PROJECT DOCUMENTATION
Collection Sharing
Interim Report
Release:  Version 3
Date: 24 June 2009

Author: Deborah Mould
Owner: Julie Rae

File name of this document
G:\ManagersShare\ILS\ILS ManagersShare\Global Accessible Library\Global Accessible Library Collection Development and Exchange\Collections Interim Report v3.doc

Date of this revision:  24 June 2009
Date of next revision: TBA

This document has been distributed to:

Document History
Document Location
Revision History
Distribution
Table of Contents
Executive Summary
Introduction
Vision
Context
Scope
Global Accessible Library Definition
What are we going to achieve?
How are we going to achieve this?
Content Purchasing and Exchange options
Option 1: Creation of a Global Accessible Library consortia to purchase commercial electronic content
Option 2: Creation of a Global Accessible Library consortia to purchase commercial audio content
Option 3: An exchange system for non-commercial and copyright free materials
Option 4: Selling of materials by libraries
Content Creation Options
Option 1: Shared Collection Development through subject specialisation
Option 2: Creation of content linked to or created from the Internet
Option 3: Creating relationships with commercial audio producers
What challenges do we face?
Rights Management
Data sharing of Works In Progress
Single Source File
Co-operation from other libraries
Collection Sharing Timeframe
Workplan
Risk Summary
Additional Resources Required
References

The Collection Sharing working group is one of the four key working groups identified in the GAL Project Plan.  This group is expected to investigate, consider and recommend preferred methods in creating and developing content through working collaboratively. 

Libraries recognise the need to share resources in a capacity that extends beyond inter-library loans, in response to the increasing needs of our clients.  In a white paper on the subject “It’s time to think again about resource sharing”, several professionals declared that the World Wide Web had wiped the slate clean, and this was the time to reconsider paper based needs of sharing.  

Previously the idea of resource sharing centred around inter library loans, or the sharing of catalogues (for the purpose of inter library loans), which explains the numerous writings on the subject when conducting a literature or internet search.  However in a global community, when new technologies give us freedom to exchange materials electronically, the concept of ‘loaning’ an item from another library becomes a redundant exercise for electronic files.  How can these be loaned when there is no physical copy to be returned?  Global resource sharing allows organisations to engage in a relationship without the boundaries of inter library loan. 

The need for global resource sharing is outlined in a 2007 Rethinking Resource Sharing manifesto which states that ‘global access to shareable resources shall be encouraged through formal and informal networking arrangements with the goal towards the lowest-barrier-to-fulfilment.’   Contributors to this manifesto include academic institutions and library management system providers, who recognise the growing need for all libraries to expand beyond existing boundaries and utilise dwindling resources to best serve their clients.

With only 3-5% of information accessible to the blind and vision impaired, the Global Accessible Library initiative will need to develop an inclusive approach to allow maximum participation of agencies around the world and increase the number of resources available.  By working together, a Global Accessible Library can increase the amount of available information, and maximise efficiencies for its participants by increasing the depth of their collections, whilst decreasing inefficiencies caused by the creation or conversion of titles into the same format by different agencies.

For this purpose, the Collection Sharing working group will develop models for Content Purchasing and Exchange as well as Content Creation.

The Content Purchasing and Exchange models will looks at different ways of acquiring content from providers.   As every library gains content through the purchase of materials from publishers or in exchange from other libraries, different approaches on how acquisition and conversion of this content under a global library approach are reviewed. 

The Content Creation model handles all materials produced by libraries, either through conversion of audio or creation from a print book. By co-ordinating production information and methods of selection, Global Accessible Library participants can avoid duplication of titles and gain access to a wider variety of materials.

The Steering Committee have commissioned the Collection Sharing group to develop a plan that identifies the following deliverables:

1. Establish vision for the Collection and Sharing group;

2. Create a work plan and measurement indicators for the working group to follow when exploring, documenting and recommending preferred options (with costing) for collection development and exchange between Global Accessible Library members;

3. Determine infrastructure and co-operative arrangements required to implement recommended model of shared content and collection development;

4. Describe the opportunities for rights management and copyright models within Global Accessible Library and through trusted intermediaries;

5. Review developments around Single Source File and consider the impacts this would have on the sharing or exchange of materials.

