Lund University Libraries Head Office From Print to(wards) Electronic - the Delicate Balance between Centralization and Decentralization XXV. Bibliothekstagung.

Lund University LibrariesHead Office

From Print to(wards) Electronic - the

Delicate Balance between Centralization and Decentralization

XXV. Bibliothekstagung der Max-Planck-Institute, Dresden, May, 2002

Lars Björnshauge, Director of Libraries, Lund University, Sweden

Tuesday, April 30, 2002

Lars Björnshauge

Outline of presentationPast experiences:

Print/electronic/hybrid library services

Current activitiesElectronic information resources:

advantages/problemsManaging electronic library

services in a decentralized organisation

Some recommendations


Lars Björnshauge

Background

1983: Masters degree – public administration, Roskilde Univ., Denmark

1986-1992: Professor Royal Danish School of Librarianship, Copenhagen, Denmark

1992-2000: Management positions, Technical Knowledge Center of Denmark, Technical University of Denmark

2001- Director of Libraries, Lund University, Sweden


Lars Björnshauge

Technical University of Denmark

Monofaculty institution: science & engineering

7000 students+1000 researchers/teachers1 main library (centrally

funded) and +20 minor departemental libraries (funded by departments)


Lars Björnshauge

Developing electronic library services – Technical University

of Denmark 1996: first electronic license agreement 1998: first consortia agreements 1999:

merging departemental and central library subscriptions,

massive cancellations of print, dramatic increase in content, reduced handling costs, massive education & training of staff, staff reductions 15%, development of integrated user

interfaces


Lars Björnshauge

Lund University

Founded 1668Largest in Scandinavia+ 30.000 students+ 3.200 doctoral students+ 4.000 researchers &

teachers


Lars Björnshauge

Lund University

7 faculties (technology, science, law, performing arts, humanities & theology, medicine, economy & social sciences, )

10 independent research centersCampus in Lund, Malmö &

Helsingborg


Lars Björnshauge

Lund University

Very decentralized organizationDecision making Funding: virtually all funding

direct allocated to faculties, departments and research centers

Decision making and funding for infrastructural resources is highly political!


Lars Björnshauge

Lund University Libraries – organizational structure

Untill year 20002 main university

libraries+ 60 libraries

(faculty, departemental etc.)

No coordination of subscriptions

From 2001Downsizing the

main librariesDevelopment of

faculty and departemental libraries

Coordination – Library Head Office


Lars Björnshauge

Problems and challenges

Old organization:Lack of sensitivity

as to key demandsLack of

developmentDispute as to

fundingNo coordination of

subscriptions/licenses

New organization:Coordinated

development of faculty libraries

Development of the electronic library

Decentralization and Centralization


Lars Björnshauge

Library Head Office Licensing

Electronic LibraryIT maint. & dev.

OPACSupport for restructuring

Lund University Library Structure

After Reorganisation

MedicalFaculty

ScienceFaculty

EngineeringFaculty

PerformingArts

Faculty

Faculty of Law

Social Sciences Faculty

Humanities &TheologyFaculty

L

L

L

L

LL

L

LL

L

L

L L

LL

LL

L

L

L L

LL L

L

LRC

L

L

LUniversity

LibraryLegal deposit

Old collections

Library Board Library Council

L

Electronic resources


Lars Björnshauge

The Primary challenge

Is not to build the electronic libraryBut

To integrate electronic resources and print collections – the hybrid library

Not Print or electronic

ButPrint and electronic


Lars Björnshauge

Electronic journals - advantages

24/7 accessRemote accessInterlinkingUsage statisticsWhen electronic only: Reduced

handling costs


Lars Björnshauge

Electronic journals - problems

Different contentQuality – images, charts etc.Control of ”delivery”Problems with accessNew work flows Usage statistics


Lars Björnshauge

Electronic journals – additional

problems/advantagesPricing models

based on value of print holdings”Uncontrollabels” Deep Discount Pricing

Consortia Licensing – more content

Back Files


Lars Björnshauge

More problems/advantages

Bundled subscriptions – activation of electronic access

ArchivingPresentation

How to make the most of the advantages and minimize the problems??


