Polish Way to Improve Access to Electronic Sources Jolanta Stepniak Warsaw University of Technology The Main Library WUT Main Library

June 22nd, 2007Budapest EISZ Conference2 Outlines of presentation Basic information History of Polish Consortia State policy Consortia in practice How to create consortium Other possibilities to improve access The future

June 22nd, 2007Budapest EISZ Conference3 Some basic figures [1] Research and Development Units – total 1100 –143 higher education public units –300 higher education non-public units – 76 scientific units of the Polish Academy of Science Employment – total reseachers – in higher education – in PAS Resarch (scientific) libraries – total 1220 –1005 in higher education (main and branch libraries) – 82 in PAS – 5 central libraries – 11 public libraries + National Library

June 22nd, 2007Budapest EISZ Conference4 Some basic figures [2] Expenditures on R&D activities (in Polish zloty) –Total ,8 mln ,1 mln ,6 mln –of which instruments and equipment 13,61% of total expenditure –Library’s budget in higher education units is 4,23% down to 1,91% of entity budget –Library’s expenditures for electronic resources 9,72% down to 3,19 of library’ budget Enormous journals price growth an the end of 20th century – 227%

June 22nd, 2007Budapest EISZ Conference5 Consortia nad Big deal movement [1] 1999 – Polish Springer Verlag Consortium – organized by Warsaw University of Technology in cooperation with Swets – 3 years agreement –Each part of consortium signs licensee agreement with Springer and Swets –Price paid entirely by members of consortium –Based on print subscription (archiving rights) No subscription cancellation allowed –Access to 400+ electronic fulltext journals (package purchase) from publisher’s platform to all journals controlled via IP number

June 22nd, 2007Budapest EISZ Conference6 Consortia nad Big deal movement [2] 2000 – Polish Elsevier Consortium – organized by Warsaw University –Warsaw University Library and ICM UW –On-site installation (additional payment for software) –Number of libraries in ca higher education public schools + 61 PAS units + 25 other research units –Archiving right –Price based on ‘historical’ value of print journals subscription + total price for ‘Freedom Collection’ based on FTE

June 22nd, 2007Budapest EISZ Conference7 ICM’s role – Interdisciplinary Centre for Mathematical and Computational Modelling - as the biggest manager for Polish consortia One of 5 supercomputer centres in Poland devoted to offer electronic infrastructure (software and hardware to support R&D activities) Granted with first subsidiary for electronic resources Consortia management – ICM signs the licensee for the consortium, bilateral agreements between the consortium supervisor and particular consortium member, account for invoices, year report to Ministry

June 22nd, 2007Budapest EISZ Conference8 Other existing consortia in 2006 Fulltext database: –IEEE/IEE –American Chemical Society –AIP/APS –Maths –Proquest – ABI/Inform –Ovid Biomedical Collection –Nature and Science –Emerald –eIFL/EBSCO –eIFL/Proquest Abstract database – Chemical Abstract – INSPEC – SCI-Exp – Scopus

June 22nd, 2007Budapest EISZ Conference9 Other models for consortia – not granted Price model based on consortia regulations, but each institution signs separate agreement –Compendex (abstract technology data base) –Knovel (fulltext books) – to be granted since 2007 –Blackwell – fulltext journals Consortium manager not authorized to apply for grants (by Polish booksellers) –Wiley Inter Science –Royal Society of Chemistry

June 22nd, 2007Budapest EISZ Conference10 State policy for financing science [1] No direct financing for libraries, information systems or library holdings at high schools Act of 8 October 2004 on the Principles of Financing Science –The Minister shall grant science funds to: … research entities engaged, on continuous basics in scientific and research work – such as basic organizational high school unit awarding academic degrees or vocational titles …

June 22nd, 2007Budapest EISZ Conference11 State policy for financing science [2] –The Minister shall award science funds by way of decision, on the basis of relevant applications submitted by authorized entities … after having consulted the competent body of the Council for Science –Financing of research supporting activities shall cover: …producing, processing, rendering available and distributing scientific and technological information …

June 22nd, 2007Budapest EISZ Conference12 Policy execute Appointed group of experts for consulting applications and final assessment of project –Usage of the database, –Promotion –Expenditures Program for development and maintenance of electronic infrastructure and scientific information and electronic data preservation –New version just now is being elaborated for –Program enumerates entities authorized to apply for funds - mainly supercomputer centres, Metropolitan Area Network Centres – (now 22 units - in new version all research and academic entities) –Points the priorities to be granted

June 22nd, 2007Budapest EISZ Conference13 General rules for awarding electronic resources subsidiary [1] –Authorized to apply: only research (scientific) LIBRARIES grouped in consortia organized by named entities (Metropolitan Area Network Centres’ or supercomputer centres) –On-site location or confirmed by agreement archiving rights for the subscriber (or consortium as general) –Subsidiary no higher than 50% of total price (each part pays 50% + 22% VAT) –June 30 deadline for applications for next year –Subsidiary only for 1 year (even if agreement is signed for 3 years)

June 22nd, 2007Budapest EISZ Conference14 General rules for awarding electronic resources subsidiary [2] –Access only via IP numbers for all users in site –No limits in number of consortium members –No limits for subject or type of research data fulltext journals, abstract database, books, e-Science data multidisciplinary or highly specialised –DDP options is not included in grant –No special funds for electronic resources maintenance and archiving – those expenditures are part of other grants

