GEPA, the collaborative print repository in Catalunya Kuopio 3,

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, inhabitants, Own language (Catalan) University system: 8 public universities and 4 private University community: students, teaching staff and 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, s... 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 – 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 : 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:

Some facts The GEPA equipment is not unique but is outstanding: has 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 = 0Maintenance = 0 A2Collaborative documents, special loads Load = X? Maintenance = 0 BCooperative collection Load= X Maintenance = X

Needs study

Summary 1.Background 2.Objectives and management 3.Facility 4.Operation 5.Processing 6.Before Vs. After

Library storage

High-density storage

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 A

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 Biblioteques Universitàries de Catalunya Gran Capità 2-4, edifici Nexus Barcelona (Spain) Any question?