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GAELIC and Innovative –
overview 1996-2010 and
thereafter …
GAELIC Summer Training Camp, National Library of
South Africa, 17 November 2010
Di Man –Univ. of the Witwatersrand
Lettie Erasmus – Unisa Library
Outline of presentation
 Di – historical aspect of setting up the
common library system, because
there are important lessons
 Lettie – interaction between
institutions and with Innovative
Interfaces
 Looking ahead to the future
Background to GAELIC
• Formed in April 1996 after changeover of
government and end of sanctions
• Offered a common library system by Mellon to
leapfrog technology changes
• 10 universities and 6 technikons
• HAIs and HDIs (Apartheid created)
• Opportunity to smooth out disparities
• Resource sharing and shared cataloguing– ILLs,
buying material collectively
• System architecture was important (number,
autonomy, network stability, high cost of
Internet bandwidth)
GAELIC Steering Committee with a few
familiar faces from some years back
Proposal writing process
 GAELIC Proposal Writing process facilitated
by Rob McGee
System functionality
System configuration
Connectivity issues
ICT infrastructure
Rob McGee with the GAELIC Proposal
Writing Team -1996
Lettie
Erasmus, Noel
Shillinglaw,
Hannie
Sander, Judy
Henning, Rob
McGee,
Heather
Edwards,
Magdaleen
Arlow, Pierre
Malan and Di
Man
Model 1: Centralised system
Model 2: Distributed system
Model 3: Regionally Distributed Clusters
Erasmus man gaelic & innovative an overview
Model 2: Distributed system
GAELIC’s Needs vs National Needs
 GAELIC’s Vision: a virtual library with local service
interfaces
 Link 16 separate INNOPAC systems to facilitate
resource sharing and shared cataloguing
 Early decision to provide free interlibrary loans to
assist smaller members
 Reverse practice of original cataloguing (approx.
80% among Phases 1 and 2)
 GAELIC’s strength in ILL and shared cataloguing
 GAELIC dropped its regional database option for a
national strategy through SABINET Online (SACat
and OCLC)
17 Oct 2002
Mellon Foundation Conference
on Union Catalogs 12
Crossroads in 2004/2005
 Government merged HE institutions
 34 institutions to be reduced to 21
 In GAELIC, 16 insts reduced to 8
 Distributed system model - assisted in
merging library systems
 High initial merging costs, but long term
savings in maintenance costs
 Lots of holdings to be changed (SACat)
17 Oct 2002
Mellon Foundation Conference
on Union Catalogs 13
GAELIC
LOCAL SYSTEM
# 1
GAELIC
LOCAL SYSTEM
# 2
GAELIC
LOCAL SYSTEM
# 3
GAELIC
LOCAL SYSTEM
# 4
GAELIC
LOCAL SYSTEM
# 5
GAELIC
LOCAL SYSTEM
# 6
GAELIC
LOCAL SYSTEM
# 7
GAELIC
LOCAL SYSTEM
# 8
SABINET
SA CAT
LIB 1
TENET
LIB 2
LIB 1 LIB 2
LIB 1 LIB 2 LIB 3
LIB 1 LIB 2 LIB 3
LIB 1 LIB 2 LIB 3
GAELIC
Current GAELIC System Model
New Crossroad
 There are interesting times and
another new set of challenges ahead
for GAELIC.
 Over to Lettie.
17 Oct 2002
Mellon Foundation Conference
on Union Catalogs 15
Library system demonstrations held at
Unisa Library 1996 –
Steve
Silberstein
(Innovative)
with Prof. June
Sinclair, Prof.
Egbert Gerryts,
Noel
Shillinglaw,
Heather
Edwards and
Lettie Erasmus
Evaluation of library systems process
 Work Groups for each system module
Request for Information send to potential system
vendors
Short listing of preferred system vendors
Compile checklists of questions
Demonstrations by Innovative Interfaces Inc. and
ExLibris
Assessment of systems and recommendation
Negotiation with Innovative Interfaces Inc.
GAELIC System implementation 1997-
2003
 GAELIC Implementation Team and local
library team
 Phase 1, 2, 3 libraries –
Profiling and worksheets
Authority cleanup by LTI
Data conversion SAMARC to MARC21 by Sabinet
Data migration
TestPac
Training for each module
Mellon Foundation Conference on Union
Catalogs, Tallinn, Estonia, Oct.2002
 Presentation on GAELIC system implementation
at a conference organized by the Andrew W.
