GEPA, the collaborative print repository in Catalunya

Kuopio 3, 29.10.2009

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

Spain: big changes in few years

Catalonia• Autonomous region of Spain, 7.000.000 inhabitants,• Own language (Catalan) • University system: 8 public universities and 4 private • University community: 180.000 students, 13.000

teaching staff and 6.000 administr. staff• National Library (Biblioteca de Catalunya).

• From a centralized administration to a nearly federal one• From a very low interest and investments in culture to a

new cultural infrastructure• From isolated working to cooperative working

CBUC mission

The way we work

• By consensus

• Annual working plan

• Quarterly planning

• With a lot of communication

• To improve library services through cooperation

CCUC

CBUC

The beguinning: 1997

PI

TDX-TDR

IRs

CCUC

BDC

Today

CBUC members

Government• Senate (20 members, 2 meetings/year)• Executive board (14 members, 6 m/y)• Library directors (15 members, 10 m/y)• CBUC Office (8 librarians, 4 computer staff, 4

administrative staff)• Working groups (a lot)• Intranet, wiki, e- bulletin, telephone calls, e-mails ...

• Founder members: Public universities libraries of Catalonia BC + Generalitat of Catalonia (GC) – Universities

• Associated members: Private universities of Catalonia + CG – Culture; Education

• Members for some programs: Other important catalan libraries.

CBUC Strategic plan

• Programs for increasing document accessibility– Union catalogue (3,5M records, 6M docs),

ILL, GEPA

• The Digital Library of Catalonia– 10.000 e-journals, Licensing, TOC’s

database, Institutional Repositories.

• Programs to facilitate the change– Exploring the future, training

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

Background

• 2003, April: ‘foundational’ report• 2003, Nov.: building location• 2004-05: realization of the project and funding• 2006: agreement for the creation of the facility (Lleida

City Council, CBUC, University of Lleida, Department of Education of the GC and Dept. of Culture)

• 2007, Jan.: building works started• 2008, Feb.: end of building works• 2008, Oct.: official opening

Mission

GEPA = Guaranteed Space for the Preservation of Access

• Purpose: to store and preserve low-use documents, ensuring its future preservation and accessibility immediately when a library requires them.

• CBUC collaborative facility, initially used by the libraries of its members (the public universities of Catalonia, UOC and the Library of Catalonia) without excluding that can be used later for other libraries in public or private so ask and who meet the requirements established.

Objectives

• YES– Releasing physical space of libraries

• And to transform the physical libraries

– Create a collection of common reserve• And guarantee that what we save what must be

saved

– Being a download store

• NO– Keep important material from the institution

Management and financing

• GEPA creation, 2006– Collaboration between five entities: UDL,

Lleida, Department of Culture, Department of Universities, CBUC

– Rehabilitation and commissioning: 3,000,000 €

• Annual management, 2009– Three institutions work together: Department

of Culture, Department of Universities, CBUC

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

Old infantry barracks, Gardeny, Lleida

Google maps

Works

Facility

Official opening: 8.10.2008

Some facts

• The GEPA equipment is not unique but is outstanding:

• has 5.400 m2 with 12 storage modules,• currently equipped eight of the twelve modules,

with more than 2,000 meters of corridors and 17,000 meters shelves

• total capability is expected to be so compact you can store about 43 miles of existing library shelves,

• has a consultation room with ten reading places.

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

Document property

Mixed model• Collaborative collection

– Collective ownership– Institutions create bailments of their documents– Conditional bailment: institutions can’t recover their

documents if GEPA can’t find the same document among the other institutions.

• Cooperative collection– The library maintains the property, determines

conditions for use, pays the cost

Collaborative collection

• We keep a number of copies per document type – In most cases: one item – In certain cases: more than one

• Once GEPA receives the determined the number of copies:– Libraries may withdraw their copies – Except if someone has a better copy than the one

preserved in the GEPA.

Services

• Documents in the collaborative collection can be used in three ways:

1. Preferred: e-prints

2. Optional: reading room

3. Last: ILL

• Documents in the cooperative collection may be used under the rules and conditions established by the owning institution

Types of loads and cost model

A1 Collaborative documents, ordinary load

• Load = 0 Maintenance = 0

A2 Collaborative documents, special loads

• Load = X? Maintenance = 0

B Cooperative collection

• Load= X Maintenance = X

Needs studyRevistes MonografiesMetres Metres

Acumulat 1.200 1.000Corrent 12 30

Part pròpia 1.600 2.250Acumulat 1.919 835Corrent 562 46Especial 0 0Acumulat 2.500 2.000Corrent 400 200Especial 0 0Acumulat 0 960Corrent 150 800

Magatzems 450 3.100Acumulat 78 11Corrent 0 80Especial 0 0Acumulat 89 124Corrent 19 19Especial 0 0Acumulat 0 0Corrent 25 25Especial 0 0Acumulat 0 0Corrent 18 270Especial 0 0Acumulat 750 250Corrent 0 150Especial 0 500

Acumulat 6.536 5.180Corrent 1.186 1.620Especial 2.050 5.850

BC

UOC

UdG

UdL

URV

UPF

UB

UAB

UPC

Abast

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

Library storage

High-density storage

Sizing items

Sizing items

Source: Caval CARM

Trays

Shelves

Procedures

• GEPA library automation:– MARC21 holdings – Millennium

• Local catalogs:– Libraries can keep their records– Unified mentions: “GEPA”

• GEPA Call number:Floor Module Corridor Section Shelf

Tray 00 02 A 01 04 5

Conservation code

• Need to compare different copies of the same document: Code of documents preserved by GEPA

– SEC Code• Support (S): reflects the state of preservation, cleanliness

of the document, the presence of moisture, mold, insect damage, disconnection or lack of leave

• Binding (E): the quality of a collection is given in part by the bindings in the case of periodicals, exemplary or special features, etc.

• Completeness (C): he level of completeness refers to periodicals (or more publications in one volume) indicating whether the collections are given full or empty or are missing copies

– Example: S3E1C2

Summary

1. Background

2. Objectives and management

3. Facility

4. Operation

5. Processing

6. Before Vs. After

• Contact us at:Contact us at:Consorci de BibliotequesUniversitàries de Catalunya

Gran Capità 2-4, edifici Nexus08034 Barcelona (Spain)e-mail: info@cbuc.es http://www.cbuc.es

Any question?