1. IATUL, Cracow 30.05-03.06 2004 Grzegorz Płoszajski Main Library WUT Managing the Integration of Libraries at Warsaw University of Technology

2. 2 Managing the Integration of Libraries at Warsaw University of Technology Institutional Context Implementation of Integrated Library System – first difficulties Everyday Cooperation among Libraries Common Usage of Library System Local Catalogues in the Internet Retro-conversion The Future Warsaw University of Technology Main Library Institute of Automatic Control and Computation Engineering Grzegorz Ploszajski, Ph.D. ploszajski@bg.pw.edu.pl 1993 - 2004

3. 3 1993 Institutional Context The structure of WUT Library System Since 1993 – ‘heterogenous’: ‘Dependent’ libraries ruled by the Main Library, and ‘Independent’ libraries: faculty libraries ruled by the Faculties institute libraries ruled by the Institutes other libraries ruled by independent units of WUT Present state: Main Library 1 ‘South Campus’ library 13 Faculty libraries 20 Institute libraries 4 Student hostels libraries 5 other libraries Before 1993 - 50 libraries ruled by the Main Library Before 1993 – hierarchical (centralised)

4. 4 1993 Institutional Context The structure of WUT Library System 1.Simpler management structure in case of local (faculty and institute) libraries 2.Better acquisition policy of libraries - from the point of view of institutes (research units) and faculties 3.Research staff from an institute gets faster response from the library managed by the own institute 4.One can expext that librarians would better serve to their customers, especially to the research staff WUT and all universities became more independent from the state authorities (Ministry of Education) The Faculties became more independent within WUT structure, Institutes reached higher posistion in education The change of the structure of WUT library system was a result of change in organization of WUT, and generally, of change in organization of Polish state after 1989. Advantages of the change (some) The Context of the Change

5. 5 1993 Institutional Context The structure of WUT Library System 1.Coordination of acquisition policy of libraries became difficult 2.Many libraries used to buy the same books - what seemed incorrect from the point of view of university 3.Information on collections within WUT, being more distributed, became less available to the users (at that time only the Main Library had electronic catalogues) Disadvantages of the change (noticed) The Context of the Change

6. 6 1993 Institutional Context Can the complex structure of the staircase in the Main Building of WUT remind that of the library system?

7. 7 1994 Institutional Context The solution to the problem of troublesome access to information was sought in the Computerization of libraries Independent libraries began to catalogue in ISIS; however their electronic catalogues were available only on-site or at most within the range of local networks (buildings) WUT Library system After a short time these steps became insufficient from the point of view of students and staff, who became more and more accustomed to the use of wide area networks and the internet The Main Library implemented a computer library system covering circulation (1994), available to the users through the local network within the Main Building of WUT

8. 8 1996 Institutional Context Steps taken in 1994-95 soon became insufficient to the user needs. At the same time a temporary solution was developped and implemented, giving access through the wide network to the Main Library computer system (up to 16 simultaneous distant users, and over one hundred local users). WUT Library system In the 1996 the WUT authorities made the decision of building new premises for the Main Library inside the Main Building Since 1996 the Main Library and the WUT academic authorities started searching for a better solution – an integrated library system available through the Internet.

9. 1996 Institutional Context In the 1996 the WUT authorities made the decision of building new premises for the Main Library inside the Main Building The premises have already been built in the 1999 1999 There were planned a lot of computers for the end- users in the 1999

10. 10 1998 Institutional Context An unpleasant surprise Unfortunately the independent libraries declared that they were not interested in using common library system. WUT Library system Independent libraries did not want to use common library system The academic authorities of WUT were determined to buy a modern integrated computer library system, however they were unsure into which libraries it should be introduced. The Main Library tried to convince the authorities and librarians that it should be introduced at least to all faculty libraries. 1999

11. 11 1999 Institutional Context A new library system WUT Library system Aleph 500 v. 11 The academic authorities, after such decision of independent libraries, decided to buy new computer library system only for the Main Library and two big dependant libraries Faculty and institute libraries could join the system in the future, however they would have to search funds for extra licences on their own At last in 1999 an Aleph 500 was bought 1999

