Budget Initiatives: A Vision for One Statewide Library
Project History
Revised 4/6/95
Provide PeachNet access to all University System and off-campus center libraries.
Original Proposal
Access to PeachNet is vital to all libraries in order to locate and retrieve information, share resources with other institutions, and support distance learning activities. Five System and approximately twenty-five off-campus center libraries do not yet have access to PeachNet.
- Current Status
A recent survey indicates that only two System libraries are not connected to PeachNet, and connectivity projects are in progress. Thus, no initiative funds are needed to connect System libraries to PeachNet.
Surveys from System librarians indicate that classes are being taught at many more than twenty-five off-campus locations. Therefore, for efficiency and economy, the Library Services committee recommends that enhancement for off-campus center libraries be confined to the seven approved centers. All centers, except the Camden/Brunswick Center and the library at the Newnan Center, have PeachNet connections.
- Work Groups Recommendation
Funds originally designated for the initiative should be reallocated to 1) connect the Camden/Brunswick Center and the Newnan Center to PeachNet and 2) provide for on-going PeachNet connectivity for all seven approved centers, thus relieving individual institutions from this responsibility.
Each institution must assume responsibility for connecting the allocated workstations to PeachNet since initiative funds will not be used for wiring within buildings.
- Steering Committee Approval
Funds will be allocated to connect Camden/Brunswick Center to PeachNet.
Each institution must assume responsibility for connecting the allocated workstations to PeachNet.
Initiative will pay ongoing PeachNet costs for approved off-campus centers where individual institutions now pay PeachNet line costs.
Provide the electronic full-text of core academic journals.
Original Proposal
Most libraries have never been able to provide the approximate 1,500 core academic journals that are required to support undergraduate instruction. Electronic access would make the information equally accessible to System institutions and distance learning sites and avoid duplicating cost of multiple acquisitions. Several vendors now provide full-text for half of these journals-and are continually adding more-and provide indexing and abstracts for all of them.
- Current Status
A committee sub-group was assigned to investigate full-text database vendors and methods of delivery and access.
At the Fall 1994 Regents Academic Committee on Libraries (RACL) meeting, a formal motion with unanimous Steering Committee Approval was carried to include FirstSearch (over forty-four databases include WorldCat, Contents First, Medline, ERIC, and GPO) as part of the full-text of core journals.
Three vendors demonstrated databases on January 6, 1995: UMI (Periodical Abstracts Research II and ABI Inform), EBSCO (Academic Abstracts), and IAC (Expanded Academic Index and Business Index).
Proposals were submitted by both the University of Georgia and Georgia State University for delivery of the full-text databases.
Both the Library Services and Technical Support Work Groups have concluded that initiative funds should be used to implement state-of-the-art workstations capable of accessing full library services such as on-line catalogs, full-text databases, and images where/when available.
This project will not obsolete current equipment since terminal emulation can support text delivery, but buying equipment through this initiative targets future graphics and multitasking requirements, as well as current processing needs. Minimum recommended configurations would include a Pentium, Power Mac or Power PC with 16 megabytes of RAM, and a 300 megabyte hard disk.
Another sub-group was assigned to suggest institutional allocations of workstations. The group recommended that a basic allocation of four workstations and one laser printer be placed in each System library and off-campus center library. The remaining stations would be allocated based on 1994 student EFT.
Provisions for training methods were also investigated.
- Work Groups Recommendations
FirstSearch should be one of the full-text databases adopted. A demonstration and available literature indicate that the delivery method for FirstSearch should be SiteSearch.
UMI should be selected as the other full-text database vendor because of cost effectiveness, availability of full-text, and provision for access by other state entities at the university System price. The delivery method should also be SiteSearch.
To provide for redundancy, leveling of network traffic, and expandability, the work groups recommend that the full-text databases be delivered from both the University of Georgia and Georgia State University. The databases will be identical at both locations.