Mellon Foundation and the National Library of
Estonia and held in Tallinn, Estonia, 17-19 Oct.
2002. :
Regional vs National Union Database Development:
the GAELIC Experience
 Paper published in Proceedings of the Conference:
Union catalogs at the crossroad / edited by Andrew Lass and
Richard E. Quandt. Hamburg : Hamburg University Press, c2004.
Jodi Williamschen (Innovative
Implementation Consultant), Di and Lettie
GAELIC Library System Focus Group
 Focus Group (later called a Team) focused on:
 Training – on-site, workshops, individual members arrange
visits and training
 Special training interventions – UniVen, UNIN and NWU-
Mmabato and others
 Innovative training: Advanced System Acces and Administration
 Sharing of information and expertise: “Show-and-Tell”
Workshops
 Support and advice: List of advisors and experts
 Coordinate communication with Innovative
 Facilitate implementation of Millennium at all sites
GAELIC and IUG-SA
 GAELIC provided support to the IUG-SA by:
Sponsoring the first IUG-SA Annual Conference
Sponsoring the visits of 2 overseas experts –
Linda Bills (Tri-College Library Consortium, USA)
And, Carolyn Jones (Queensland Univ., Australia)
Donating a trophy to encourage the libraries to do
presentations at the annual IUG-SA Conferences
GAELIC and IUG
 Initially GAELIC sponsored representatives from
most of the GAELIC libraries to attend the Annual
Conference of the IUG in the USA
IUG in
Nashville,
1998 –
Ellen, Lettie,
Pierre and
Elna
GAELIC and IUG
IUG 2009,
Anaheim, USA –
Lettie, Hilary
Newman,
Estonian friends
and Graham
Relationship with Innovative
 First contact made with Innovative in 1994
 Initial training visits and support during system
implementation and the integration of systems as a
result of the mergers
 Site visits by Innovative representatives
 Innovative supports the annual IUG-SA conferences
 Negotiate discounts on new purchases
 Communication and advice
 GAELIC Millennium (INNOPAC) Focus Group Leader and
GAELIC Libraries’ Site Coordinators are responsible for
relationship with Innovative
Relationship with Innovative …
cont.
Pierre and
Lettie in
front of
Innovative's
Offices,
Emeryville,
CA in 1997
GAELIC and Innovative
Georgia
Fujikawa
(Innovative
trainer) with
representatives
from GAELIC
Phase 1
libraries
GAELIC and Innovative staff in
Madrid
Maryvonne with
Carina and Maria
Maryvonne and Charo
with the GAELIC Team
GAELIC and other Innovative sites
 Regular contact with other Southern
African Innovative sites:
SEALS
Free State sites
NLSA
HSRC
Univ. of Namibia (was GAELIC member)
Univ. of Botswana (became GAELIC
member)
GAELIC membership survey 2005,
another crossroad
 Survey highlighted considerable differences
in the use of the Millennium system, as well
as:
Age of the servers supporting the Innovative
library systems
Versions of the software, the modules and
functionality being utilised
Campus ICT support
Skills level of library staff
GAELIC System Investigation 2006-2008 –
sponsored by the Mellon Foundation
 Problem areas were investigated by:
Conducting a GAELIC System Survey
Conducting a benchmarking exercise by visiting all
GAELIC libraries and SEALS libraries, library
consortia in Spain and Estonia as well as a
discussion with CALICO
Comparison of the shared and decentralised server
models
Recommendations resulted in 2 Frameworks:
Library System Support Structure
Millennium System and Library Processes
GAELIC Team in Spain
GAELIC Team with Carmen in
Maria Luisa Gardens, Seville
GAELIC Team at entrance of
Univ. of Seville
GAELIC Team in Tallinn, Estonia
GAELIC Team with members
of the ELNET Consortium
GAELIC Team with
Management Team
of National Library of
Estonia
GAELIC Team in Tallinn, Estonia …
cont.