The Collection Sharing group consists of five members from different libraries around the world:

Jackie Dickinson – RNIB (UK)
Susan Ewing – CNIB (Canada)
Kari Kummeneje – NLB (Norway)
Busi Lungile – SALB (South Africa)
Deborah Mould – VA (Australia)

During a face to face meeting in Amsterdam in November 2008, the Collection Sharing working group held initial discussions on the above areas, and the subsequent need to explore and investigate specific topics for shared understanding.   Since that time the group has held four teleconferences and begun work on sharing information between our organisations, such as supplier relationships.  Further details of this work are outlined in the section ‘Options Considered’.

To provide equal opportunities to access information for print disabled people through coordinated collection development and content sharing agreements worldwide, and to enable an increase the number of accessible titles through reducing duplication of transcription and resource discovery efforts.   

Scope

The vision of the overall Global Accessible Library project is to enable people with print disabilities worldwide to locate and access accessible library materials, any time, any where. The project has been divided into four work groups.  This document defines what the Collection Sharing workgroup is to achieve and why the activities should be undertaken.

Global Accessible Library Definition

A global digital library service for persons with print disabilities is

• A network of  online collections of digital objects,
• Collaboratively created/collected according to internationally accepted principles for collection development,
• Made available digitally in a coherent, accessible and sustainable manner,
• Supported by services to allow authorised users worldwide to retrieve and exploit global resources, and 
• All subject to copyright. 

By the creation of a network of libraries for the print disabled that are willing to share information, and work collaboratively to meet the client needs through shared content management, we anticipate that over the next five years we will increase the amount of accessible information by 1%.

We will achieve a co-ordinated network of libraries through the agreement and commitment to the sharing of resources between individual organisations.  The group considered a number of options on how these relationships could work for both the creation and sharing of content, as discussed below.

It was agreed by the group that a number of approaches would be required, to facilitate both a range of formats and provide  the versatility required for the wide range of economic, environmental and technological situations that each library finds itself in.

• By the creation of a network of libraries for the print disabled that are willing to share resources;
• Exchange agreements where national copyright laws or permissions allow;
• Consortia purchasing;
• Inclusion strategies for developing countries;
• Avoidance of title duplication to maximise resources;
• Addressing digital rights and copyright management issues;
• Identifying future opportunities around technological developments, such as the Single Source File.

The acquisition and circulation of content is paramount to the purpose of a library.  In most cases libraries purchase or subscribe to this content individually.  Through a Global Accessible Library, individual arrangements could be replaced with a consortium model that provides price efficiency whilst retaining the ability to select individual titles, and exchange models that allow specific titles to be shared amongst the wider community. 

Both consortium and exchange models also increase the 3-5% level of accessible information by sharing resources, and reducing the risk of duplication.

These options outline approaches to how a member of the Global Accessible Library could obtain materials from a producer.

Option 1: Creation of a global library consortia to purchase commercial electronic text and database content

The establishment of a Global Accessible Library consortium to purchase or licence electronic databases, (ie: magazines, newspapers and peer reviewed journals), provides the potential to develop purchasing power with major electronic vendors.  This would extend the number of titles offered electronically, and allow smaller libraries to have the same range in titles as larger organisations.

Some current involvement in local consortia purchasing already enables this for individual libraries, as well as allow for local community preferences, which a global consortium could not necessarily guarantee.  The lengthy timeline for agreement between individual libraries to create a consortium, and the need for multiple language options on materials does not make this a viable short-term option.

Option 2: Creation of a global library consortia to purchase commercial audio content

Currently there are no international purchasing consortia for content, but PRDLA (Pacific Rim Digital Library Alliance), and many purchasing consortia based on geographical models  (eg: CBUC – Spain, KERIS – Korea, CAPES – Brazil, SWIFT – Australia) could be translated into a global approach.  These models allow libraries to retain total control over selection of individual titles, at a reduced price as negotiated by the consortia.

