From different databases in a centralized library system to a unique database to manage different libraries as a system Lluís Anglada, Ramon Ros, Marta Tort CBUC (CSUC) 14th SELL Meeting Firenze, May 23rd

Our Long March 25 years working together around ILS –Catalan university libraries informally decided to use the same ILS (VTLS): not without effort not without indirect help of universities department of the Catalan government –CCUC creation: and –The joint decision to change to an ILS of new generation: 2002 –Shared tender (Millennium, SFX & MetaLib): 2005 –Centralized installation of different databases in the same computer, managed centrally (2007)

Why we are looking for another change? For technological reasons (big technological changes since 2005) –From ILS to platforms for services (Marshall Breeding) –Discovery tools –Cloud computing (SaaS) For economic reasons –We need (and want) to be more productive –We will not have more staff, so we need to reduce the staff dedication to classical routines in order to move them to new services –Our intentions: to save 10% of actual staff time using a unique DDBB and unifying procedures For service reasons –To offer to the users a single box to search –To search over all the collection (print books, journal articles and digital objects in repositories) –If we transform the actual different collections in a unique one, our services will be more attractive and powerful

Are the new systems really new? Marshall Breeding (Library Systems report 2014) – Form ILS to Library services platforms – OCLC Worldshare Management System, ALMA (Ex-Libris), Sierra (Innovative), Spydus 9 (Civica), Kuali OLE, Open Skies (VTLS), Intota (Serials Solutions) Main features of the Next Generation ILS: – They manage the whole library, specially the electronic content. – They work with diferent metadata formats at the same time: MARC, DC, DCQ, METS, Etc. – Cloud based. – Designed for a high cooperation and reuse. – They are not closed sistems, they are platforms where to build apps on top of.

A main objective, 3 sub objectives We established a 3 years objectives for : – A unique system, cataloguing once, able to search all the library resources, flexible to grow, interoperable with the other Systems and easy to build new services upon. – To do that, we need 1.A unique DDBB 2.A single search box for all the library resources 3.A more flexible computer architecture

A main objective, 3 sub objectives 1.A unique DDBB (internally – for the staff - economy) –Not a unique catalogue, but a unique DDBB –To spend less time in traditional routines –With more ability to manage our data and create new services 2.A single search box for all the library resources (externally – for the library users – quality) –Google like searches –An integrated search for print books, journal articles, digital objects in repositories –To improve the user experience and library searches –To increase the usage of library resources 3.To allow a fully flexible system regarding hardware – we want to externalize the hardware in order to be more cheap, economically sustainable and flexible in growth.

Didcovery tool Cloud computing Unique DDBB Sub-objectives

A 3 year objective 2012: –we started the internal debate doing presentations of the objectives for the shared system in all the libraries (for nearly all the staff) 2013 –What are others doing? Seminars: Marshall Breeding / Jean Bernon (ABES) / Hans Geleijnse, Corno Vromans, Marc van den Berg (Tilburg University), and, John Helmer (Orbis Cascade) –meetings of the CBUC with library directors and senior librarians in order to establish (in private) their real needs and wants 2014 –Working groups for: cataloguing in a unique DDBB, prepare a unique lending rules, defining the needs for a shared discovery tool

Dimecres 19 de març Dimecres 26 de març Dimarts 1 d’abril 10 – 13 h ProQuest Productes: Intota (ILS) Summon (Discovery) Ex-Libris Productes: Alma (ILS) Primo (Discovery) OCLC Producte: WMS (ILS) Worldcat Local (Discovery) 14 – 17h VTLS Productes: OpenSkies (ILS) Chamo (Discovery) Innovative Productes: Sierra (ILS+Discovery) EDS (Discovery de l’empresa EBSCO) Shared system: demos Lloc: Aula Màster de la UPC, campus Nord. Barcelona

But, is this what we really want? 30/4/14 we had a monographic meeting – Yes, we still want the 3 objectives that we established at the beginning A central DDBB, a search box, a SaaS system – The change must be worthwhile (not just an upgrade). – All components should be from a unique provider, although may be installed in different phases. Next steps – To inform internally to other sectors (managers, TIC, etc.) – To contact companies and start asking for quotations. – To continue the technical works with specific groups (specially discovery, lending, cataloguing, and user management)