GAELIC Team with members
from the Academy of Music and
Theatre
GAELIC Team –
Maria, Soekie,
Carina & Lettie
Two GAELIC Frameworks
 GAELIC Millennium System Team developed 2
frameworks based on the recommendations of the
GAELIC System Investigation:
Library System Support Structure
Describe the main elements of a Library System Support
Structure
Define the roles and responsibilities of a Site Coordinator and
a Library System Administrator
Millennium System and Library Processes
Define the roles and responsibilities of a process owner and
library system champion
 Two frameworks were adopted by all GAELIC
members in 2010
And now the thereafter, another
crossroad?
 FOTIM closes in 2011
 GAELIC needs to reappraise its future
 Proposal on future to be submitted in Dec. 2010
 Issues and options:
Contract with Innovative Interfaces Inc.
Importance of a legal entity for fundraising, funding from
institutions, etc.
Management support
Need for champions to carry the new structure forward
Ongoing training initiatives
Relationship with Innovative regarding support and new
system developments
Evaluate GAELIC’s vision vs actual achievement
 What has changed since 1998: network infrastructure, III’s
ability to partition a large server, mergers, regional
consortia disbanding, etc.
And now the thereafter, another
crossroad … cont.
 GAELIC Group to consider a future
structure
 IUG-SA Group to consider a formal
structure for IUG-SA
And now the thereafter, another
crossroad … cont.
 National scene
 Future of regional structures
 FOTIM level will no longer exists, only library level
 IUG-SA to become formal national structure?
 Permanent structure and support
 Include all Innovative sites across regions
 Represents Innovative users on other national committees e.g.
Implementation of RDA
 Coordinate Innovative training and communication
 Benefits of membership
 Benefits of continued co-operation
 Consider new costing models for annual maintenance fees and
new products
 Discounts for joint purchases, co-ordering, etc.
 Networking among peers and learning from each other –
Training and sharing of information is very important
 Inter-institutional support
Thank you!
Di Man – Univ. of the Witwatersrand
e-mail address: Dianne.Man@wits.ac.za
Lettie Erasmus – Unisa Library
e-mail address: erasmaj@unisa.ac.za

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Erasmus man gaelic & innovative an overview

  • 1. GAELIC and Innovative – overview 1996-2010 and thereafter … GAELIC Summer Training Camp, National Library of South Africa, 17 November 2010 Di Man –Univ. of the Witwatersrand Lettie Erasmus – Unisa Library
  • 2. Outline of presentation  Di – historical aspect of setting up the common library system, because there are important lessons  Lettie – interaction between institutions and with Innovative Interfaces  Looking ahead to the future
  • 3. Background to GAELIC • Formed in April 1996 after changeover of government and end of sanctions • Offered a common library system by Mellon to leapfrog technology changes • 10 universities and 6 technikons • HAIs and HDIs (Apartheid created) • Opportunity to smooth out disparities • Resource sharing and shared cataloguing– ILLs, buying material collectively • System architecture was important (number, autonomy, network stability, high cost of Internet bandwidth)
  • 4. GAELIC Steering Committee with a few familiar faces from some years back
  • 5. Proposal writing process  GAELIC Proposal Writing process facilitated by Rob McGee System functionality System configuration Connectivity issues ICT infrastructure
  • 6. Rob McGee with the GAELIC Proposal Writing Team -1996 Lettie Erasmus, Noel Shillinglaw, Hannie Sander, Judy Henning, Rob McGee, Heather Edwards, Magdaleen Arlow, Pierre Malan and Di Man
  • 9. Model 3: Regionally Distributed Clusters
  • 12. GAELIC’s Needs vs National Needs  GAELIC’s Vision: a virtual library with local service interfaces  Link 16 separate INNOPAC systems to facilitate resource sharing and shared cataloguing  Early decision to provide free interlibrary loans to assist smaller members  Reverse practice of original cataloguing (approx. 80% among Phases 1 and 2)  GAELIC’s strength in ILL and shared cataloguing  GAELIC dropped its regional database option for a national strategy through SABINET Online (SACat and OCLC) 17 Oct 2002 Mellon Foundation Conference on Union Catalogs 12