Lars Björnshauge

Constructing the electronic library

The componentsContentInterfacesStaffEducation & trainingManagement


Lars Björnshauge

The Content

Databases (A & i servicesElectronic journalsPrint collections (OPAC)Open archives, local databases

etc.Document delivery services

Lars Björnshauge Tuesday, April 30, 2002

Interfaces (integration)

Linking content together into integrated library services

ToolsMetasearch applicationsOpen URLZ-gatewaysMyLibrary & ELIN@Lund


Lars Björnshauge

Management

Getting the grip on subscriptions and licenses

Negotiating with publishers/vendors

Preparing for decision makingFollow up/evaluating

Costs/SavingsUsage statistics


Lars Björnshauge

Building the electronic library – the case of Lund University

LibrariesWhen we started:

No overview on subscriptionsNo overview on spending/costsNo integration of print collections

(OPAC), databases/electronic journals

Manual maintained lists of databases and electronic journals


Lars Björnshauge

The first steps

Organizing - Setting up the teamGetting the overviewCalculating costsSelect -Negotiate/renew/cancelCommunicating the need for

centralization of e-media decision making

Preparing for centralizationDeveloping interfaces


Lars Björnshauge

Organizing

Getting the commitment from the funding body

Setting up the committee of librarians

Setting up the committee of end user representatives (faculty staff, doctoral students)


Lars Björnshauge

Getting the overview

DatabasesExisting subscriptions

Which, Who pays, How much

Investigating the demand for new subscriptions

Calculating costsEvaluating


Lars Björnshauge

Getting the overview

JournalsDesigning the subscription

databaseGather subscription informationCalculate costsDepp Discount PricingUncontrollabels


Lars Björnshauge

Why centralize subscriptions?

More content availableMore consistent accessBetter position vis-a-vis

agents/publishersBetter pricing - DDPBetter value for moneyReduced administration


Lars Björnshauge

Preparing for centralization of

subscriptionsHighlight the current problemsHighlight the future benefitsGet the support from the

librariesGet commitment from the

management


Lars Björnshauge

The benefits

Reduced handling & storing costsMore contentEasier accessBetter pricing – even on print! ILL – decreasing!?Problem: benefits & savings are

often hard to ”cash in” or ”invisible”How to cash in savings in work load in

small libraries?Faster & easier access for end users?


Lars Björnshauge

Electronic information

Decentralization: available on the desktop, 24/7 access, remote access

Centralization: negotiating, administration, financial management, usage statistics, technical development and operation

Cooperation: selection, education & training


Lars Björnshauge

Integration of print and electronic services

Developing and implementing interfaces Reduce the number of sites to

consultSearching different sources in

one goNot direct the users to the

publishers sites


Lars Björnshauge

Lund experiences so far!

Difficult to get the overviewDifficult to manage cash-flowDecentralization does not work

properlyLarge increase in content very positiveEducation, training and marketing

very important Interfaces: very important – usage

boost dramatically when adequate


Lars Björnshauge

RecommendationsSet up a central e-media

management unit Funding:

Central or ”taxing” content provision, services,

technical development & operations etc.

Tasks: Appoint/train/allocate staffGet the overviewDiscuss the findings and make

recommendations


Lars Björnshauge

Recommendations

Appoint an e-media committeeEstablish priorities (which

databases, which journal agreements)

Renegotiate with subscriptionsagents and publishers (e-media unit)

Review the plan for integration of library services (interfaces etc.)


Lars Björnshauge

Division of responsibilities

The libraries:Selection of print subscriptions, claims,

education & training,E-media committee:

Decisions as to databases, electronic license agreements, distribution of costs, priorities as to technical development (interfaces etc.)

The E-media management unit:Negotiating (agent/publishers), evaluation

(statistics), financial management, technical dev. & operat., help-desk,

Lund University Libraries Head Office From Print to(wards) Electronic - the Delicate Balance between Centralization and Decentralization XXV. Bibliothekstagung.

Documents

main university libraries

lars bjrnshauge background

lars bjrnshauge problems

main library

libraries faculty

centralization slide

sweden slide

director of libraries