Workstations should reflect current technology with a Windows environment which will accommodate the full-text in ASCII format, and graphics and images. Work Groups Recommendations for the specific number of institutional workstations (based on sub-group recommendation on page 2, Current Status, paragraph 7) are dependent upon vendor negotiation or bidding and reallocation of unused funds in specific categories.
SOLINET (Southeastern Library Network) is the recommended training provider.
As a result of negotiation with vendors, additional workstations and printers should be allocated as follows: 1) seven additional laser printers to accompany the workstations for institutions being automated; 2) sixteen additional workstations, as follows: a) institutions which have approximately two thousand enrollment but are not being automated would receive one additional workstation; b) institutions with enrollment less than seven thousand with the highest computer/FTE ratio and which are not also receiving workstations as part of off-campus centers will receive an additional workstation; 3) one additional printer for libraries whose allocation was originally seven but has increased to eight with the additional workstations so that four workstations and a printer configuration would be in place.
- Steering Committee Approval
SiteSearch will be used as the database search software.
The full-text databases will be UMI's products and OCLC's FirstSearch.
The UMI databases will be delivered from both the University of Georgia and Georgia State University.
A World Wide Web browser will serve as the common user interface to access information resources provided for in the initiative. RACL should discuss the possible development of a policy statement similar to the following: "This library reserves the right to restrict the use of information technology in order to ensure access to information."
The University of Georgia will be allocated additional PeachNet bandwidth for delivery of full-text databases, research journals, state census data, and state documents. Campus administrators will determine installation location: computer center or main library.
Eligible users of the electronic resources will be library patrons. All thirty-four institutions will provide service to the general public.
A fair use policy will be developed with the assistance of Dr. Ray Peterson, University of Georgia law professor.
Workstations will be allocated as recommended on page 2, Current Status, paragraph 7.
Additional workstations will be allocated as recommended on page 3, Work Groups Recommendation, paragraph 2.
Convert all University System card catalogs to computer format.
Original Proposal
In order to facilitate locating and sharing library materials Systemwide, card catalogs must be converted to computer format. Significant portions of each library's collection are unique within the University System. Most System libraries have begun converting their card catalogs to computer format, but have only partially completed the task.
- Current Status
A survey of System library directors indicated that a total of 1,594,259 items require conversion. However, 6750,000 records will be converted under the terms of this project.
- Work Groups Recommendation
Priority should be given to libraries which are not automated and to general circulating collections.
Library records should be converted using OCLC MARC, and SOLINET/OCLC should be selected as the vendor for the conversion. SOLINET (Southeastern Library Network) will provide training and support for assistance with institutional profiling in preparation for conversion. The actual conversion work will be done by OCLC, which does retrospective conversion worldwide. Any conversion vendor must add each record to the OCLC database so that holdings will appear in GOLD (Georgia OnLine Database). Any for-profit vendor would first need to meet expenses on the conversion and then pay to have records loaded into OCLC's on-line union catalog.
Collection weeding should be done prior to retrospective conversion if staffing permits.
SOLINET should receive the $1.5 million for retrospective conversion.
Costs should be covered for two days of on-site training per institution from DRA and Ameritech (PALS) for the libraries which are automating. Priority for training and implementation will be given to those libraries whose records are already in machine-readable form.
- Steering Committee Approval
Priority will be given to libraries which are not automated and to general circulating collections.
SOLINET/OCLC will be selected as the sole source vendor for the record conversion. Appropriate sole source approvals will be requested from State Purchasing.
Up to $150,000 of the $1,500,000 conversion allocation will be used for tape processing, including authority control.
Costs covered for two days of on-site training per institution from DRA and Ameritech (PALS) for the libraries which are automating.
Provide automation for each System library.
Original Proposal
Today an automated library system is essential to any academic library to support the reference, circulation, acquisitions, and cataloging activities. Ten System libraries have not yet been able to afford an automated system.
- Current Status
A recent survey indicates that currently six System libraries have no automation and that one System library using a microcomputer-based system must be converted-a total of seven.
