Digital Archives as Space Saver: A case study of TIFR B.T. Kurahatti and R. Prabakaran Scientific Information Resource Centre Tata Institute of Fundamental.

Digital Archives as Space Digital Archives as Space Saver: A case study Saver: A case study of TIFRof TIFR

B.T. KurahattiB.T. Kurahattiandand

R. PrabakaranR. Prabakaran

Scientific Information Resource CentreScientific Information Resource CentreTata Institute of Fundamental ResearchTata Institute of Fundamental Research

MumbaiMumbai

NACLIN 2009, September 22 - 25, 2009NACLIN 2009, September 22 - 25, 2009

Introduction Introduction

TIFR was founded in 1945 by late Dr TIFR was founded in 1945 by late Dr Homi Bhabha.Homi Bhabha.

Started with a small research group Started with a small research group functioning from a small building near functioning from a small building near Gate Way of India, Mumbai. Gate Way of India, Mumbai.

In In 19621962, it moved to present campus. , it moved to present campus. Currently, 400 scientists are working in Currently, 400 scientists are working in the core areas of Physics, Chemistry, the core areas of Physics, Chemistry, Biology, Astronomy, Computer Science Biology, Astronomy, Computer Science and Mathematics.and Mathematics.

Library Library

Established with parent organisation Established with parent organisation with the objective to cater to the with the objective to cater to the scientific literature requirements of the scientific literature requirements of the academicians. academicians.

TIFR being a National Centre of the TIFR being a National Centre of the Government of India for Nuclear Science Government of India for Nuclear Science and Mathematics, Library also provides and Mathematics, Library also provides services to Scientists of other Institutes services to Scientists of other Institutes in the country.in the country.

Library Library

Users: Around 1,500Users: Around 1,500

Collection: Collection: 1,42,000+ Books & Journal Volumes1,42,000+ Books & Journal Volumes 1,000+ Books added every year1,000+ Books added every year 650+ Journals subscribed650+ Journals subscribed

2,000+ Bound Volumes added every 2,000+ Bound Volumes added every yearyear

Besides, Theses, Dissertations, Manuscripts, Besides, Theses, Dissertations, Manuscripts, Maps, Newspapers & Magazines, Audio Maps, Newspapers & Magazines, Audio Cassettes & Video Cassettes and CD-ROMS.Cassettes & Video Cassettes and CD-ROMS.

Library Library

Fully computerised.Fully computerised.

Access to 3000+ electronic journals, Access to 3000+ electronic journals, Bibliographic databases, E-books and E-Bibliographic databases, E-books and E-Resources through CD Mirror Server.Resources through CD Mirror Server.

With these developments, in 2007 the With these developments, in 2007 the Library nomenclature changed to Library nomenclature changed to Scientific Information Resource Centre Scientific Information Resource Centre (SIRC).(SIRC).

Space: the Problem Space: the Problem Area Area

Space had been a serious problem faced by Space had been a serious problem faced by all the libraries. all the libraries.

Journals form an important source of Journals form an important source of information and are stored in the form of information and are stored in the form of bound volumes. bound volumes.

In big libraries the collection of bound In big libraries the collection of bound volumes runs into lakhs, leading to acute volumes runs into lakhs, leading to acute space problem.space problem.

Two decades back, microfilming technology Two decades back, microfilming technology was projected as a solution, but it did not was projected as a solution, but it did not prove to be a viable alternativeprove to be a viable alternative. .

Present campus & the SIRC Present campus & the SIRC

TIFR has two structures – the main TIFR has two structures – the main building and anbuilding and an annexe annexe..

SIRC has two divisions - one each located SIRC has two divisions - one each located in these two buildings.in these two buildings.

There is little scope for any further There is little scope for any further expansion of the Structures. expansion of the Structures. Consequently, SIRC too has serious space Consequently, SIRC too has serious space constraints. constraints.

Stacking of bound Stacking of bound volumes volumes

Present bound volume collection is Present bound volume collection is scattered.scattered.

Bound volumes of the last 25 yearsBound volumes of the last 25 years kept kept in the main building and older volumes in the main building and older volumes are held in the Annexe.are held in the Annexe.

