| |
Henryk Hollender
Jolanta Stepniak
The access to information at the Warsaw University - changes introduced by the construction of the new library building
The introduction of a newly constructed library building changes the rules of access to library resources. A better work environment is created and, at the same time, users' expectations toward library staff are increased.
The major problem with access to information at the university, however, lies still with the library system - 50 branches with their uneven infrastructure and limited capabilities of co-operation with the main library. The services the Library of Warsaw University provides - catalogues, databases, electronic newspapers and articles (frequently with foreign content) - are destined for the whole university community and technically prepared for usage at places with access to Internet. The library also produces library cards, that should, but do not have to be used in all branches.
The main advantage of a newly constructed building is free access to about 200, 000 books and periodicals classified according to the regulations of Library of Congress (which is one of the search keys of the catalogue), as well as great many possibilities of consolidating search results.
The new building of the Warsaw University Library, an impressive undertaking of the Powisle district, not yet completed (a department of conservation and freshly moved library collection still require some work), should vastly improve the quality of library services. While the new library was in its project stage, we pondered over the notion "the improvement of services". It was easy to assume that larger spaces, more workstations, better logistics, interesting design, better working conditions for the staff, and what is more, the joint effort of investors of University of Warsaw Foundation and the Ministry of Education toward upgrading the computer infrastructure would satisfy the needs of everyone.
However, the improvement was to reach beyond the 'hardware change". It included the implementation of an improved work and service organisation. It is not worth pondering how much of the improvement would have been accomplished in the old building, even with workers' inventiveness and determination, (including the possibility of installing a new computer system). We could not possibly mention here all the particular examples, either. For example, a library with a greater number of check-out counters (all activities related to exchange of books as well as issuing of library cards) did not help the line-up problem, partly because of the growing number of people who have to undergo the initial processing before joining the library. Before, one could have access to information and catalogues without the necessity of obtaining a library card, now - all library services are available to those who possess the cards. A library card can be made out to everyone who consents to observing the rules of conduct on the library premises which, especially by those in a hurry, is perceived as a significant difficulty. Such is the cost of having at our disposal: about 200,000 books, various periodicals (with a space for about 1.5 million), over 100 PCs, and 600 individual workspaces. Now is the time to ask whether this undertaking benefits us or not.
As it can be easily observed, free library access creates the possibility of making the full use of all of the library resources. The library clients/users quickly got accustomed to using all those possibilities in organising their work as effectively as possible. They are careful with books, however, a new "culture" of using the library is coming into being, namely, every nook and cranny of a building is filled by either individuals or groups of students, and the stacks of books. It seems that a cellular phone, a walkman/discman, a beverage, as well as feet temporarily free of shoes are indispensable accessories of the library work.
We cannot be certain how well our readers can use the classification of the Library of Congress as an orientation tool in the world of print, however, it is clear that they manage to use it as a good tool for finding whatever they are in need of. We hope that the development of interdisciplinary studies, attending two faculties simultaneously and undergraduate/bachelor system will find its ally in the present library system - whatever methodological discrepancies it may present. Thanks to this system, one can have an interesting insight into the relationship mechanics of various scientific disciplines and writing trends. We plan to reinforce this feature by placing cross-reference marks on the shelves. Also, the new system of visual information is coming in place.
Free access to the library body creates a possibility of 'out-of catalogue' search for desired material - users generally define their needs and find the material by going through a certain number of volumes arranged thematically. Therefore, free access increases the number of possible search keys - which, in turn, causes certain distraction as readers get interested in other volumes, loose focus of their search and contribute to more line-ups at the checkout counter.
We should also note that the search by means of classification is aided by computer catalogue of the university library. The use of "C" call number system gives a fairly able library user a possibility of creating bibliographies of various sizes.
We will be following up the way our clients make use of computer catalogue and to what degree the classification and the language of subject entries complement each other.
The issue of free access to library collection became somewhat famous, however, we do not think that the change was revolutionary. The Library users were already used to a large body available to them directly in reading rooms. The books are usually arranged according to fields (according to numerus saltans within the particular field). This arrangement, in a way precedent to the present system, sadly never became popular among librarians.
The idea of free access at the Library of Warsaw University will be even more appealing once all the shelves have been filled (still, there are lots of books in storage at the moment waiting to be processed). A lot is to be expected as well when the university staff gain access to the collection of XIX century books whose system of classification has not yet been decided (however, it is clear that it will not be according to the Library of Congress' system).
The major problem for the Library of Warsaw University is making the access to information available for all within the university (50.000). The University of Warsaw's library system includes 50 branches (housing from about 200 to a few thousand volumes each - approx. 2.4 million altogether). The University's campus is, in fact, a totally different entity than the ones in the Western Hemisphere (university functions in various buildings at various locales). In each of those places there has to be access to information and library resources. The computers in department libraries are scarce and, although they can be found in many teaching university centres, librarians do not have many possibilities of using them. The librarians themselves are usually too busy with fulfilling library-specific tasks (i.e. VTLS cataloguing) to be able to afford extra time to learn or teach more about computer culture within the context of library science.
Regardless of the system, one can access catalogues of many libraries, the Interdisciplinary Centre for Mathematical and Computer Modelling databases, the databases of Computer Science Department of the University of Warsaw, as well as the stack of electronic periodicals/newspapers. All these services, (access to catalogues excepted), are inaccessible from elsewhere than University of Warsaw. No doubt, it would make good sense if the staff and students, provided with passwords by the server administrator, could access those services from their homes. It is feasible for the Library of the University of Warsaw to provide such access.