12. 12 1999 Institutional Context A problem discovered The Main Library should do something It was noticed that the decision of independent libraries could result in: 1. Unequal development of WUT libraries 2. Many WUT libraries could soon become unable to offer proper level of service to the users We, as the Main Library, decided that we should make some steps (decisions) to decrease danger of such situations. 1999

13. 13, 2000 Implementation - First difficulties Transition to the new library system The result (correctness and fluency) was important both for the staff of the Main Library and for the independent libraries The new library system Aleph was planned to be implemented gradually starting a few days/weeks after the ‘magic’ day of Jan 1st 2000. One of main assumptions was to transfer the catalogues together with all important information concerning the circulation (user accounts, due dates, even decisions of locking of accounts) in two days. 2000

14. Implementation – First Difficulties A problem discovered and a solution WUT Library system To build good relations with the libraries which do not want to cooperate at the moment The decision of independent libraries showed also some kind of misunderstanding and tension between them and the Main Library This was even a bigger challenge for the Main Library: to build good relation with other libraries beyond the current problems in the interest of academic community of the WUT 2000 14

15. 2000 Implementation – First Difficulties A problem with acquisition staff WUT Library system We felt that we were carefullly observed by librarians. Our success would had a great influence The acquisition staff did not ‘believe’ that the numbers (and text), which they enter, are available. Problem was serious We (the directors) would like to try to help them: We decided to arrange a temporary solution, which should help. It was a report on all books from a single invoice. 2000 15

16. 2000 Implementation – First Difficulties WUT Library system 2000 16 Exemplary report

17. 2000 Implementation – First Difficulties A problem with acquisition staff WUT Library system We felt that this was a success. The acquisition staff believed in themselves - in their ability to use Aleph. The report could not be done with tools available in Aleph at that time (was too complex). However it was Aleph which: 1. Prepared all necessary data 2. Exported data to a file (text file) The data were imported to Access which produced the report.s 2000 17

18. 2001 Common usage of computer library system Aleph Deduplication The main catalogue is organized as a central catalogue. Every year a few libraries join the library system Their catalogues are added to the common catalogue after being compared to the catalogue. When there is an equivalent record, only items are added; otherwise is added bibliographic records and items. 2004 18

19. 2001 Common usage of computer library system Aleph Deduplication WUT Library system Common catalogue became a field of cooperation between libraries which joined Aleph An elaborate technique has been developped to compare bibliographic records in such a way that even in case of some mistakes in records their comparison can be effective - is error-proof 2004 19

20. 2001 Common usage of computer library system Aleph Deduplication WUT Library system Up to 30% of records used to be found as duplicated About 20 % could be found easily, without any sophisticated technique 10 % of all records, i.e. 50% of records being compared is found due to advanced way of comparing information 2004 20

21. 2004 Local catalogues in the Internet WUT Library system The independent libraries prepare their electronic catalogues in ISIS (UNESCO software) – they are available on-site One of goals of the Main Library is to provide easy access to information to the staff and students; in this case through the Internet A new technique is being developped during last months; it is based on Z39.50 protocol and the software which is available on GPL licence 2004 21

22. 2004 Local catalogues in the Internet WUT Library system The catalogues are converted from local format used in ISIS to the US MARC Catalogues which are availabble in the internet can not only be searched ‘manually’, but also by other computer systems using Z39.50 protocol 2004 22

23. 2004 Local catalogues in the Internet WUT Local catalogues searchable manually and by the Z39.50 protocol 2004 23

24. 2004 Implementation – First Difficulties Supplementaryelectronic card catalogues WUT Library system 2004 24

25. 2004 Electronic Card Catalogue A project to prepare electronic card catalogue The catalogue is nearly ready - the 1st stage About 250 tys. cards have been scanned In many cases card catalogue contains the same information as the Aleph catalogue. The project is treated as a supplementary solution when retro-conversion seems to be as far to achieve, as it was some years ago 1. Stage – only scanned images of cards 2. Stage – scanned images with added text information (searchable) 3. Like stage 2 plus call numbers In the stage 3 the card catalogue can be limited to only those cards for which there is no record in Aleph catalogue. 2004 25

26. Cele Thank you for your attention http:\\www.bg.pw.edu.pl

27. Warsaw University of Technology Main Library http://www.bg.pw.edu.pl