Consortia purchases can also reduce duplicated efforts to convert audio CDA or MP3 titles to DAISY standard through co-ordination between consortia members.  Once converted by one library, the title could then be disseminated to the rest of the consortia.  Alternatively, the publisher could have the DAISY version returned to them for supply to public libraries or individuals.

The power of consortia purchasing is being recognised by suppliers, and Chris Bennett from Oxford University Press acknowledges in his presentation ‘Library consortia in world markets: an overview’ that this type of approach provides the best value for participants.

With various language requirements, no single supplier would be suitable for every participant, but this option offers the ability for individual libraries to network so that language based consortiums could be developed between GAL members. 

In a survey of libraries, the ability to supply back to a commercial publisher the DAISY version, as well as interest and potential involvement in a consortia model would allow the progression of this initiative.

The Collection Sharing group consider this to be a viable option.

Option 3: An exchange system for non-commercial, public domain and copyright exempt materials

An option that could be implemented easily is a framework for an exchange system between libraries.  Through the Global Accessible Library, (and its associated discovery and access model), libraries can identify, select and exchange materials to suit the needs of their clientele.

Minimally available language materials (such as Xhosa, Sesotho and Tsonga) could be proportionally exchanged with materials which are much more freely available such as English or French.

Rights management information could be stored in MARC tags of cataloguing records, as well as information on the type of voice used (human or synthetic). 

In a survey of libraries, questions around the way rights information is currently stored and could be stored in the future using an agreed standard, would be asked, as well as if they would like input into the IFLA LPD Cataloguing group recommendations around this.  Information on any barriers to exchanging titles or participation in existing exchange agreements would also be collected.

The Collection Sharing group consider this to be a viable option.

Option 4: Selling of materials by libraries

Some libraries may have the ability to sell materials to other libraries.  The Global library will enable a list of these organisations to be circulated amongst the group, and can identify potential opportunities for consortia purchasing.  It also reduces the risk of duplication by other organisations.

As a global initiative, a sales approach does not increase the amount of accessible information and with the potential for an exchange system; libraries may choose to expand their collections through exchange arrangements with other libraries instead of purchasing them directly from a single agency. 

Existing sales contracts fall outside of the scope of the Global Accessible Library project.

Many libraries create materials through an in-house production unit.  These options outline how this creation can be co-ordinated amongst Global Accessible Library members.

Option 1: Shared Collection Development through subject or country of publication specialisation

From the project plan, it was proposed that the group look at co-operative collection sharing arrangements.  This scheme would divide a responsibility for a range of subjects between individual libraries, thereby removing any overlapping titles.

This type of arrangement has been in place for print and electronic materials, and allows libraries to concentrate budgets on acquiring specialised fields of interest to the mutual benefit of the group.

Current successful co-operative collection development groups have been formed upon a basis of common need for content, i.e.: academic (CONSORT – five Ohio colleges,) language groups (New South Wales Multicultural Purchasing Cooperative), etc.  This approach does not translate to the Global Accessible Library, as our shared requirement is format rather than subject based.  However, for content created in specific countries, in particular for historical materials and local fiction writers, the Global Accessible Library project will create an opportunity for specialised collection development. 

To minimise unnecessary duplication of efforts, the inclusion of certain data elements in cataloguing records would provide adequate information for acquisitions staff on the production of an upcoming title.  The Global Accessible Library network allows libraries to contact each other to confirm any titles if they believe another library could be considering production, due to it being published in that country or by a national author.  Eg: Any production of Bryce Courtenay titles would be deferred to Vision Australia, Margaret Atwood – CNIB, etc.

This right of refusal for content generally considered to be part of a national literary heritage allows both libraries to collaborate on selection, and provide a starting point for exchange once the title has been completed, or purchase if the title has been converted into DAISY from commercial audio content.

In a survey of libraries, participation in any existing subject specialisation or country of publication would allow the group to see what arrangements are already in place.

The Collections Sharing group believe that this option is viable.

