STRAIT to the future

8th Asia-Pacific Specials, Health and Law Librarians Conference

Focus session transcripts - continued

[FS 3a] Knowledge management

Notes:

1. We have the building blocks
2. Know the company's plan - and feed it
3. Stop being modest
4. Knowledge sharing must be rewarded
5. Should we be talking about people management

In the new millenium

• Authority of primary material
• Access to electronic material
  Equity
  Licensing
  Cost
  Intelligent agents
  Archiving
• Publishing - multi-national or niche market?

[FS 3b] Australian legal research texts:

From the coloured sheet:

Indexing legal periodicals
AGIS rules!
Overseas services
Lack of coverage of Australian journals
Inconsistent coverage
Role for publishers liaison?

[FS 3c] Electronic Journals

Attendees: approx 40
Presenters: Cheryl Hamill, Philip Kent
Facilitators: Denis Abbott, Cynthia Love

Points rising from discussion

• Missing content in electronic versions
• Price comparison between local vs across Internet
• Accessing archives of earlier publications - perpetual access?
• Publishers vs library archiving - who will do this and for how long?
• Re-accessing cancelled subs
• Pay per view
• How much will we keep the link between bibliographic software and article?
• Will users "squirrel" material?
• Consortia vs access by one user meant free for others
• External users access i.e. staff who are employed by other institutions
• Do CAL licences cover e-licences?
• Many arrangements - who can access what?
• Aggregation Authentication - are there shared meanings?
• Site licences - difficulties of staff with different affiliations
• Out-sourced IT and dynamic IP addresses a problem
• Isolated Specials problems, need aggregators
• Time consuming
• Not always cheaper
• Changing pages
• Negotiated with CSIRO Publishing to make print copies but not e-copies
• Staff would rather print copies
• Feedback from users
• Problems with staff uptake
• Remote users heavier than local - convenience
• Uptake also dependent on 24 hour libraries or 9-5 libraries
• Access to computing is also a factor
• Do we assume that if we want e-journals the users want it.
• Must be clear about why we are making this move
• Will there be problems with citation? - need some standardisation

Recommendations

• Give staff the choice where possible
• Must manage user's expectations
• Some things haven't changed
• Electronic doesn't necessarily mean easier
• There is the advantage of more timely delivery
• Get ALIA to represent Australian libraries in setting the agenda with publishers.

[FS 3d] Kinetica focus group

Attendance:
12 people attended the whole Focus Group session, together with the 2 facilitators.
This was far less than the indicated attendance (from registration) of 65 people.
Some people left the hall prior to the commencement of the discussion when the facilitators outlined the program for the session. An explanation from 2 people was that they are with Commonwealth Government libraries and have firewalls which prevent access to Kinetica and therefore didn't feel they could contribute anything to the discussion.

Discussion:
The facilitators, in consultation with Papiya Chakravati (NLA), prepared a number of issues to start discussion, and emphasised to participants that this list was a starting point and that any comments on Kinetica would be useful to the discussion.
The group broke into 2 smaller groups, each with one facilitator, for discussion. The total group included 3 accredited Kinetica training agents.
The initial list for discussion was:

• Range of services offered by Kinetica
• Enhancements
• Kinetica interfaces - different views for different clients, ie a simple search screen
• Should we offer Kinetica to end users and if so what modifications/enhancements does Kinetica need?
• Role of user groups
• Advisory mechanisms
• Channels of communication for Kinetica planning - Do we need special interest group lists?

Report of discussions:
The 2 small groups met for 45 minutes and then re-joined for reporting of their discussions.
The points listed below are not in priority order, although the group agreed that IT issues and communication channels are the most important to be addressed at this point in time.

Issues raised:

