) reassigned customary duties among Indonesian academic libraries; and (c) re-invented ways of building/accessing collections. The process of forming this consortium has: (a) reassessed traditional thinking among Indonesian academic libraries; (b) reassigned customary duties among Indonesian academic libraries; and (c) re-invented ways of building/accessing collections. This paper offers an promising model for other international libraries and librarians to follow, in that it reflects a surveying and incorporating of several different successful consortium models, crossing multiple borders. This paper offers an promising model for other international libraries and librarians to follow, in that it reflects a surveying and incorporating of several different successful consortium models, crossing multiple borders.

Outline Introduction (John) overall description & goal of the consortium idea. I. Re-Assess (Aditya) Background of Indonesian academic libraries independent of each other and the need to re-assess this. II. Reassign (Welmin) Discussion of some new/reassigned duties library staff will have when the consortium is in full operation. III. Re-invent (Nanan) Discussion of discuss how the consortium will create new ways/opportunities to add to your library collections. Conclusion (John) Summary of the collaboration process

Introduction

I. Re-assess

Under-appreciated by society, even in academic circles Under-appreciated by society, even in academic circles

I. Re-assess Under-appreciated by society, even in academic circles Under-appreciated by society, even in academic circles Impacts to libraries: Impacts to libraries:

I. Re-assess Under-appreciated by society, even in academic circles Under-appreciated by society, even in academic circles Impacts to libraries: Impacts to libraries:  No clear vision in the roles & functions of libraries  operates in isolation to one another

I. Re-assess Under-appreciated by society, even in academic circles Under-appreciated by society, even in academic circles Impacts to libraries: Impacts to libraries:  No clear vision in the roles & functions of libraries  operates in isolation to one another  Lack of support & funding from administrators  struggle for their survival

I. Re-assess Under-appreciated by society, even in academic circles Under-appreciated by society, even in academic circles Impacts to libraries: Impacts to libraries:  No clear vision in the roles & functions of libraries  operates in isolation to one another  Lack of support & funding from administrators  struggle for their survival Few exceptions for big government-funded universities Few exceptions for big government-funded universities

I. Re-assess Collaborations are difficult in big disparity in conditions Collaborations are difficult in big disparity in conditions

I. Re-assess Collaborations are difficult in big disparity in conditions Collaborations are difficult in big disparity in conditions Other factors make collaborations difficult: Other factors make collaborations difficult:

I. Re-assess Collaborations are difficult in big disparity in conditions Collaborations are difficult in big disparity in conditions Other factors make collaborations difficult: Other factors make collaborations difficult:  Unreliable postal services  worsen by geographical condition

I. Re-assess Collaborations are difficult in big disparity in conditions Collaborations are difficult in big disparity in conditions Duplicate library collection (books and printed journals) Duplicate library collection (books and printed journals) Other factors make collaborations difficult: Other factors make collaborations difficult:  Unreliable postal services  worsen by geographical condition  No agreed-upon system(s) to support collaborations

II. Re-assign

The first step is to make a union catalog (a preliminary one is already created for 6 state university libraries). The first step is to make a union catalog (a preliminary one is already created for 6 state university libraries). The next step is document delivery, leading to future ILL The next step is document delivery, leading to future ILL

II. Re-assign For safety reasons, currently ILL has not been applied. It needs more time for development among the member libraries For safety reasons, currently ILL has not been applied. It needs more time for development among the member libraries

II. Re-assign OPAC

II. Re-assign Status of items

Preliminary Union Catalog II. Re-assign

For example, the item at one of the 6 member libraries: ITB ITB (Institut Teknologi Bandung) Library II. Re-assign

OPACs must include the book cover picture and table of contents to facilitate ILL between these institutions. OPACs must include the book cover picture and table of contents to facilitate ILL between these institutions.

Staff reassignments when consortium is applied 1. Staff monitoring ILL requests 2. Input the request to the system and print out request ( if needed) 3. Check the book status in OPAC (if it is onloan, standby, or other copy available).

Staff reassignment when consortium is applied 4. Find the book on the shelf and take it 5. Scan the section users need 6. Send to the library of the user who requested the information via 7. Re-shelve the book

Ill. Re-invent

Accreditation Accreditation puts more attention to libraries

Ill. Re-invent Accreditation Accreditation puts more attention to libraries Information Information technology, Internet & digital libraries:  Opening  Opening up libraries to broader audience  Giving  Giving libraries more ‘prestige’  Increasing  Increasing flow of information in library circles

Ill. Re-invent First step: negotiate with vendors for consortium rate of online journal database subscriptions First step: negotiate with vendors for consortium rate of online journal database subscriptions  DGHE has made press release  Bigger universities pay more than smaller or less- fortunate ones  similar to the scheme adopted by Vietnam  Sustainability is a major concern since the scheme relies heavily on DGHE’s financial support  more independent consortium needs to be considered

Ill. Re-invent Collaborations are emerging: Collaborations are emerging:  The formation of six library-related organizations since 2005  The formation of library task force by the Directorate General of Higher Education/DGHE (Ministry of Education)  The emergence of library-related standards

Ill. Re-invent Share bibliographic information of each library’s holding Share bibliographic information of each library’s holding  Proliferation of IndoMARC standard as a start  Six major universities in Java exploring OAI for sharing holding information

Ill. Re-invent ILL will pose the most challenge, with several possibilities: ILL will pose the most challenge, with several possibilities:  Setting up borrowing limits to avoid unequal lending vs. sharing rate  LINK+ experience  Starting up with local ILLs (city/province-wide ILL)  Mendiola Consortium’s (Phillipine) experience  Libraries getting together and can share experiences to improve library services and expand activities.

Conclusion