For all System students to have equal access to information, it is important that all System library holdings be available electronically for searching by all students, faculty, and staff.
Research indicates that the individual library collections in a university system environment are actually quite diverse with a large majority of titles occurring just once in the system. Therefore, it is important for all students to be able to search the collections of all libraries through on-line catalogs and a union list of holdings.
The plan for automation assumes that non-automated libraries would elect to share the PALS system through Georgia State University or the DRA system through DeKalb College.
- Work Groups Recommendation
Non-automated System libraries should share the PALS system through Georgia State University or the DRA system through DeKalb College. The seven institutions with non-automated libraries have committed to a preferred system: PALS-Gordon College, Middle Georgia College, South Georgia College, and Georgia Southwestern College; and DRA-Atlanta Metropolitan College, Dalton College, and East Georgia College.
Additionally, all System libraries must provide a magnetic tape of their holdings in OCLC/MARC format to Georgia State University for inclusion in the PALS Union Catalog.
- Steering Committee Approval
Institutional presidents have indicated support for the recommended library automation systems through letters of confirmation.
University System libraries will provide tapes of library holdings (initial and updates) to Georgia State University for inclusion in the PALS union catalog in a timely manner. RACL will determine an appropriate timetable.
Library automation configuration will be as recommended by the automation suppliers: Georgia State University and DeKalb College.
Support universal borrowing.
Original Proposal
All University System students and faculty should have unimpeded access to materials of any library. Universal borrowing requires a central database of eligible borrowers, a courier service for books to be sent from one library to another, and a facsimile system for sharing copies of articles.
- Current Status
A committee sub-group assigned to investigate the development of a universal patron database learned that a pilot project-GETS (Georgia, Emory, Tech, State)-being developed at Georgia State University included all necessary elements, thus eliminating the need to contract with an outside vendor for such services. Additionally, by using this model, the proposed plastic borrowers cards could be eliminated, and libraries could continue using the paper borrowers card or institutional student IDs. Further discussion is needed to establish Systemwide practices/policies.
Surveys were again used to determine the availability of library fax machines. The results indicated that many libraries do not have fax machines and most existing library fax machines are old and require thermal paper.
The universal borrowers sub-group continues to investigate fax machines which use the latest technology. Also, they have made plans to attend demonstrations presented by various fax machine vendors. The demonstrations will be open to all System librarians.
Specifications for courier service with a minimum daily pick-up for thirty-four System institutions, seven off-campus centers, two additional DeKalb College campuses, and the University of Georgia Science Library are being developed.
- Work Groups Recommendation
Rather than contracting with an outside agency to provide a patron database, the GETS model should be used as the mode for creation and maintenance of a central patron database to be housed at Georgia State University. Ideally, databases should be updated weekly to ensure accuracy, but monthly updates could be acceptable.
Nine institutions, including the University of Georgia Science Library with an interlibrary loan (ILL) volume of over 5,000 transactions per year, should receive copier faxes (fax comparable to the Ricoh MV715); and the remaining institutions, including the two additional DeKalb College campuses and the seven off-campus centers, should each receive a plain paper fax (comparable to the Omnifax L46). Institutions must provide for ongoing support costs of fax machines used as part of the System ILL program.
United Parcel Service (UPS) should be explored as the Systemwide courier service. Arrangements could be made with each institution for an additional UPS stop if appropriate-dependent upon volume. Each campus must describe its requirements since an accounting procedure must be developed for logging library shipments.
RACL should set a goal of a four-day minimum turn-around time for lending within the System.
Student assistant funding provided as a part of the research journals component should be divided equally among the six universities.
- Steering Committee Approval
A four-tiered approach will be used to provide fax machines to institutions and approved off-campus centers. The allocation will be based on interlibrary loan lending volume.
The GETS model will be used as the mode for creation and maintenance of a central patron database to be housed at Georgia State University.