Stacking area in the main building is Stacking area in the main building is overflowing with new bound volumes overflowing with new bound volumes and exceeded the point of saturation. and exceeded the point of saturation.

Unavailability of Unavailability of Additional Additional SpaceSpace

Recommended separate library building some Recommended separate library building some years back, but it could not come up.years back, but it could not come up.

Authorities remarked that to mitigate the Authorities remarked that to mitigate the problem of space, technology should be put to problem of space, technology should be put to good use. good use.

SIRC planned to go digital. SIRC planned to go digital.

Libraries elsewhere are encountering similar Libraries elsewhere are encountering similar institutional reluctance to alleviate the institutional reluctance to alleviate the problem by providing new or extended problem by providing new or extended buildings.buildings.

The uptake of digital content should reduce the The uptake of digital content should reduce the need for additional space. - ‘Cathie Jilovsky’need for additional space. - ‘Cathie Jilovsky’

Electronic Journals Electronic Journals

With advent of electronic publishing, With advent of electronic publishing, most of the publishers started bringing most of the publishers started bringing out digitised version of their journals out digitised version of their journals along with print. along with print.

Initially, the access to electronic version Initially, the access to electronic version was offered free to print subscribers. was offered free to print subscribers.

Later, the publishers started charging Later, the publishers started charging additionally certain percentage (between additionally certain percentage (between 10 and 20) of amount for electronic 10 and 20) of amount for electronic access. access.

Electronic Journals Electronic Journals

Most of the publishers offering three options – Most of the publishers offering three options – ‘print only’, ‘online only’ and ‘print + online’. ‘print only’, ‘online only’ and ‘print + online’.

Online subscription prices are generally lower Online subscription prices are generally lower than the print, in some cases, they are almost than the print, in some cases, they are almost equal. The prices for print + online are equal. The prices for print + online are obviously still higher. obviously still higher.

Some publishers, who initially insisted Some publishers, who initially insisted maintaining print journals along with online maintaining print journals along with online package subscription, later changed their package subscription, later changed their policies to allow the subscribers to switch to policies to allow the subscribers to switch to online only subscription (e.g. Elsevier, online only subscription (e.g. Elsevier, Oxford). Oxford).

Electronic Journals Electronic Journals

Some journals are now appearing online Some journals are now appearing online only. All these developments are indicators only. All these developments are indicators to the impending shift from print to online.to the impending shift from print to online.

Though online version has many Though online version has many advantages, the users still prefer the print advantages, the users still prefer the print version for archive purpose due to the version for archive purpose due to the apprehension about the availability of apprehension about the availability of continued electronic access to the journal continued electronic access to the journal content hosted remotely. content hosted remotely.

Funds position may not allow the library to Funds position may not allow the library to subscribe to both print and electronic subscribe to both print and electronic versions. versions.

International International Scenario Scenario

Many libraries are migrating from print Many libraries are migrating from print subscriptions to electronic only.subscriptions to electronic only.

Primary Reasons: Primary Reasons:

Integration with other digital resources, Integration with other digital resources, saving cost and space. saving cost and space.

In western countries emphasis on saving In western countries emphasis on saving space does not seem to be as much as space does not seem to be as much as saving cost on subscriptions and the saving cost on subscriptions and the staff. staff.

Some Prominent Some Prominent examples examples

The Hagerty Library of Drexel University The Hagerty Library of Drexel University was one of the first Institutions that was one of the first Institutions that committed to convert print journals to committed to convert print journals to electronic only.electronic only.

Beginning 1999, it migrated to mostly Beginning 1999, it migrated to mostly electronic by 2002. electronic by 2002.

Type 1998 1999 2000 2001 2002

Print 1,710 1,475 1,000 300+ 370

E-Journal 200 4,400 5,000 7,600 8,600

Some Prominent Some Prominent

examples examples

Los Alamos National Laboratory Research Los Alamos National Laboratory Research Library cancelled nearly 750 print Library cancelled nearly 750 print subscriptions in favour of electronic in two subscriptions in favour of electronic in two subscription cycles (1999 & 2000). It also subscription cycles (1999 & 2000). It also achieved considerable saving in terms of achieved considerable saving in terms of space tax amounts to 14% of their total space tax amounts to 14% of their total budget. budget.

