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Susan Rigney, Manager Library Services, Department of Justice and Attorney-General
Leanne Cummings, Manager Library Services, Queensland Police Service.
The Queensland Police Service (QPS) and the Justice and Attorney-General (JAG) Department Library Services are developing a collaborative network which will integrate and link their library and information resources. This initiative will facilitate the sharing, rationalisation and financing of information resources, technology and services in direct alignment with Queensland government policy - ASAP (Aligning Services and Priorities).The proposed new service model for the QPS and JAG Libraries provides for a number of exciting opportunities including the provision of client access to an extensive collection 24x7; and a mechanism to enhance efficiencies and effectiveness in the provision of library and information services.
This paper examines the concept to develop an integrated collaborative network for the Queensland Police Service (QPS) and the Justice and Attorney-General Department Library (JAG) Services. In essence the concept aims to establish a strategic alliance between the QPS and JAG Libraries to facilitate the sharing, rationalisation and financing of information resources, technology and services in alignment with ASAP (Aligning Services and Priorities) This can be achieved by utilising existing QPS library software (SIRSI-Unicorn) to deploy two separate library gateways for each branch, as well facilitate 24x7 reciprocal access to QPS and JAG library and information resources.
The proposed new service model for the QPS and JAG Libraries will provide increased opportunities for personnel to access and engage with an extensive collection of information resources and tools. QPS and JAG are uniquely positioned to maximise opportunities provided by technology to demonstrate leadership in forging ASAP fundamentals and progress some of the key policy principles identified in the Queensland Government's 'Smart State Strategic Plan'. In implementing this concept, there will be numerous challenges and benefits ahead. With the support of QPS and JAG personnel, together we can look forward to making these future directions a reality. In particular, such a collaboration will enable the sharing of information, content creation and efficiencies in library and information services.
The initiative to investigate the concept to form a QPS and JAG partnership was inspired by a number of factors that coincided at an opportune time. JAG was in the market for a new library information management system of which the software purchased by the QPS was a preferred choice; the Queensland Government Libraries Consortium, Aligning Services and Priorities (ASAP), GovNet, and the ongoing development of a solid and mutually beneficial relationship between both the QPS and JAG Library Services all provided for an environment that was conducive and ready for such a concept to be fully investigated.
QPS and JAG Library environments
The QPS and JAG libraries operate within similar environments have similar client profiles and parallels in collection development activities. In addition, the libraries had established a strong rapport and respect for each other on a professional and personal level. This solid basis of trust and openness facilitated frank and honest discussions, an essential factor to ensure that all stakeholders are clear on all aspects on complex issues such as the QPS and JAG proposal.
ASAP
ASAP or Aligning Services and Priorities is a Queensland Government initiative which involves the review of services provided across all government agencies to ensure alignment with Queensland Government priorities with a particular emphasis on resource value and flexibility in meeting the needs of the changing requirements of the community.
The objectives of ASAP are to:
http://asap.govnet.qld.gov.au/ (not found, 14 October 2003)
Stage two, referred to as the Strategic Information Management (SIM) phase commenced in February 2002 which focussed upon information management activities and processes of conducted across all Queensland Government agencies including that conducted in all Queensland Government Libraries. SIM involved identifying opportunities to share and rationalise library operational costs and services, improved service delivery and maximising efficiencies.
Qld Government Library Consortium
In mid-1990 a consortium of fourteen Queensland Government Libraries formed to share knowledge, initiatives and resources. The activities and Consortium brief have already seen the successful implementation of a number of the proposed outcomes addressed in the SIM review. The consortium is a vehicle in which a number of exciting have been unidentified including collaborative purchasing of commercial resources.
GovNet
GovNet is a secure website which provides access to government wide information resources including Queensland Government websites, Commonwealth Government websites and external service providers such as Newstext. Access to GovNet is limited to that from terminals located within Queensland Government agencies. GovNet can be access from all QPS and JAG terminals through an IP fix and was considered to be a potential vehicle to facilitate the sharing of a joint library information management system.
The QPS and JAG Libraries operate on a separate standalone and highly secure Intranets of which posed an immediate challenge to determine an information technology model which would facilitate cross agency access within an Intranet delivery framework without compromising mandatory information security requirements.
The Library Managers discussed the proposal both from a global perspective ('big picture') as well as the 'nuts and bolts' to determine if the overall structure including software, information technology framework and client delivery expectations would be met in accordance with current and future strategies and directions. A joint report was provided to management in both agencies that outlined the framework for which the two agencies would administer and operate a commonly held library database. Some of the main points included:
Proposed New Library Service Delivery Model for QPS and JAG
Selective integration of the database will be a phased approach
The Unicorn webserver will be configured to create two WebCat gateways viewable as two separate library databases. That is, via the WebCat interface, QPS clients will view QPS library records only and JAG library clients will view JAG library records.. However, QPS and JAG library staff will be able to view the entire gateway as one collection via the workflows client, facilitating intra-departmental access to both QPS and JAG library records.
Phase One: development of two WebCat interfaces one for each department. Library clients will only be able to view their departmental WebCat. Phase One will not provide cross-departmental access to both collections or WebCat. Library personnel will view the database via their workflows client providing access to joint data viewable as a singular interface.
Phase Two: gradual release of relevant subject collections to be accessed and viewable across both WebCat interfaces.
Access to the library databases via GovNet via IP authentication
The QPS Library Information Management System
QPS and JAG management considered the concept to be worthy for further investigation with regards to IT. Management requested preliminary inquiries be undertaken to determine:
Initial inquiries identified GovNet as a potential vehicle to facilitate the sharing of a joint library database without compromising information security requirements and incurring excessive costs. This lead to a second meeting with the key stake holders to primarily determine what information technology is required and whether GovNet can provide the necessary infrastructure and at what cost? A number of questions were posed for discussion at the meeting, these are as follows:
The GovNet meeting was heralded a success and were able to ascertain that GovNet can provide the necessary infrastructure required to facilitate delivery of a joint agency library database. GovNet were most supportive and enthusiastic for the concept and drafted a model of the QPS/JAG information management system concept.
The GovNet - QPS/JAG Library Information Management System Model
The Library Information Management System Model proposed by GovNet which will encompass delivery of the following requirements:
Functional Requirements
Proposed Solution
Technical Information
The concept has now progressed to present key stake holders with a business analysis or case to further advance the concept covering all facets including:
The business case for the joint library venture will formalise the concept to be formally considered by executives across both agencies. Avenues for resources including funding and staffing will need to be considered against all other agency projects and activities. However it is hoped that the expected benefits will be sufficient to woo management into endorsing the concept and prioritising it against other agency projects and desirable achievements.
Some of the expected benefits and disadvantages are:
Expected Benefits
Expected Disadvantages
We're not sure if this has ever done before, but far from being afraid of the Government's ASAP initiative we've seen the potential of what collaboration can achieve, have been pleased to have the government's imprimatur and are going to do the best we can to make the concept live and breathe. We think it is a very exciting and challenging prospect.