INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM

Transcription

1 University of Puerto Rico Río Piedras Campus Library System INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM April 27, 2004 On April 27, 2004 the Advanced Networking with Minority-Serving Institutions` Campus Assessment Team visited UPR s Río Piedras Campus to discuss the report on technology challenges and opportunities at the Río Piedras Campus that had been submitted on August The Library System Administration presented the following document to the members of the Campus Assessment Team on that occasion. INTRODUCTION: Why should the Library System be part of the (AN-MSI) Project On August 2003, the Advanced Networking with Minority-Serving Institutions` (AN-MSI) Campus Assessment Team (CAT) submitted a report on the technology challenges and opportunities at the Río Piedras Campus. This report summarizes the input received during meetings with faculty, staff, administrators, and students during May As explained in the executive summary, the basic objective (of the visit) was to comprehend the issues, strengths, and weakness of information technology resources and to provide feedback that might assist in integrating technology and its management to improve overall effectiveness, responsiveness, and preparedness of the campus in meeting present and future challenges. (p 3). Taking into consideration the basic objective of the visit and the input provided by the campus community, it is hard to explain the absence of the Library System in the Project. Further, the Library System is the only unit in the Río Piedras Campus that serves the whole campus community. Therefore, implementing or improving the use of technology in the campus, as well as the use of resources to improve the quality of education and research in the campus are concerns very important for the Library System. The Library System has identified in the document Strategic Planning Issues, University of Puerto Rico, Río Piedras Campus (April 8, 2004), section UPR-RP Strategies for Action, a series of library related issues that in the document are not explicitly identified with the library area but that are essential to the work done by the Library System. The issues are:

2 Keep campus bibliographical collections, both printed and electronic, up to date. Make access to electronic information networks easily available to the university community. Develop a streamlined system for acquisition and cataloguing of information resources. Prepare a long-range plan for the development and transformation of the Library System in the light of the future development of technology are used in information conservation and access. Design and construct new buildings and remodel older ones to accommodate the infrastructure priority needs into future capital master plan updates. The four basic reasons that explain the need to incorporate the Library System in the development of an information technology strategic plan that will address the needs of the Río Piedras Campus are: Extended Service Hours Availability of Space (Actual and Potential) New Building for Research Collections (Projected) Digitalization Project Finally, in terms of a strategic plan for the incorporation of technology in the library goals, the project will help us: To provide timely access to information resources To promote and facilitate the use of existing and new information services and products To provide efficient consultation mechanisms to ascertain information needs, determine priorities, and adapt services to specific groups and disciplines within the Río Piedras Campus. To integrate technology into the curriculum and research by incorporating information literacy competency across the curricula To develop and encourage a highly skilled and motivated staff committed to the achievement of the library s goals. Wise use of new technologies through informed planning will enable the library to continue to provide innovative services and access to local and world-wide knowledge resources. AUTOMATION ASPECT a. Library System structure The Library System of the University of Puerto Rico comprises 21 Libraries and Collections; 11 libraries and collections are located at the José M. Lázaro Building, and the other INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 2

3 10 are located throughout the campus at the facilities of each college. Five (5) are general collections, and 16 are special or research collections. The social science research collections are located at the Lázaro building, while the science collections are located at the Natural Sciences building. Professional schools, like business administration, education, planning, have integrated libraries in their college facilities. (See Table 1). The José M. Lázaro building is being remodeled and a new annex will be built to house the social science research collections. Four graduate schools will be located at the new Plaza Universitaria building, and information technology is needed. Improve efficiency through the use of technology creating library Intranet to provide access to policies, procedures and administrative forms. b. Automation Program The LS established an Automation Program (LSAP) back in 1990 when it acquired Notis, its first library automation program. At that time it had many dumb terminals and only a few computers. The Program was coordinated by a Librarian and computers had a service contract. In 1999 UPR migrated to Horizon, a graphic, client server software. As a result, there was a boom in computers acquisition, both for staff and users. The Campus Information Systems Office, which had given support to the LS anticipated the dramatic raise in support that this new situation would bring and created a new technical position which enabled the campus units to hire their own technicians. Since then the LSAP has been in charge both of the implementation of Horizon and all the technical aspects of its computer equipment and software. At present it is coordinated by a librarian, two technicians and a secretary. The Automation Program needs find a way in which to prevent common technical problems in order to be able to develop databases and electronic tools, both for administrative and service purposes. Establish the use of technology as a high priority. Provide he capital, human and training resources necessary to maintain and improve the quality and availability of technology-based academic and student services. c. Network structure The campus network system is administered by the Campus Information Office (CIO). This is a tier system: the campus network and the Natural Sciences network. The library System is a component of the Campus network. CIO offers network support to the José M. Lázaro Building, while colleges hire their own technicians to give service to the college s network, including the library located at the same building. The communication between CIO, LSAP and the college s technicians is poor, and they don t have integrated planning. Basically, the José M. Lázaro building has two servers that are used to control computers for public use and to host several software on a network. The LSAP is indirectly responsible of the telecommunications equipment of the José M. Lázaro Building (See Appendix 1) INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 3

