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Generalsekretariat VBS Kommunikation VBS Challenges & Opportunities of Alma for the Alexandria Library Network Rachel Birri Blezon IGeLU, Oxford, 15/09/2014.

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Presentation on theme: "Generalsekretariat VBS Kommunikation VBS Challenges & Opportunities of Alma for the Alexandria Library Network Rachel Birri Blezon IGeLU, Oxford, 15/09/2014."— Presentation transcript:

1 Generalsekretariat VBS Kommunikation VBS Challenges & Opportunities of Alma for the Alexandria Library Network Rachel Birri Blezon IGeLU, Oxford, 15/09/2014

2 2 Generalsekretariat VBS Kommunikation VBS Overview 1.Library Am Guisanplatz (BiG) and Alexandria Library Network 2.Project «BiG Portal» 3.10 months after Go Live…Challenges & Opportunities 4.Questions

3 3 Generalsekretariat VBS Kommunikation VBS Library Am Guisanplatz (BiG)  Founded in 1848 as Federal Military Library (FML)  : new name «Library Am Guisanplatz»  Since 2009: Leading library of the Alexandria Network  Collections:  Centre of excellence for specialised military literature  Civilian fields : history, politics, environment, law, civil protection, finances and economics etc.  573‘000 books, 5‘960 journals, articles, EOD  Users:  Federal Administration + Army  Public library

4 4 Generalsekretariat VBS Kommunikation VBS Bern: Bibliothek am Guisanplatz BiG EBG BAG BAR SECO Swisstopo IGE NDB SWTR FAO Zurich: MILAK Pro Senectute Neuenburg: BFS Seewen SO: Museum für Musikautomaten Grenchen SO: BWO Pully VD: CHPM Genf: ZAS Winterthur: Sammlung Oskar Reinhart Emmen LU: RUAG Aerospace Ligornetto TI: Museo Vela

5 5 Generalsekretariat VBS Kommunikation VBS Alexandria Library Network  20 libraries (incl. BiG)  Internal govermental libraries  Libraries outside the Swiss Federal Administration  Some public libraries  Collections of the Network (incl. BiG)  833‘000 books, 16‘046 journals, articles

6 6 Generalsekretariat VBS Kommunikation VBS BiG Portal - Background  Strategic IT planning (SIP BiG) in 2011  Review the IT of the BiG  Many (>20) MS Access databases  Complex administration of the old software Virtua  «junior partner» of the Swiss National Library  20 libraries  different IT services involved e.g. install new releases  Little autonomy of action  Goal-oriented approach, focus on implementation  Step into the future

7 7 Generalsekretariat VBS Kommunikation VBS BiG Portal - Goals  Integral system, 1 database:  Metadata (catalog etc.)  Digital objects (e-books, scans etc.)  E-resources (access, management etc.)  Central management of user data  Core process (acquisition, fulfillment etc.)  No server/client architecture  Access via browser  no local installation  Solution for BiG, Alexandria Network and other interested administrative units of the government

8 8 Generalsekretariat VBS Kommunikation VBS BiG Portal – Solution Alma/Primo  Choice: Alma + Primo  Unified Resource Management  Workflow oriented management  Management of digital objects  For the future: e-resources  …and all the possibilities  Contracts signed end of 2012  EAP DACH (Germany, Austria, Switzerland)

9 9 Generalsekretariat VBS Kommunikation VBS BiG Portal – Lifecycle of the project  Initiation, preparation: January – June 2013  No access to Sandbox  Little interaction with ExLibris   Visit of an Alma Expert in Bern  Visit of the Library of the Free University of Bolzano  Data cleaning

10 10 Generalsekretariat VBS Kommunikation VBS BiG Portal – Lifecycle of the project  Implementation + migration: June – November 2013  Kick off  Access to Sandbox  A lot of interaction with ExLibris  Forms, Forms, Forms…  WebEx, WebEx, WebEx…  Project calls, Functional Workshop,…  : Go Live  Postmigration: Today!  Some major issues to be solved

11 11 Generalsekretariat VBS Kommunikation VBS 10 months after Go Live - Challenges Before/during implementation  Training concept of ExLibris  Solution for serials routing: BiGSeRo  Language (English)  Problems for staff  Concequences for customers (Primo, Letters…)  In German since September Release! Today  Management of digital objects  GND (thesaurus) + local authorities  Browser related problems  Interoperability Alma Primo

12 12 Generalsekretariat VBS Kommunikation VBS 10 months after Go Live - Challenges Internal challenges  Change Management  Rethink the workflows  Monthly releases  Participation of the different services / functional experts  Some problems are «house made»  Communication  Project team, BiG, Alexandria Network EAP DACH  Started in October 2013  Language related problems  BiG is «alone»

13 13 Generalsekretariat VBS Kommunikation VBS 10 months after Go Live - Opportunities A lot of possibilities!  Rethink internal workflows, configure existing functionalities  Fulfillment: personal delivery, -policy, lending policy  Work orders  Automate workflows: acquisition, indexing  «Start from zero»  Serials management + routing  Cataloguing  E-resources  Analytics  Primo: new catalogue / discovery tool, new possibilities

14 14 Generalsekretariat VBS Kommunikation VBS Lessons learned  It’s all in the mind!  Include the IT from the beginning  Priorities, keep a cool head  Rethink internal workflows, adapt to Alma  User-adapted, but honest communication  Training concept of ExLibris suboptimal

15 15 Generalsekretariat VBS Kommunikation VBS Questions?

16 16 Generalsekretariat VBS Kommunikation VBS Contact Rachel Birri Blezon, BSc. Deputy Chief of the Alexandria Library Network Coordination, Systems Librarian Federal Department of Defence, Civil Protection and Sport (DDPS) General Secretariat DDPS Library Am Guisanplatz BiG Papiermühlestrasse 21A; 3003 Bern, Switzerland (phone) (fax) (Homepage) (Library catalog)


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