  • 13. Crossroads in 2004/2005  Government merged HE institutions  34 institutions to be reduced to 21  In GAELIC, 16 insts reduced to 8  Distributed system model - assisted in merging library systems  High initial merging costs, but long term savings in maintenance costs  Lots of holdings to be changed (SACat) 17 Oct 2002 Mellon Foundation Conference on Union Catalogs 13
  • 14. GAELIC LOCAL SYSTEM # 1 GAELIC LOCAL SYSTEM # 2 GAELIC LOCAL SYSTEM # 3 GAELIC LOCAL SYSTEM # 4 GAELIC LOCAL SYSTEM # 5 GAELIC LOCAL SYSTEM # 6 GAELIC LOCAL SYSTEM # 7 GAELIC LOCAL SYSTEM # 8 SABINET SA CAT LIB 1 TENET LIB 2 LIB 1 LIB 2 LIB 1 LIB 2 LIB 3 LIB 1 LIB 2 LIB 3 LIB 1 LIB 2 LIB 3 GAELIC Current GAELIC System Model
  • 15. New Crossroad  There are interesting times and another new set of challenges ahead for GAELIC.  Over to Lettie. 17 Oct 2002 Mellon Foundation Conference on Union Catalogs 15
  • 16. Library system demonstrations held at Unisa Library 1996 – Steve Silberstein (Innovative) with Prof. June Sinclair, Prof. Egbert Gerryts, Noel Shillinglaw, Heather Edwards and Lettie Erasmus
  • 17. Evaluation of library systems process  Work Groups for each system module Request for Information send to potential system vendors Short listing of preferred system vendors Compile checklists of questions Demonstrations by Innovative Interfaces Inc. and ExLibris Assessment of systems and recommendation Negotiation with Innovative Interfaces Inc.
  • 18. GAELIC System implementation 1997- 2003  GAELIC Implementation Team and local library team  Phase 1, 2, 3 libraries – Profiling and worksheets Authority cleanup by LTI Data conversion SAMARC to MARC21 by Sabinet Data migration TestPac Training for each module
  • 19. Mellon Foundation Conference on Union Catalogs, Tallinn, Estonia, Oct.2002  Presentation on GAELIC system implementation at a conference organized by the Andrew W. Mellon Foundation and the National Library of Estonia and held in Tallinn, Estonia, 17-19 Oct. 2002. : Regional vs National Union Database Development: the GAELIC Experience  Paper published in Proceedings of the Conference: Union catalogs at the crossroad / edited by Andrew Lass and Richard E. Quandt. Hamburg : Hamburg University Press, c2004.
  • 20. Jodi Williamschen (Innovative Implementation Consultant), Di and Lettie
  • 21. GAELIC Library System Focus Group  Focus Group (later called a Team) focused on:  Training – on-site, workshops, individual members arrange visits and training  Special training interventions – UniVen, UNIN and NWU- Mmabato and others  Innovative training: Advanced System Acces and Administration  Sharing of information and expertise: “Show-and-Tell” Workshops  Support and advice: List of advisors and experts  Coordinate communication with Innovative  Facilitate implementation of Millennium at all sites
  • 22. GAELIC and IUG-SA  GAELIC provided support to the IUG-SA by: Sponsoring the first IUG-SA Annual Conference Sponsoring the visits of 2 overseas experts – Linda Bills (Tri-College Library Consortium, USA) And, Carolyn Jones (Queensland Univ., Australia) Donating a trophy to encourage the libraries to do presentations at the annual IUG-SA Conferences
  • 23. GAELIC and IUG  Initially GAELIC sponsored representatives from most of the GAELIC libraries to attend the Annual Conference of the IUG in the USA IUG in Nashville, 1998 – Ellen, Lettie, Pierre and Elna
  • 24. GAELIC and IUG IUG 2009, Anaheim, USA – Lettie, Hilary Newman, Estonian friends and Graham
  • 25. Relationship with Innovative  First contact made with Innovative in 1994  Initial training visits and support during system implementation and the integration of systems as a result of the mergers  Site visits by Innovative representatives  Innovative supports the annual IUG-SA conferences  Negotiate discounts on new purchases  Communication and advice  GAELIC Millennium (INNOPAC) Focus Group Leader and GAELIC Libraries’ Site Coordinators are responsible for relationship with Innovative
  • 26. Relationship with Innovative … cont. Pierre and Lettie in front of Innovative's Offices, Emeryville, CA in 1997
  • 27. GAELIC and Innovative Georgia Fujikawa (Innovative trainer) with representatives from GAELIC Phase 1 libraries
  • 28. GAELIC and Innovative staff in Madrid Maryvonne with Carina and Maria Maryvonne and Charo with the GAELIC Team
  • 29. GAELIC and other Innovative sites  Regular contact with other Southern African Innovative sites: SEALS Free State sites NLSA HSRC Univ. of Namibia (was GAELIC member) Univ. of Botswana (became GAELIC member)