Central Michigan University migrated almost Central Michigan University migrated almost 70% of their journals from print to 70% of their journals from print to electronic during the period 2006-2008. electronic during the period 2006-2008.

Indian Indian Scenario Scenario

The published data on such practical The published data on such practical issues is hard to come by.issues is hard to come by.

Discussions in the professional circle Discussions in the professional circle point to the fact that libraries are not point to the fact that libraries are not aggressively pursuing it. aggressively pursuing it.

There are a few premier Institutions There are a few premier Institutions which have taken initiative to convert which have taken initiative to convert their print subscriptions to online only. their print subscriptions to online only.

Approach of TIFRApproach of TIFR

The problem of storage space has two The problem of storage space has two dimensions, one caused due to the existing dimensions, one caused due to the existing collection & the other due to the in-flow collection & the other due to the in-flow of new volumes. of new volumes.

Availability of digital version has provided Availability of digital version has provided an opportunity to attack both these an opportunity to attack both these problems. The task needs to be done as a problems. The task needs to be done as a well thought out policy. well thought out policy.

An integrated approach about the current An integrated approach about the current journals and also their archives is journals and also their archives is essential. TIFR has attempted this. essential. TIFR has attempted this.

Approach of TIFR towards Approach of TIFR towards Current Journals Current Journals

Users’ response to convert print journals Users’ response to convert print journals to ‘electronic only’ has been a mixed one. to ‘electronic only’ has been a mixed one.

Majority of them were for moving to Majority of them were for moving to electronic. But a section of the electronic. But a section of the academic community was not so academic community was not so favourable to the idea. There has been a favourable to the idea. There has been a general perception that eventually general perception that eventually ‘electronic’ is going to stay. ‘electronic’ is going to stay.

Decided to go digital in a phased manner. Decided to go digital in a phased manner.

Approach of TIFR towards Approach of TIFR towards Current Journals Current Journals

Some general policies were laid down. Some general policies were laid down.

Subscription to any new journal would be Subscription to any new journal would be ‘electronic only’. ‘electronic only’.

In 2004, made a modest beginning to In 2004, made a modest beginning to convert the existing journals to ‘electronic convert the existing journals to ‘electronic only’. only’.

Progressively by 2009, converted almost 300 Progressively by 2009, converted almost 300 journals (half of the total number of journals journals (half of the total number of journals currently subscribed) to ‘Online only’. It has currently subscribed) to ‘Online only’. It has been decided to covert some more journals been decided to covert some more journals to electronic in the year 2010. to electronic in the year 2010.

Number of Journals subscribed each year during 2004-2009

0

100

200

300

400

500

600

700

2004 2005 2006 2007 2008 2009

Year

No. o

f Jou

rnal

s

Print + Online Online Only

Migrating from Print to Migrating from Print to Electronic: Criteria used Electronic: Criteria used

Perpetual access to the subscribed content is Perpetual access to the subscribed content is provided even after discontinuation. provided even after discontinuation.

Availability of year-end CDs (AIP, OSA, etc.)Availability of year-end CDs (AIP, OSA, etc.) Ensured continued access through a third Ensured continued access through a third

party in the event of publisher winding up party in the event of publisher winding up operation. operation.

Availability of third party arrangement to Availability of third party arrangement to host the content in the case of trigger events host the content in the case of trigger events (these agencies may offer paid services or (these agencies may offer paid services or voluntarily accept the responsibility).voluntarily accept the responsibility).

Signed agreement with the publisher Signed agreement with the publisher incorporating the above. incorporating the above.

Journal Archives Journal Archives

Many publishers have digitised their archives Many publishers have digitised their archives and made available as package for outright and made available as package for outright purchase / annual subscription.purchase / annual subscription.

Provided opportunity for the libraries to shift Provided opportunity for the libraries to shift their bound volumes to remote place / add their bound volumes to remote place / add more archives at a reasonable price without more archives at a reasonable price without bothering about the space.bothering about the space.

TIFR has already purchased archives of TIFR has already purchased archives of important publishers and plans to acquire important publishers and plans to acquire more. more.