Essentially all non-returnables (articles) should be faxed and RACL through its interlibrary loan subcommittee should develop policies which support that, but will allow for exceptions (articles with pages over a designated length, for instance).
Student assistant funding should be divided equally among the six universities.
Facilitate sharing of research journals.
Original Proposal
Research journals are essential to university level institutions and to System faculty conducting research. Students at all institutions deserve the opportunity to use these journals when involved in advanced projects. Using a database loaded at the University of Georgia, students and faculty could review the contents of approximately 9,000 research journals, identify subscribers to the journals, and initiate requests for copies of articles of interest.
- Current Status
The University of Georgia (UGA) is using the Current Contents Plus database, now residing on GALIN-the UGA automated library system, to access approximately 9,000 research journals in a variety of disciplines. The Medical College of Georgia, Georgia State University, Georgia Southern University, Columbus College, and Emory participate in this research project.
- Work Groups Recommendation
The Current Contents Plus (CCP) database should be moved to the SiteSearch platform for Systemwide use and the GOLD (Georgia On-Line Database) Union List of Serials, augmented by holdings information from UGA, the Medical College, and Emory, should be loaded and linked to CCP.
Funds will be allocated to hire student workers: the number of workers should be based on ILL volume. In return, universities would commit to a turn-around time of twenty-four to forty-eight hours for providing copies of articles in journals held by the universities.
- Steering Committee Approval
The Current Contents Plus (CCP) database will be moved to the UGA SiteSearch platform for accessing research journals.
The GOLD (Georgia On-Line Database) Union List of Serials tape will be purchased annually and will be linked to CCP.
Provide electronic access to state census data.
Original Proposal
The data contained in the U.S. Census pertaining to Georgia is of great potential use for research and instruction, as well as for economic development, but the process of obtaining needed data is very cumbersome and obsolete. Funding is requested for hardware and software to provide on-line access via PeachNet to the most used portions of the U.S. census data.
- Current Status
The University of Georgia is the state data center.
- Work Groups Recommendation
State census data should be delivered by UGA.
- Steering Committee Approval
State census data will be delivered by UGA.
Distribute state publications electronically.
Original Proposal
Under state law, the University of Georgia Libraries are responsible for acquiring and making available all publications of state agencies. Universal access would support instruction, research, and service activities at all University System institutions, as well as provide a valuable public service. Funding is needed to acquire and maintain the hardware and software to scan, store, and electronically distribute these publications.
- Current Status
The University of Georgia is the official state depository for state of Georgia documents.
- Work Groups Recommendation
State publications should be delivered by UGA using SiteSearch.
- Steering Committee Approval
State publications will be delivered electronically by UGA.
Impact on University System
Equalizes educational opportunities
Improves access to information
Provides for sharing of resources
Provides additional workstations to libraries
Provides improved communications via PeachNet
Provides support for Distance Learning activities
Facilitates Chancellor's objective for more cost effective shared collection development and management
Implication for Follow-on Projects
The project creates a model that can be expanded to the Department of Technical and Adult Education, Department of Education (public schools), and the Division of Public Library Services.
Future projects could connect Georgia libraries-public schools, technical schools, and public-to PeachNet and the Internet.
Databases could be delivered to expanded user communities with the purchase of additional access privileges.
Additional databases and/or other electronic references works could be added.
Implications for Citizens
Currently, Georgia citizens have access to public information on PeachNet and the Internet via a limited number of low-speed dial-in lines. Some System libraries already support access to PeachNet for their local user community.
The library initiative will greatly increase and improve access to information by providing additional workstations and PeachNet access to all University System libraries. Follow-on projects such as the addition of public libraries to PeachNet would expand that access to many more communities. More dial-in access lines could be added to PeachNet and the service upgraded to provide better access for the citizens of Georgia.
Information available at no cost on PeachNet and the Internet includes-but is not limited to- library catalogs, government documents, census data, reference materials, electronic books, and other public information sources at thousands of locations worldwide. Many of the databases, however, are available for a fee to a specific user community only.
