6jpros - how turkish academic libraries share e-resources; infrastructure, rights and restrictions,...

HOW TURKISH ACADEMIC LIBRARIES SHARE E-RESOURCES; INFRASTRUCTURE, RIGHTS AND RESTRICTIONS

Ertuğrul Çimen, MEF University Library Director, Istanbul

6es Journées professionnelles: Le prêt entre bibliothèques entre rationalisation et nouveaux défis 17-18 Juin 2015, BULAC, CTLes, Paris

ANKOS Collaboration Group & KITS Sharing e-Resources KITS – Electronic Document Delivery • Secure Electronic Document Transfer Environment • Main Characteristics • Operation • Statistics • Future Plans

Conclusion

A G E N D A


A N K O S Founded in 2000 as a volunteer organisation Management Board of 7 members 6 permanent study groups

License Agreements Public Relations User Statistics Open Access & Institutional Repositories Collaboration Academy

+50 Volunteer Librarians Main Characteristic : Diversity & Volunteer Products

Electronic Resource Management System (ERM) Publisher Application Form (PAF) ILL Monitoring System (KITS)

Lifelong Training & Sustainability Academy Staff Exchange Program (APDP)


Présentateur

Commentaires de présentation

Founded in 2000 as a volunteer organisation, A management board of 7 members who are library directors of different institutions governs ANKOS. There are 6 permanent work groups: License Agreements, Public Relations, User Statistics, Open Access and Institutional Repositories, Collaboration, and Academy. There are more than 50 volunteer librarians from university libraries in different cities who form the work force of ANKOS. The main characteristics of the ANKOS organization is the volunteer structure and the geographical, institutional and gender diversity. ANKOS has developed several products and trademarks during its 15 years of operation: Electronic Resource Management System (ERM), Publisher Application Form (PAF), Inter Library Loan & Document Delivery System (KITS). ANKOS conducts an Academy and Staff Exchange Program to educate human resources and for job training. Today, ANKOS is the leading organisation in Turkish librarianship with its 150+ members, and it is among the prestigious library consortiums in the world.

Formed in 2006 Work in the areas of resource sharing & staff exchange KITS Developed in 2008 KITS is an Online ILL Platform +100.000 Print Titles Circulated Through KITS 172 Member Institutions Three National Workshop Organised

COLLABORATION GROUP & KITS


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The Collaboration Group is formed in 2006 to work in the areas of resource sharing and staff exchange. The group developed the online platform Library Loan & Document Delivery Monitoring System (KITS) which started its pilot work in 2008. Traditional ILL methods such as telephone, fax, surface mail, and e-mail have been abandoned by the use of KITS. KITS carried all ILL operations in an online fashion. A total of more than 100.000 books have been sent to requesting libraries via the KITS platform between 2008 and 2015. As of today, 172 academic institutions are actively using the KITS platform. The Collaboration Group organised three National Academic Resource Sharing Workshops (2010, 2011, 2013) to strengthen the communication among ILL librarians and to enhance the development efforts of KITS

SHARING E-RESOURCES

First Attempt: Ankara University Open Archive Project 2001 Searchable Institutional Repository Project 2005 (Ankara University) Current Situation 124 Academic Institutions

Infrastructure and Installation Work Are Carried out in 55 Institutions 105.812 Entries Uploaded to the Open Access Systems

Higher Education Council (YOK) Thesis Center Center Collects all Doctoral and Masters Theses YOK Thesis Center Contains 384.517 Theses in Electronic Format


Présentateur


Opening electronic resources to sharing in Turkey has started with the set up of institutional open access repositories. Ankara University has started the open archive initiative in 2001 where full text electronic copies of printed journal articles have been made available via the web pages of the university (http://www.ankara.edu.tr/kutuphane/yayinlar/dergi.htm). For graduate theses conducted after 2000, permission of the authors have been asked for full text upload as pdf files to the open archive system of the university (http://papirus.ankara.edu.tr/tez.tezlerana.htm). This archive did not allow text search as the files were uploaded as scanned images. In order to include text search facilities and to add other scientific work of the academicians, an institutional repository project started in 2005. Open access activities are conducted in 124 academic institutions in Turkey where there are a total of 193 academic institutions. Infrastructure and installation work are carried out in 55 of the 124 institutions. In the rest of them (69), a total of 105.812 entries are uploaded to the open access systems. Another initiative in open access repositories is the Higher Education Council (YOK) Thesis Center. This center collects all doctoral and masters theses conducted in Turkish academic institutions. YOK Thesis Center contains 384.517 theses in electronic format for which YOK has obtained permission from their authors.