• IT access
  • Bandwidth a problem for a lot of libraries
  • Slow speed of screen loading or refreshing
  • Cost of telecommunications a problem for smaller libraries
  • Problems with dropping out of sessions
• Charges
  • The charging structure is a disincentive for libraries to add holdings - this has implications for the notion and coverage of a National Bibliographic Database
  • Batch loading of records (upwards) - change to fee structure desirable
• Searching
  • Problems with searching LC numbers - have to work out and include the leading zeros after the hyphen
  • Searching ISBN - need to remember the ? truncation
  • Searching examples (above) have resulted in unsuccessful searches, costing the library additional search costs and could result in duplicate records being added
• Screen design
  • When a large set is retrieved, could the icons for 'next set' be made clearer
• Error messages
  • A list of error messages and an explanation had been promised to be displayed on the home page?
  • This list would be useful for libraries to determine if the error they are encountering is a Kinetica error or a local error
• Kinetica training
  • Tutorial will be useful for training - is this still scheduled for September/October?
  • Training has been well received by participants - now a need for another round of KineticaWeb and Kinetica Cataloguing Client training
  • Participants who haven't subscribed to Kinetica-L were unaware of training courses
• End Users
  • Recognition that there would be many different levels of end users
  • Cost and security implications need to be resolved, particularly for off-site end users
  • Holdings information would be useful for many end users
  • Explore the possibility of a basic search interface for end users
  • Training of end users an issue (availability of tutorial?)
• Kinetica List
  • Information can be very useful e.g. searching tips
  • Need an avenue for constructive criticism to help with software/service development
  • Feeling that Kinetica-L as a discussion list has waned considerably since moderating the list
  • Separate interest lists (e.g. Document Delivery list, Cataloguing list etc.) not required - contributors can show subject of posting clearly in subject line
  • Could there be a separate note pad available for questions which may appear to be 'trivial' to be accessed by Kinetica staff ? These could then be answered directly or posted to the list if appropriate
• Kinetica User Groups
  • Seen to be useful but not accessible to all users for a variety of reasons (time, distance etc.)
• Communication channels
  • IT responses are often slow in reporting back and can be in technical jargon which is difficult to understand
  • More support is needed for smaller libraries who may not have the resources of an internal IT section
  • It was felt that there is a time delay in responding to requests from smaller libraries e.g. in receiving username and login information speedily
  • Some responses may be useful to post to the list rather than replying in a piecemeal one-on-one manner
  • Help Desk very informative and helpful ; can be difficult to access between 12 and 2 pm; service is limited in different time zones (eg WA)
  • Can the NLA staff visit libraries on-site to assist in problem-solving?
• Reports
  • Activity reports promised but not yet available - can progress on this be communicated?

Summary:
The facilitators felt this was a very useful session, despite the small numbers attending.
A demonstration of Kinetica and the range of services available may have been useful to have been included as a session as there appeared to be a number of people interested in finding out about Kinetica rather than attending a Focus Group to talk about Kinetica.

Facilitators:
Leonie Atkins
TAFE Hobart
atkinsl@tafe.tas.edu.au

Jane Coatman
State Library of Tasmania
jane.coatman@central.tased.edu.au

31 August 1999

[FS 3e] Changes in the way users/librarians store and use info

Attendees: approx 8
Notes:

• Agreement that there are changes for librarians/libraries and users
• Expectations have escalated and been accommodated by new technology
• Preference for digital storage, electronic delivery and paper copy for end use.
• Globalisation of information access, delivery may have local impact on local library policy - issues of service, costs.
• Information management skills critical
• Constant upgrade of skills, attitude in an effort to bridge the 'last foot' - between the screen and the client.

[FS 3f] Database evaluation

From the coloured paper:

Where to find? Want one stop shop
Costs
Format
Interface
Permanency (subscription)
Accessibility
Archival access
Copyright
Multiple database searching
IP/Password access
Contract elements
Links with full-text products

[FS 3g] Records management

Attendees: approx 12
Facilitator: Alison Jekimovics

Final encapsulation:

'Records management is in a state of flux between the paper and digital mediums, with the perennial problems of what to keep and what to dispose of ever present.

The challenge is to make the transition without disastrous mistakes and the loss of professional integrity.'

Notes:

• Policy detailing this based on legislation and other guidelines
• Physical job of going through boxes long and labour intensive
• Annual cull of files and only keep essentials
• Off-site storage, IT threw out record of records
• Staff changes Scanning electronically
• Future access - 50 years and on
• Image files

Indexing and abstracting what's there
Manual/Electronic

• Keyword AAA (Public record office NSW) Thesaurus of administrative terms. Defacto standard in government but has limitations i.e. "upside down" structure function based not subject based. Best available at present. In th epast used natural language. Controls end disposal well. Not user friendly i.e. is not easy to understand at first. Used by Commonwealth Government. Expectation itn will become widely used. Tasmanian Government taking it up. Better than nothing.
• Are subject specific thesauri available for records management?
• In-house specific "stuff" could be added to Keyword AAA

Implementing new records management systems

1. Recfind
2. TRIM
   - good but a lot of time to set up properly (Tower software)
   - Whole of government recommended (Commonwealth)
   - Single user has to have access to whole database
   - Facility for each user to save to records management
3. BRS Search
   - good but limits on what you can put on record file
   - index/internal subject thesaurus built into system
   - Excel link built into BRS search
4. Inmagic/DBText
   - enter everything into title field
5. e-mail
   - what kept?
   - How kept?
   - Policy/guidelines?
   - Knowledge management systems will do this in the future? Direct capture from e-mail to records management
   - Print off and file
   - Department problem or whole of organization problem?
6. Archives
   - good quality paper still has best form of long term preservation
   - litigation problems still

[FS 3h] Focus group cataloguing standards for electronic publications

What follows is only a selection of the many issues raised; this is plainly a topic which needs much more discussion.'