Option 2: Creation of content linked to or created from the Internet

A growing amount of book content is available on the web, including public domain and those with creative commons licences that allow public access.  With only 3-5% of accessible information, there is a growing need to include or promote these resources so that the vision impaired community can utilise this worldwide phenomenon. 

Many libraries have been evaluating possible approaches to how this content could be included on their catalogues.  CNIB have created a brief report to map out its strategy for cataloguing master sites with these types of materials, as well as outline the various approaches that have been made in the past. 

As the issues faced for each library are various, the group believes that cataloguing individual records with links to individual web-based titles create additional workloads, for little gain.  Through discussion of how each library handles free web content, it became evident that some libraries prefer to leave this material outside their library catalogue whilst others believe a list of key aggregate sites of accessible content for language groups can be built by Global Accessible Library participants would allow this content to be captured and used by clients who have access to the internet.

As the Steering Committee have deemed this out of scope, further ideas on how a comprehensive list could be created and shared between Global Accessible Library participants will be considered at a later stage, if time is available.

Option 3: Creating relationships with commercial audio producers

Each library has various arrangements in place with commercial audio producers such as Blackstone, Bolinda, Ulverscroft, etc.  As this content is provided in CDA or MP3 format, titles need to be converted into DAISY format.  If multiple libraries purchase the same title, and each organisation converts this title, this creates inefficiency and duplication and does not increase the 3-5% of accessible information.

By surveying libraries regarding which commercial audio producers they have arrangements with, potential opportunities for creating market pressures for commercially available DAISY content can be identified.  During preliminary discussions with some suppliers, indications have been given that they are willing to create DAISY versions if this proves to be commercially viable.  Alternatively, negotiations could be made for organisations to create and supply back a DAISY version, in exchange for a reduced price.

Already the group have identified that the Global Accessible Library offers commercial content providers the opportunity to expand their sales through promotion of titles via access to a Global Accessible Library catalogue.  This potential worldwide delivery of content could be another aspect of relationship building with audio publishers.

The Collection Sharing working group believe that this option is viable.

Rights Management

Some of the options listed under ‘Content Sharing’ involve working with publishers to reduce the duplication of titles, and make more commercial content available as an accessible format.   Through this arrangement, copyright could be handled on an individual basis with each publisher.

Information regarding rights can be included within the cataloguing record itself.  Potential survey questions identify the willingness of future Global Library participants in the addition of this information into bibliographic records.

In line with previously negotiated exchange agreements, (eg: RNIB/VA, VA/RNZFB, CNIB/VA) compliance with national copyright laws is usually the responsibility of the acquiring institution.  This method could be extended to the global library, with individual institutions taking responsibilities for copyright for titles that are obtained through exchange.

As national copyright laws change, so too each library will be able to respond to other Global Accessible Library members, by expanding their collection of exchangeable materials.

Data sharing of Works In Progress

When titles are placed into production, a catalogue entry is usually made by the relevant library.  This is called a Work in Progress (or WIP) entry.

To enable libraries and clients to view titles that are WIPs, the library catalogue should reflect this data through individual bibliographic entries.  Some work has been undertaken upon this, via a metadata approach, through the IFLA LPD Cataloguing group; however results have not been widely shared. 

By developing key elements in each cataloguing record, we can recommend these to the IFLA LPD Cataloguing group and begin incorporating these into an expectations document for Global Accessible Library participants. 

The group agreed that in order to share data between organisations, a common understanding and usage of specific MARC tags is required, and that this should be encoded into a document that future participants could agree to as a participatory member of the Global Library.  A draft standard will be developed, in consultation with the Discovery and Access working group, to allow key elements of information to be conveyed through the bibliographic record. 

Survey questions around this aspect deal with the willingness of future Global Accessible Library members to create Work in Progress records, with certain data elements in accordance with a standard.

Single Source File

Information regarding the Single Source File from group members was preliminary.  A briefing paper was constructed to see if any immediate benefits is needed to collective understanding, and to identify potential impacts for the project.  The Collection Sharing group hope to review this paper in an upcoming teleconference, and to discuss any benefits that this may have for collection sharing.