KITS – ELECTRONIC DOCUMENT DELIVERY

• New Module has been Added to the KITS Platform in 2013

• Secure Electronic Document Transfer Environment • Academic Libraries Agree on the Written Policies of KITS • Limited Number of Pages of Documents can be Shared • It is not Allowed to Send E-resources to the End Users

Directly


Présentateur


As electronic resources and the need to use them increased dramatically, a new module has been added to the KITS platform in 2013 that enables secure electronic resource sharing. •Secure Electronic Document Transfer Environment In order to carry out electronic resource sharing using KITS, it is mandatory for the institution to be an academic library, and it has to agree on the written policies of KITS. On the other hand, each member institution declares its special conditions on the KITS web pages which have to be respected by the other parties. Electronic resource sharing module is being used in an intensive manner especially by members that have to operate under the “compilation law” and that are not allowed to share their printed resources with other institutions. Moreover, limited number of pages of documents can be shared by means of secure transfer methods after they are transferred to electronic medium which could not be shared as full text because of the copyright restrictions. The sharing process is carried out between the librarians of the participating institutions where responses to requests done on the KITS platform are not sent to the end user directly. In this manner, ignorance of copyright rules by end users is prevented. Two new tables have been added to the KITS platform in order to enable secure document transfer. ER diagram of the KITS platform available on the left hand side

Security Low Cost Speed Easy Use and Time Saving Respect to Copyright Compatibility of Different Formats

MAIN CHARACTERISTICS & ADVANTAGES


Présentateur


•Main Characteristics & Advantages •Security The system does not allow file sharing with the end user. Hence, possible illegal use is prevented to the large extent. Users can not access any information that is not permitted as the KITS platform is hosted in the servers of ANKOS. The document to be transferred is saved to a directory in the KITS platform, and the requesting library is allowed to download this document for a prescribed number of times during a defined period. The supplying library holds the right to determine the maximum download count and the allowed duration for download. •Low cost The system has no operational cost for the users. KITS, as a platform developed by a voluntary organization, is offered free of charge to its users. Therefore users do not have to pay anything for electronic resource sharing. •Speed Statistical usage data indicate that the average time to respond to the request for electronic documents is less than half a day. Considering the wide spread geographical locations of many higher education institutions in Turkey, it is exceedingly important for KITS members that their requests are met within one day. •Easy use and time saving The user interface of the KITS platform has a professional design allowing easy and efficient interaction with the system. Users can find answers to their questions in the FAQ section in a fast manner. There is also the possibility to communicate directly with the system manager and program developers via the ticketing system. Regular workshops are conducted in a variety of locations to train the users where novel features of the system are demonstrated. •Respect to copyright File sharing operations are carried out by specialist librarians only who have professional training about copyright issues. All KITS users have to agree on the rules set forth in the electronic document delivery license given in the appendix. On the other hand, all agreements signed between ANKOS and publishers are open to the access of all KITS users. KITS web pages also include explicit links to clauses of license agreements related to copyright issues. •Compatibility of different formats The system is configured to upload files in the following formats: multi page tiff, e-pub, doc(x), and pdf. A large portion of the files uploaded to the system are pdf files. ANKOS web page also offers an online tool to generate e-pub files from scanned images named online image2epub (Celikbas, 2011)(9). Even though the process of generating files in e-pub format from scanned images is easy, this format is not widely used in ANKOS as e-pub viewers are not widespread and use of images only for generating files does not seem to fit to the philosophy of this format.

OPERATION

The process starts with the creation of a request Ends with the Response to the Request The Process Ends Within 10 Steps in Case the Request is Approved The Workflow Located on the Right Hand Side


Présentateur


The process starts with the creation of a request, and ends with the response to the request. It is not expected that all requests are positively responded. The response to the request depends on the ILL policies of the requested institution. The process ends within 10 steps in case the request is approved. The workflow of the process is depicted in

STATISTICS

Graph 1 Count of requested electronic papers in years

Graph 2 Count of requested theses in years

Graph 3 Count of requested book chapters in years


Présentateur


It is possible to obtain a variety of detailed statistics for the electronic resource sharing activities carried out on the KITS platform. Those statistics are used mainly for recording operations and archiving. They can also be used to identify distributions of publications requested, and distributions of libraries with most number of requests and deliveries. Furthermore, those data can also be used in the collection development activities. Graphs 1, 2, and 3 display the counts of requested publications in different formats using the secure electronic resource sharing module of KITS.

STATISTICS - II

Graph 4 displays the distribution of KITS members using the secure electronic resource sharing module over the years. In 2013 and 2014, approximately 30% of the 172 KITS members have used the secure electronic resource sharing module of KITS. Considering the data for the first 5 months of 2015, it can be concluded that this ratio will be higher in 2015.

Graph 4 KITS members using the secure electronic resource sharing module

2013 2014 2015


FUTURE PLANS


Présentateur


Secure electronic resource sharing module of KITS is being used in increasing intensity on national scale for the last 3 years. The developers of this nationally successful project aim to find international partners to transform KITS into a regional project. Preferably the former Soviet countries in the eastern Europe and Asia, countries in the Middle East and North Africa are considered for possible collaborations.

http://meetings.ankos.org.tr/ilds2015

You are all invited to the 14th Interlending & Document Supply Conference




M E R C I Ertugrul Cimen

MEF University Library Director [email protected]


mailto:[email protected]

mailto:[email protected]

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