June 22nd, 2007Budapest EISZ Conference15 Libraries’ requirements to state policy More flexible model for level of subsidiary –Multidisciplinary databases 75% of subsidiary or free for top 50+ R&D units –Highly specialized (narrow subject) data bases – 25% –Subsidiary should cover ALL VAT expenses for public funded units More information on the rules the subsidiary is awarded –‘unwritten’ law More librarians in Expert Board for application evaluation More discussion on general state policy for electronic sources

June 22nd, 2007Budapest EISZ Conference16 Application step by step Choose the database Find partners interested in creating consortium Start negotiations with database owner –read carefully the agreement and licensee Find the authorized part to apply for grant Prepare application –Database description and justification –Names of consortium members –Total price Apply in time!

June 22nd, 2007Budapest EISZ Conference17 It is not as easy The higher prices and the bigger number of existing consortia the less possibility to create a new one –Total amount of expenditures do not grow much VAT for electronic resources – 22% –for print journals 7% –for print books 8% (since 2008) Packages purchase - not only benefits –Promotion of electronic sources –Usage statistics –Library cooperation

June 22nd, 2007Budapest EISZ Conference18 Other possibilities to improve the access – Promoting for better usage! Information literacy Roaming service for authorized users – increase usage Library home page as general access point for e-resources –list of databases (sorted by title, branch of science, type of access) –local A-Z list of electronic journals and A-Z list of electronic books

June 22nd, 2007Budapest EISZ Conference19 Information literacy [1] Libraries offers special courses for undergraduate students –first touch on e-journals and bibliographical databases Diploma students, Ph.D courses students –presentation of various e-resources –methods of resource evaluation (fulltext vs. bibliographical databases) –additional options offered by electronic sources –advanced searching vs ‘google search’ Train the trainer courses

June 22nd, 2007Budapest EISZ Conference20 Information literacy [2] Guidelines and leaflets Information about databases Help notes in local databases Individual consultations Library web page role (FAQ) Regular courses on information literacy for librarians Distance learning

June 22nd, 2007Budapest EISZ Conference21 Polish libraries cooperation to improve development and access to e-resources Shared cataloguing and national union catalogue NUKAT for all types of documents (including electronic sources) –growing number of e-books records (links to digital libraries) Distributed catalogue - KARO Digital libraries and institutional repositories development (dLibra role) Abstract database containing citations from the Polish technical journals on engineering, technology, sciences and the environment – BazTech – to promote Polish publications Interlibrary loan (ILL) – still exists!

June 22nd, 2007Budapest EISZ Conference22 BazTech The "Polish Technical Journal Contents a bibliographic database containing citations from Polish technical journals on engineering, technology, sciences and the environment –Its major goals are: to provide access to information on Polish technical and scientific literature, to promote Polish scientific research abroad, to facilitate interlibrary loan and acquisition –created by 21 libraries (including WUT) –covers 400 titles of journals (articles titles and abstracts in Polish and English) –searching in Polish and English –links to growing number of journals offering fulltext

June 22nd, 2007Budapest EISZ Conference23

June 22nd, 2007Budapest EISZ Conference24 NUKAT – National Union Catalogue NUKAT is a union catalogue of Polish academic and research libraries. Has started in 2003 –NUKAT mainly covers new publications, but also some other as effect of retroconversion over 900 librarians from 58 libraries are contributing to NUKAT –over unique records of holdings (mainly books and journals) Easy way to find location of a book (interlibrary loan) Growing number of e-books records (links to digital libraries)

June 22nd, 2007Budapest EISZ Conference25 NUKAT

June 22nd, 2007Budapest EISZ Conference26 Distributed catalogue - KARO distributed catalogue of Polish libraries based on the Z39.50 Protocol a complementary tool to NUKAT catalogue simultaneous search in 80 various on-line catalogues (Horizon, Virtua, Innopac, Aleph, Prolib, MAK, Sowa) search limited to – author, – title, – publisher, – year of publication

June 22nd, 2007Budapest EISZ Conference27 KARO

June 22nd, 2007Budapest EISZ Conference28 Library cooperation within dLibra Group dLibra – the most heavily used software to develop Polish digital libraries and institutional repositories –Based on OAI-PMH protocol –Document description in Dublin Core, MARC, RSS, RDF –Offers option for search remote libraries (dLibra group) –The first installation in 2002 Now items (books, journals, photos) offered by: –8 regional digital libraries (including 2 university of technology libraries) –6 institutions libraries (2 university of technology libraries)

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June 22nd, 2007Budapest EISZ Conference30 The future Librarians vote for Open Access initiative Lower VAT for electronic sources No more consortia, more particular, subject oriented purchasing More library cooperation in information exchange Bigger budgets for libraries

June 22nd, 2007Budapest EISZ Conference31 Questions and problems Better promotion and methods of teaching information literacy Improving OPAC functionality - the best way to inform users about offered services Copyright for electronic sources stands more barriers Long term preservation of electronic collection (cost, software and hardware, staff to operate it) –On-site installations costs!

June 22nd, 2007Budapest EISZ Conference32 Questions? Thank you for your attention