The policy of TIFR towards current electronic The policy of TIFR towards current electronic journals and archives is consistent with the journals and archives is consistent with the developments seen in many other developments seen in many other International Institutions.International Institutions.

What to do with hard What to do with hard copies? copies? International ScenarioInternational Scenario

Difficult to discard the hard copies, even if Difficult to discard the hard copies, even if the libraries go digital, as the users may the libraries go digital, as the users may strongly oppose.strongly oppose.

Print repositories exist in foreign countries Print repositories exist in foreign countries to provide storage space for library materials. to provide storage space for library materials.

Examples: Examples:

U.S. Washington Research Libraries U.S. Washington Research Libraries Consortium (WRLC) has a common storage Consortium (WRLC) has a common storage facility. In Australia, there is a collaborative facility. In Australia, there is a collaborative repository between Flinders and Adelaide repository between Flinders and Adelaide Universities. Universities.

What to do with hard What to do with hard copies? copies? Indian ScenarioIndian Scenario

Common storage concept is yet to evolve Common storage concept is yet to evolve in India. Space being the constraint for in India. Space being the constraint for all organisations, it is unlikely to all organisations, it is unlikely to happen in the near future. happen in the near future.

In the Indian context, the journal In the Indian context, the journal volumes form an asset, accounted for volumes form an asset, accounted for audit purpose and therefore audit purpose and therefore preservation becomes essential. preservation becomes essential.

Managing the Managing the Space Space

In TIFR, when the space became a serious In TIFR, when the space became a serious constraint, SIRC was allotted a small constraint, SIRC was allotted a small storage space in the basement. It was storage space in the basement. It was made conducive to be used as a stack made conducive to be used as a stack room by making it air-conditioned and room by making it air-conditioned and also controlling the humidity level.also controlling the humidity level.

High density racks (compact shelving) High density racks (compact shelving) were installed, which enabled SIRC to were installed, which enabled SIRC to shift around 15,000 volumes (one fifth of shift around 15,000 volumes (one fifth of the present bound volume collection). the present bound volume collection). Mostly included journals that are Mostly included journals that are available electronically and the less used available electronically and the less used foreign-language titles. foreign-language titles.

Managing the Managing the Space Space

Shifting has released a considerable space Shifting has released a considerable space in the main stack room and should be in the main stack room and should be enough to accommodate the new volumes enough to accommodate the new volumes to be received in the next decade or so. to be received in the next decade or so.

TIFR is establishing its second campus at TIFR is establishing its second campus at Hyderabad. A separate building for SIRC is Hyderabad. A separate building for SIRC is planned in this second campus and a vast planned in this second campus and a vast storage space for old volumes would be storage space for old volumes would be created in this building. created in this building.

Some Concerns and Some Concerns and Opportunities Opportunities

By going digital, there may be a fear of losing By going digital, there may be a fear of losing the space occupied by the library to other the space occupied by the library to other departments. departments.

To prevent this, an ideal way is to convert the To prevent this, an ideal way is to convert the existing library into a Learning Centre in which existing library into a Learning Centre in which there is a space for study and research, services, there is a space for study and research, services, socializing, and a computer lab and classroom, socializing, and a computer lab and classroom, serving as the campus information hub. This is serving as the campus information hub. This is an emerging trend.an emerging trend.

SIRC does not anticipate any problem of losing SIRC does not anticipate any problem of losing existing space. The library in the second campus existing space. The library in the second campus at Hyderabad will be developed as a Learning at Hyderabad will be developed as a Learning Centre rather than a mere conventional Library.Centre rather than a mere conventional Library.

ConclusionConclusion

The availability of current journals and their The availability of current journals and their archives in digital format have provided the archives in digital format have provided the libraries with an opportunity to overcome the libraries with an opportunity to overcome the budget problem to some extent and the budget problem to some extent and the space problem to a larger extent. space problem to a larger extent.

Policies adopted by TIFR in migration to Policies adopted by TIFR in migration to

electronic are consistent with the policies of electronic are consistent with the policies of the important Institutions elsewhere in the the important Institutions elsewhere in the world. world.

By going digital, TIFR, by and large has By going digital, TIFR, by and large has achieved its major objectives viz. optimum achieved its major objectives viz. optimum utilisation of available space.utilisation of available space.