Co-operation from other libraries

The number of libraries involved in the Global Accessible Library project is significant, but does not represent the views of libraries around the world.  In order to gain understanding and knowledge about these agencies, the group would like a survey to be undertaken with a number of selected participants, which would be held in conjunction with the Discovery and Access working group. 

This survey would provide information on various aspects of resource sharing, including the willingness of individual libraries to participate in a global concept, barriers to sharing resources, number of languages produced using DAISY, individual library collection strengths, indications on the inclusion of WIP data and rights management information in cataloguing records and identify potential consortia purchasing possibilities.

As well as providing a base point for the Global Accessible Library to begin from, a survey would also quantify and validate the types of challenges that libraries outside the current work groups will have to overcome, for successful implementation.

The Global Accessible Library project officially began in November 2008 and is expected to span three calendar years, concluding in November 2011.  However, the aims and future expansion of participating libraries will continue past this date.

For the Collection Sharing working group, the table below identifies the key initiatives to be conducted, and timelines involved:

The Collection Sharing working group have decided that the most appropriate way forward is to:

1. Collaborate on sources of commercial materials and existing inter-library lending arrangements so as to maximise future consortia purchasing, publisher relationships and expand resources for our collection.  Through collaboration, we can begin to experience and demonstrate to others the future networking opportunities for libraries who become part of the Global Accessible Library.

2. Co-operate on analysing models for collection sharing and development.  Co-operate with other libraries by involving them with a survey to determine who would be our initial participants and what collection strengths/restrictions and ideas they would bring to the Global Accessible Library.

3. Share collection development through Work in Progress.  By creating standards for MARC tagging of Work in Progress records and their display on library catalogues.  Networking with all libraries to provide contact points for production of titles published within member countries or national authors.

4. Identify and create a system for easily identified rights management of the titles available in MARC records. Investigate the opportunities and risks with Single Source Files, rights Management and copyright restrictions by ensuring that we have, initially, a shared understanding of these concepts.

5. Invite libraries worldwide to join the Global Accessible Library, with an emphasis on the advantages of being part of a Global Accessible Library as well as the obligations.

A brief timeline and overview of stages is listed on the following page.

A summary of the risks open at the time of the preparation of the business case is tabulated below.  Risks are grouped into categories of critical, high, medium and low.

In order to undertake the survey of future Global Accessible Library participants, a survey designer and results analyst are required to assist the group formulate questions and interpret the results.

Approximately 120 hours will be required to liaise with both the Collection Sharing and Discovery and Access groups, draft initial questionnaire, despatch to relevant agencies, follow up late responses, collate data, and present report to each group.

Based upon a calculation of $AUS150 per hour for an external contractor, this resource is estimated to cost: $AUS18,000.

Ayre, Lori Bowen. (2006) Resource sharing & library delivery services.  Available at:
http://techessence.info/files/Ayre_DeliveryTrends_2006.pdf

Bailey-Hainer, B., et al (2005) It’s time to think again about resource sharing: a discussion paper.  Available at: http://rethinkingresourcesharing.org/docs/rrs-whitepaper2005.pdf

Bennett, Chris.  (2008) Library consortia in world markets: an overview.  Available at:
www.alpsp.org/ForceDownload.asp?id=1123

Daugherty, Robert, et al. (2007) A manifesto for rethinking resource sharing.  Available at:
http://rethinkingresourcesharing.org/manifesto.html

Dunshire, G. (2007) Landscaping the future for collaborative collection management.  Paper presented to the 73rd IFLA General Conference and Council.  Available at: http://www.ifla.org/IV/ifla73/papers/125-Dunsire-en.pdf

Global Accessible Library Establishment Project Plan Version 1.8

Kempf, Klaus. (2006) Vascoda and the subject-based gateways – the German answer to visibility and accessibility in collection development.  Liber Quarterly, v. 16, no. 3/4. Available at: http://liber.library.uu.nl/publish/issues/2006-3_4/index.html?000187