1. Major shift away from paper-based documents [eg. AGPS]; and towards their replacement by EPs; there is thus an increasing volume of both 'original' EPs and what we might call 'derived' EPs.
2. It follows that if these EPs of both varieties are to be adequately described and accessed, there will be an increasing need for description, location and retrieval processes [aka 'cataloguing standards'].
3. From the accounts of the FG members it is clear that the problem is being tackled, but not apparently in any sustained or coordinated fashion. The process is very context-dependent and specific. In some contexts, 'search-and-find' is more important than the description of EPs; the extent to which the two functions are linked is not clear, but the inference is clear that in some contexts only the S&F function is considered.
4. The aggregate workload across the country can only be guessed at.
5. Many commercial DMSs [Document Management Systems] are imported into particular workplace environments. IT personnel are indexing some sites [with interesting results].
6. Senior management often does not, or cannot comprehend the magnitude of the problem. There is often a power struggle or game between competing 'cataloguing' interests, eg. library and IT. End-users' awareness of their own needs and the potential for meeting them is variable.
7. What we might call the 'archival conscience' is variably present in organisations, and absent from many. The possibility of future litigation in which reference to and retrieval of a specific document is a requirement that may be a more compelling argument in any given context.
8. Metadata is valuable, but different organisations and different contexts have different views of its utility and relevance.
9. The retrospective cataloguing and indexing of EPs is not [and never was] a possibility; if it is not done when the EP is first imported, it will never be done.
10. Views differed about the desirability of a seamless catalogue, ie one which included 'in-house' and off-site EPs without discrimination.
11. The PANDORA project is, so far, an interesting experiment; much will depend on the lessons and conclusions which might be drawn from it.
12. Leaving aside the question of cataloguing standards, there appears to be no mechanism for the evaluation and grading of sites; in such a context the emergence of any uniformity or standards of cataloguing EPs seems unlikely. What are the implications of this?

[FS 3i] The Changing Workplace

Decentralised wage bargaining - processes, implications and outcomes

Work and family balance - rhetoric v reality; is it really improving?

Work intensification and working time - working harder, working longer; effects on stress and general OHS implications

Control, autonomy and employee participation - are special librarians getting more or less say at work? What are the results for job satisfaction?

Management/employee consultation - formal processes? rights or favours? real involvement or just illusion?

Organisational and job restructuring - methods, effects, morale and productivity - what's being changed? how? implications? concerns?

A brief report on PAM-APF's 1st meeting

Held at the ALIA Conference, Strait to the Future, 22-26 August 1999

The PAM-APF Session was attended by the following
David Byrne British Telecommunications, UK
Grace Cheng Chief Librarian Hong Kong Hospital Authority
Yvonne Forrest Aboriginal Areas Protection Authority
Ruth Foxlee Herston Medical Library, Uni of Queensland
Julie Hulama Supreme Court Library, Papua New Guinea
Mary Joyce Niu Media Pacific, Hobart.
Deirdre McNally Blackwells Library Supplies
Kate Mason Grains Research Development Corp. Canberra
Farapo Opa Attorney's General Department, PNG
Jeanette Regan Astronomy Branch Library, ANU (PAM-APF Co-ordinator)

Apologies were received from
Heather Adams, National Centre for Vocational Education Research Ltd
Nirmala Gounder: Fiji School of Medicine
EBSCO Australia

The Session was conducted informally, with the main purpose being to give an understanding of the aims of PAM-APF.

Participants came from a number of countries and so a variety of perspectives were provided

Yvonne Forrest agreed to take notes of the session.

1. The session began with a brief overview of the Forum and what is now in place. Also what known infrastructure is available in developing countries such as initiatives being undertaken in South Africa and India.
2. The group felt that it is important to have a variety of languages and where possible to provide translations for those who do not use English.
3. Identify different areas/jurisdictions/subjects that need assistance -
   Look at the local needs and what different groups are already doing
   e.g. Law librarians already have a Pacific Twinning programme which organises the distribution of 'excess' publications; US Medical association also have something similar.
   The group was most emphatic that there is a need for co-ordination of this type of forum for all subject areas - and that it should not be limited to just scientific subjects.
4. Need to develop a framework for 'twinning' 'Mentoring'.*
   The term 'mentoring' was felt to be inappropriate, as the aim of the Forum is to exchange information by both participants of the partnership, not just in one direction. Also that the 'mentoring' needs to be developed at 2 levels - one for those that have e-mail and web facilities and another for those that do not have these facilities.
5. Electronic media is not necessarily available to librarians. This was considered most important by the Papua New Guinea participants. Some participants will only have phones and fax facilities.
   Low-tech solutions are therefore also required.
   The suggestion of a newsletter is good, but there are problems involving the co-ordination and funding of such an activity.
6. Need to advertise that the Forum is not limited to ALIA/SLA members or those of any other organisation/association thereby encourage others to take our message to outside groups/countries.

Follow up:

1. Ruth Foxlee will compile a list of organisations/ programs that are already in place to assist within the Asia/Pacific Region (from an Australian perspective)
2. David Byrne will advertise the Forum back in the UK
3. A small trial program will be established within the next few months.

There was a spirit of co-operation for the project expressed by a number of conference participants who were unable to attend the meeting as well as from those who did attend.