Lund University Libraries Head 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 presentation  Past experiences: Print/electronic/hybrid library services  Current activities  Electronic information resources: advantages/problems  Managing electronic library services in a decentralized organisation  Some recommendations

Tuesday, April 30, 2002 Lars Björnshauge Background  1983: Masters degree – public administration, Roskilde Univ., Denmark  : Professor Royal Danish School of Librarianship, Copenhagen, Denmark  : Management positions, Technical Knowledge Center of Denmark, Technical University of Denmark  Director of Libraries, Lund University, Sweden

Tuesday, April 30, 2002 Lars Björnshauge Technical University of Denmark  Monofaculty institution: science & engineering  7000 students  researchers/teachers  1 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 1668  Largest in Scandinavia  students  doctoral students  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 centers  Campus in Lund, Malmö & Helsingborg

Tuesday, April 30, 2002 Lars Björnshauge Lund University  Very decentralized organization  Decision 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 2000  2 main university libraries  + 60 libraries (faculty, departemental etc.)  No coordination of subscriptions  From 2001  Downsizing the main libraries  Development 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 demands  Lack of development  Dispute as to funding  No coordination of subscriptions/license s  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 Library IT maint. & dev. OPAC Support for restructuring Lund University Library Structure After Reorganisation Medical Faculty Science Faculty Engineering Faculty Performing Arts Faculty of Law Social Sciences Faculty Humanities & Theology Faculty L L L L L L L L L L L LL L L L L L L LL L LL L LRC L L L University Library Legal deposit Old collections Library BoardLibrary Council L Electronic resources

Tuesday, April 30, 2002 Lars Björnshauge The Primary challenge Is not to build the electronic library But To integrate electronic resources and print collections – the hybrid library Not Print or electronic But Print and electronic

Tuesday, April 30, 2002 Lars Björnshauge Electronic journals - advantages  24/7 access  Remote access  Interlinking  Usage statistics  When electronic only: Reduced handling costs

Tuesday, April 30, 2002 Lars Björnshauge Electronic journals - problems  Different content  Quality – images, charts etc.  Control of ”delivery”  Problems with access  New work flows  Usage statistics

Tuesday, April 30, 2002 Lars Björnshauge Electronic journals – additional problems/advantages  Pricing 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  Archiving  Presentation How to make the most of the advantages and minimize the problems??

Tuesday, April 30, 2002 Lars Björnshauge Constructing the electronic library  The components  Content  Interfaces  Staff  Education & training  Management

Tuesday, April 30, 2002 Lars Björnshauge The Content  Databases (A & i services  Electronic journals  Print collections (OPAC)  Open archives, local databases etc.  Document delivery services

Tuesday, April 30, 2002 Lars Björnshauge Interfaces (integration)  Linking content together into integrated library services  Tools  Metasearch applications  Open URL  Z-gateways  MyLibrary &

Tuesday, April 30, 2002 Lars Björnshauge Management  Getting the grip on subscriptions and licenses  Negotiating with publishers/vendors  Preparing for decision making  Follow up/evaluating  Costs/Savings  Usage statistics

Tuesday, April 30, 2002 Lars Björnshauge Building the electronic library – the case of Lund University Libraries  When we started:  No overview on subscriptions  No overview on spending/costs  No 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 team  Getting the overview  Calculating costs  Select -Negotiate/renew/cancel  Communicating the need for centralization of e-media decision making  Preparing for centralization  Developing 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  Databases  Existing subscriptions  Which, Who pays, How much  Investigating the demand for new subscriptions  Calculating costs  Evaluating

Tuesday, April 30, 2002 Lars Björnshauge Getting the overview  Journals  Designing the subscription database  Gather subscription information  Calculate costs  Depp Discount Pricing  Uncontrollabels

Tuesday, April 30, 2002 Lars Björnshauge Why centralize subscriptions?  More content available  More consistent access  Better position vis-a-vis agents/publishers  Better pricing - DDP  Better value for money  Reduced administration

Tuesday, April 30, 2002 Lars Björnshauge Preparing for centralization of subscriptions  Highlight the current problems  Highlight the future benefits  Get the support from the libraries  Get commitment from the management

Tuesday, April 30, 2002 Lars Björnshauge The benefits  Reduced handling & storing costs  More content  Easier access  Better 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 consult  Searching different sources in one go  Not direct the users to the publishers sites

Tuesday, April 30, 2002 Lars Björnshauge Lund experiences so far!  Difficult to get the overview  Difficult to manage cash-flow  Decentralization does not work properly  Large increase in content very positive  Education, training and marketing very important  Interfaces: very important – usage boost dramatically when adequate

Tuesday, April 30, 2002 Lars Björnshauge Recommendations  Set up a central e-media management unit  Funding:  Central or  ”taxing” content provision, services, technical development & operations etc.  Tasks:  Appoint/train/allocate staff  Get the overview  Discuss the findings and make recommendations

Tuesday, April 30, 2002 Lars Björnshauge Recommendations  Appoint an e-media committee  Establish 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,