  • 30. GAELIC membership survey 2005, another crossroad  Survey highlighted considerable differences in the use of the Millennium system, as well as: Age of the servers supporting the Innovative library systems Versions of the software, the modules and functionality being utilised Campus ICT support Skills level of library staff
  • 31. GAELIC System Investigation 2006-2008 – sponsored by the Mellon Foundation  Problem areas were investigated by: Conducting a GAELIC System Survey Conducting a benchmarking exercise by visiting all GAELIC libraries and SEALS libraries, library consortia in Spain and Estonia as well as a discussion with CALICO Comparison of the shared and decentralised server models Recommendations resulted in 2 Frameworks: Library System Support Structure Millennium System and Library Processes
  • 32. GAELIC Team in Spain GAELIC Team with Carmen in Maria Luisa Gardens, Seville GAELIC Team at entrance of Univ. of Seville
  • 33. GAELIC Team in Tallinn, Estonia GAELIC Team with members of the ELNET Consortium GAELIC Team with Management Team of National Library of Estonia
  • 34. GAELIC Team in Tallinn, Estonia … cont. GAELIC Team with members from the Academy of Music and Theatre GAELIC Team – Maria, Soekie, Carina & Lettie
  • 35. Two GAELIC Frameworks  GAELIC Millennium System Team developed 2 frameworks based on the recommendations of the GAELIC System Investigation: Library System Support Structure Describe the main elements of a Library System Support Structure Define the roles and responsibilities of a Site Coordinator and a Library System Administrator Millennium System and Library Processes Define the roles and responsibilities of a process owner and library system champion  Two frameworks were adopted by all GAELIC members in 2010
  • 36. And now the thereafter, another crossroad?  FOTIM closes in 2011  GAELIC needs to reappraise its future  Proposal on future to be submitted in Dec. 2010  Issues and options: Contract with Innovative Interfaces Inc. Importance of a legal entity for fundraising, funding from institutions, etc. Management support Need for champions to carry the new structure forward Ongoing training initiatives Relationship with Innovative regarding support and new system developments Evaluate GAELIC’s vision vs actual achievement  What has changed since 1998: network infrastructure, III’s ability to partition a large server, mergers, regional consortia disbanding, etc.
  • 37. And now the thereafter, another crossroad … cont.  GAELIC Group to consider a future structure  IUG-SA Group to consider a formal structure for IUG-SA
  • 38. And now the thereafter, another crossroad … cont.  National scene  Future of regional structures  FOTIM level will no longer exists, only library level  IUG-SA to become formal national structure?  Permanent structure and support  Include all Innovative sites across regions  Represents Innovative users on other national committees e.g. Implementation of RDA  Coordinate Innovative training and communication  Benefits of membership  Benefits of continued co-operation  Consider new costing models for annual maintenance fees and new products  Discounts for joint purchases, co-ordering, etc.  Networking among peers and learning from each other – Training and sharing of information is very important  Inter-institutional support
  • 39. Thank you! Di Man – Univ. of the Witwatersrand e-mail address: Dianne.Man@wits.ac.za Lettie Erasmus – Unisa Library e-mail address: erasmaj@unisa.ac.za

Notes de l'éditeur

  1. GAELIC is one five academic library consortia. It consists of ten universities and six technikons and is the largest consortium. There are great differences between the institutions in terms of size, resources and expertise, leading to the terms Historical Advantaged Institutions (HAIs) and Historical Disadvantaged Institutions (HDIs). The HDIs were Black institutions set up by the Apartheid regime and were mostly situated in outlying regions. A consortium provided the opportunity to lessen these disparities. The system architecture for GAELIC was an important consideration as this could influence the choice of library system. Factors to be taken into account included: the number of institutions, their autonomy, the lack of network stability and the high cost of Internet connectivity on and between campuses.