The very active Interdisciplinary Centre for Mathematical Modelling, having at its disposal some powerful computers, allows the entire scientific community to use their biomedical databases, as well as its Science Citation Index, and INSPEC. Although mainly representatives of science departments use those services, some information on arts or pedagogy can be found there as well. Every member of the University staff or every student can get to this data via their departmental computers, while every user of our Library can use any of the 30 computers with Internet access.
There are no CD ROM databases available at the Library. Since 1996 they have been distributed on the university net (Ultra+Net system which allows for the local CD ROM server databases to be delivered to the whole university net). The information about this can be obtained via pamphlets and www.pages, but the potential user needs software to be able to use this service. In theory, users could install the software themselves, but it had become common practice for the computer staff of the Library to do it. The limitations of access due to inadequate hardware which the Library of the University of Warsaw had at its disposal before the advent of the new and improved technology caused some concerns about creating some system overload. Hover, these concerns are a thing of the past.
All university departments can access the majority of existing databases (i.e. MLA or recently purchased PsycINFO). A few of the databases (a very popular LEX or Polish national bibliography), due to technical difficulties, are available only on the Library premises. The bibliographical databases (especially those of the Library of Congress) are very popular among the librarians who take care of the cataloguing. However, individual users' (non-librarians) usage statistics are frighteningly low. Unfortunately, there is no general knowledge of those databases; people do not even realise they exist and, clearly, librarians - both working at the Library and those working at branches are at fault here. Traditionally, the social/humanistic studies' community is less interested in the access to bibliographic information and the use of computers in general. Clearly, there is need for change and we are going to take part in implementing it. We also plan for at least a few workstations with access to databases to be installed at every internet-equipped location of the University of Warsaw. At the moment, there are about 20 such locations along with 50 in the Library.
The realistic possibility of quickly finding desired information should serve as an additional incentive for using bibliographic databases. The Library of Warsaw University lists about 550 electronic newspapers/periodicals. Since the new Library opened its doors, a 'general access to electronic publications' policy has been adopted. The resources can be reached from every computer registered on the university web, from libraries, computer rooms and all these places where there is access to Internet. The access administration takes place on the provider's server through computer IP.
The readers working on the premises of the Library are allowed to read periodicals directly from the Web, copy texts to diskettes, forward material to their home addresses and, soon, they will be able to print the desired information.
There are plans for further acquisition of electronically published titles (about 450 titles of the Elsevier publishing house). Naturally, the ever- growing needs of our readers will always present a challenge. Therefore, the Library of the Warsaw University, along with a few other branches, participates in ordering of articles from foreign journals unavailable in the collections of Warsaw libraries.
The JASON system (Journal Articles Sent On Demand) aids with placing orders for articles from about 120.000 various scientific periodicals gathered in libraries of Northern Rhineland. This service is available to the whole university community compliments of the Library of Bielefeld University. The articles are sent in the form of stacks (texts are scanned) and can be transferred directly to the reader's account. The time to fill such an order takes from 48 up to a few days.
Technically, nothing prevents the Library of the University of Warsaw from following the same procedure. We already have the scanners in our possession and soon our clients will be able to scan documents themselves, instead of producing Xerox copies.
Still, what the term 'library' suggests first and foremost, are books, periodicals and catalogues. The central catalogue of the University (apart form the main one) includes several branch catalogues. In those co-operating branches the catalogue can be seen through EasyPAC interface. Meanwhile, computer users working from home, as well as those working in the branches prefer Virtua Web Gateway. It is more attractive graphically than EasyPaC and its e-mailing feature is superior. We expect a direct ordering of books (via any computer with EasyPAC or with access to Internet) to come into use soon. For the moment, only the holding policy is being practised. The expected return date of a particular book is displayed on the inventory list. Naturally, the implementation of the system without the use of lending forms is a major goal, but we do not expect many users to catch on to the idea anytime soon, since they have free access to the majority of books present in the computer catalogue. Perhaps, this feature will be attractive to the handicapped, passers-by, or people who, for some reason, resent the idea of free access. We do not expect to take on responsibility for delivering the books to readers in any manner. We, however, plan to render accessible (on the local net) the most popular and searched for textbooks and reference books.
This year, for the first time, we plan on preparing a greater number of library cards for newly admitted students. Our recommendation to the branches is to treat a library card issued by us as an inter-departmentally accepted one since its bar code can be read by other library systems. There is some reluctance on the part of the branches' staff as they assume that accepting such a card would amount to accepting identical rules of operation of each of the branches. These are more or less all the changes introduced by us. We do not think any other 'hybrid' library's (print and electronic) way of functioning could be very different from ours. We realise that there is room for improvement even in small aspects of this library's function, despite the presence of a new, modern location. The spots to be improved are the organisation of the library information system within the range of the entire university, the speed of filling the orders, the editing of OPAC. However, it is also true, that the presence of a new and improved building increases readers' expectations toward the library staff skill and ability. We, as service providers, also feel better, less restrained, and more important. So, the improvements we hope to introduce in the coming years will not be technical only.
Translated by: Dorota Jaglarz
|
|
