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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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)
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
Lars Björnshauge
Lund University
Founded 1668Largest in Scandinavia+ 30.000 students+ 3.200 doctoral students+ 4.000 researchers &
teachers
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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!
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
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LL
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LL
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L
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LL
LL
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L
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LRC
L
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LUniversity
LibraryLegal deposit
Old collections
Library Board Library Council
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Electronic resources
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals - advantages
24/7 accessRemote accessInterlinkingUsage statisticsWhen electronic only: Reduced
handling costs
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals - problems
Different contentQuality – images, charts etc.Control of ”delivery”Problems with accessNew work flows Usage statistics
Tuesday, April 30, 2002
Lars Björnshauge
Electronic journals – additional
problems/advantagesPricing models
based on value of print holdings”Uncontrollabels” Deep Discount Pricing
Consortia Licensing – more content
Back Files
Tuesday, April 30, 2002
Lars Björnshauge
More problems/advantages
Bundled subscriptions – activation of electronic access
ArchivingPresentation
How to make the most of the advantages and minimize the problems??
Tuesday, April 30, 2002
Lars Björnshauge
Constructing the electronic library
The componentsContentInterfacesStaffEducation & trainingManagement
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
Lars Björnshauge
Management
Getting the grip on subscriptions and licenses
Negotiating with publishers/vendors
Preparing for decision makingFollow up/evaluating
Costs/SavingsUsage statistics
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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)
Tuesday, April 30, 2002
Lars Björnshauge
Getting the overview
DatabasesExisting subscriptions
Which, Who pays, How much
Investigating the demand for new subscriptions
Calculating costsEvaluating
Tuesday, April 30, 2002
Lars Björnshauge
Getting the overview
JournalsDesigning the subscription
databaseGather subscription informationCalculate costsDepp Discount PricingUncontrollabels
Tuesday, April 30, 2002
Lars Björnshauge
Why centralize subscriptions?
More content availableMore consistent accessBetter position vis-a-vis
agents/publishersBetter pricing - DDPBetter value for moneyReduced administration
Tuesday, April 30, 2002
Lars Björnshauge
Preparing for centralization of
subscriptionsHighlight the current problemsHighlight the future benefitsGet the support from the
librariesGet commitment from the
management
Tuesday, April 30, 2002
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?
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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
Tuesday, April 30, 2002
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.)
Tuesday, April 30, 2002
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,