1. Sharing the experience in managing the Bruneiana Digital Collection Management Systems at UBD Library Presented by Dr. Awang Suhaimi Abdul Karim
4/11/17 1

2. Agenda UBD Digital Library Infrastructure
Bruneiana Digital Collection Management
Components Bruneiana Digital Collection Systems
Digital Collection Systems Interface
Collection Management Systems
Challenges and Lessons Learnt 2

3. Universiti Brunei Darussalam (UBD)
A national university
UBD formed in 1985 with 187 students
Currently have about students
5 percent International Students
16 Faculties & Centres
Some background about our university (UBD)…. Formed in 1987, now have more than 4000 student and about 300 academic staff who come from various continents include from India 3

4. Background of UBD Library
Formed in 1985
Formerly known Sultan Hassanal Bolkiah Institute of Education Library
Organisational Structure (9 Divisions):
Acquisition - Brunei studies collection
Cataloguing - Business Library
Loans - Serials
Promotion - Systems
Administration

5. Collection Statistics
Books – 336,875 e-books – 154,376 Journal – 448 UN documents -79,755 Old Manuscripts – 200 Legal Deposits – 3719 Others: 15, 715 Online Databases /Resources : 28

6. Digital Library Structure @UBD
Digital library portal (DiLibrary UBD)
Library management systems (VIRTUA)
Bruneiana Digital Collection Systems (InfoGrid Pacific)
Electronic Resources (ejournal and reference resources)
Physical Library Hardware (3M electronic book chute, electronic book sorter, borrowing terminal, etc)
Database Search: EBSCO Discovery Service

7. Standard and Convention
Aspect of Network Security need to be understood such Firewall, Proxy, Internet Protocol, etc.
Creation of manual documentation to create consistency 7

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12. Definition of Bruneiana Digital Collection Management Systems
Bruneiana Digital Collection Management Systems is a database of digitized books, rare materials (including old manuscripts), conference papers, proceedings, dissertation, projects papers, journals and newspaper articles, chapter of books, photographs about Brunei and works and written by Bruneian These digital collections are open for access to researchers and students who are interested on Bruneiana information resources.
4/11/17 12

13. Objectives Bruneiana Digital Collection Systems
To properly organize, manage the Bruneiana collections through the use of computer technology.
To provide a searchable database for the storage & retrieval of information on Bruneiana materials.
To make Universiti Brunei Darussalam Library as a center of local information
To provide value added service to the local and international researchers on Brunei information resources. 13

14. Background of BDCMS Firstly Initiated in 2007
Part of the e-library UBD project
MS Sharepoint Portal
Library Management System
Digital collection management systems
Digitization of information resources
Supply of hardwares
Long term subscriptions to Ejournals & Databases
Upgraded in 2014 14

15. Components of BDCMS Search Interface InfoViewer 2 (back end)
Digitization processes
Content Development
Digital Preservation 15

16. Search Interface

17. Search

18. Search Result

20. Full Text Search Result

21. Bruneiana Digital Collections Contents
Books: Selected books of publication about and related to Brunei Darussalam, UBD publication are digitized.
Conference Proceedings : Selected conference proceedings and papers, which organized by faculties and centers of UBD and any conference in Brunei Darussalam.
Past Examination Papers
Journals: produced by UBD and some journal articles published by other government departments in Brunei 21

22. Old Manuscripts
Newspaper Articles - press articles from local newspapers which the subject covered is business, economics, education, etc.
Theses: Master and PhD Theses submitted by UBD Students and those written by Brunei Students
at other educational institutions or universities overseas.

23. Content Statistics Collection Name Statistics Manuscripts 25 Books 140
Exam Papers
23632
Master Theses
722
PhD Theses 74
Journals
1924
Conference Papers
1010
News Paper Clippings
1129

24. Old Malay & Islamic Manuscripts

26. Digitised old Manuscripts

27. Stages Digitization Processes
Scanning
Analyze Metadata
Image processes
Optical Character Recognition (OCR)
Proofing
Editing & PDF conversion
Ingestion Upload
Digital Preservation (Repository)

28. Content Workbench Digitization process
Scan
Process Images
OCR
Proof
PDF
Ingestion
Process Flow
Digital Preservation and Publishing System
Ingestion
InfoViewer
Repository
Search
To Online Viewing
To Digital Preservation
To Search and Retrieval

29. Achievements of BDCMS Enhance online access to local publications
Exemplary digital library & digitization
Models for other digital library initiatives in Brunei (PIB & BIDS digital libraries )
One of Brunei 's e-Education Project
success story.
Digital transformation of local/university published collection through digitization initiatives.
Enhanced institutional image.
Value added service to local collection
hence user satisfaction. 29

30. Critical Success Factors
Good Project Management (project understanding from A-Z)
Vendor Knowledge & Experience (professional Services)
Excellence Project Team (Good Teamwork )
Technological Readiness
User participation (staff & users) during implementation & user
feed backs during operation is
important 30

31. What are the Lessons Learnt and important considerations when managing a Digital Collection Systems?31

32. Implementation Challenges (Early On)
Vendor experience (main contractor) on implementing DL was very limited but the subcontractor had vast experience in mega digital publishing projects;
No Local digital publishing model to emulate.
Restructuring of the library organizational structure have to be undertaken by:
strengthening the Systems Division..
Creating a Digitization Unit within the Brunei Studies Collection Division. 32

33. Implementation Challenges cont.....
Initiation of Digitization work were done in Puna India. The fear was the materials will got lost on shipment. However, it was done professionally.
Licenced Proprietry Softaware VS Open Source
Inhouse digitisation VS outsourcing 33

34. Staffing Aspects
Staff training programme on system management & digitization processes must be adequately emphasized
Right staff technical knowledge and experience to undertake digitization is critical
“Internal” Librarians knowledge on the system management is critical for in-house development & system support (should not be vendor driven/dependent initiative)
Important to take in account and prepare for staff turnover due to promotion, transfer and retirement 34

35. Information Literacy and User Engagement
The creation of effective Information Literacy programme to instill understanding on using existing systems & resources available need to be undertaken (annually, weekly, and upon request).
Continuous promotional activities through various progammes need to be planned for wider audience 35

36. Content and Collection Development
Content development is a critical elements that require substantial investment. Acquiring fund for sustaining current Digitization have to be sought annually from relevant funding sources:
University Annual Budget
Development Fund (eg. GenNext Funding Initiatives)
E-Government Fund
Others 36

37. Maintenance and Technology Upgrade
Maintenance budget for software and hardware need to be available on yearly basis.
Decision making process on maintenance work need to be Prompt. 37

38. Standards and Policies
The followings aspects need to be consider
Metadata standard for item desription ( METS Vs DUBLIN CORE VS MARC )
Document output format (PDF, XML, ODR)
Digitization policies
Access Policies 38

39. Intellectual Property Right
Collection Development (Digitisation)
Access (public availability)
Disclaimer

40. Future Challenges Anticipation
Content development
Technology Upgrade
Sustainability
Human Resources 40

41. Conclusion
Digital Library and digitization initiatives are an ongoing effort and investment in terms of;
Technology Development (new Technology).
Maintenance and Technology refreshment.
Staff Professional Commitment is needed if the systems is to be sustained and developed.
Staff knowledge on technologies and applications are vital.
Requires Monitoring and strategic planning` 41

42. Terima Kasih
Thank You