4 The Natural Science Library has an intranet network that provides access to eight (8) bibliographic databases on CD-Rom. The Business Administration has another intranet with school library The Education and General Studies colleges have their own local networks to manage the computers located at their facilities. Develop a structure which incorporates all the units that have been created since CISO decentralized the technical support in previously offered. d. Campus network communication problems At present the Natural Science Library s computers cannot be seen from the servers at the LS Automation Office. Sometimes other library s computers cannot be seen, either. This problem poses a serious obstacle to any cooperative project within the Library System. Develop a structure which incorporates all the units that have been created since CISO decentralized the technical support in previously offered. e. Equipment The LS developed a plan in 1998 to acquire the computers needed to migrate from a terminal s based library automation software (Notis) to a client server graphic software (Horizon). Due to a lack of funds, the computer equipment was acquired on a scaled basis, and only the most urgent equipment was bought. Yearly, only a small amount of computers have been acquired. Computers are outdated. Although the computers have been bought with a three years guarantee, most of them actually have no guarantee. The LS has an array of computers, from 386 processors to Pentium 4 processors. At the present time the Libary System has 402 computers (See Appendix 2). In 2002 A new version of Horizon had to wait until a memory upgrade was made on all the computers that use Horizon s technical modules. The Automation Office has prepared several automation proposals but have not progressed because the amount of money needed was too high. Meet growing demands to library information resources by acquiring additional workstations. Upgrade computer workstations to provide access to support the full utilization of print and graphic electronic resources. Consider the development of special workstation and servers to enable on-demand access of digital video, visual multimedia resources. Extended cost-effective printing services for public access workstations INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 4

5 Upgrade technological equipment as new products become available. f. Equipment maintenance The LS has no maintenance contracts for equipment. Since these contracts have proven to be too expensive in the past, the computers are always acquired with a three years guarantee. Printers and other peripherals are acquired with a year guarantee. The LSAP maintains an array of parts and peripherals and so far has been able to prolong the useful life of most computers. Only the printers and the monitors are not repaired. g. Software Staff computers as well as some public use computers have the Office Suite. There are also licenses of Procite, Filemaker, Quick Books, Adobe Photoshop, Magic Magician and Reference Webposter. Only Procite, Reference Webposter and Filemaker licenses are shared on a network. The LS needs to provide access to these programs to all of staff. Expand and upgrade software h. Technical support for the Library System s units The Campus Information Systems Office only offers network support. All other problems and issues are solved by the Automation Program staff. The Automation Program staff do not participate in the Information Systems Office projects and development plans. Besides, the Campus Information Systems Office staff is hardly ever available, either by phone or . Establish effective and efficient ways of communication among all the units that are responsible for developing information systems, computer services or electronic bibliographic i. Virus problems Virus that come mostly through infected attachments are increasingly becoming an obstacle to the use of as a communication tool. The Automation Program staff spends too much precious time solving virus problems. To our knowledge, the Campus Information Systems Office has not addressed this problem. Establish campus-wide standards for access to information, security of data, and protection of individual privacy, and provide appropriate training in those areas. j. Budget Fire wall is needed at the central server. The LS has never received a budget allocation for computer equipment or software. Under these circumstances it has been impossible to update all equipments and acquire all the necessary software. INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 5

6 LS needs a budget allocation for information technology in order to implement the strategy for improved education and library services. Identify other options to funding sources for improvement all technology aspects. k. Horizon communication problems The University of Puerto Rico acquired Horizon for all its libraries in The program is administered by the Central Information Systems Office. Since it was first installed, the Río Piedras Campus has faced communication problems. The Automation Program staff has met several times both with the Campus Information Systems Office and the Central Information Systems Office in order to identify the reasons for which the program is so slow and erratic certain days or at certain hours of the day but the necessary analysis is yet to be made. Enhance the online library system to offer fast and complete bibliographic information. l. Computer lab The LS has a Computer Lab with 10 PCs and 8 Macintoshs which offer services to all campus students and employees. The Lab computers are prepared for Internet searching, and word processing. The Lab, which opens seven days a week, nights and Holidays has a growing demand (See Table 2 and Appendix 5). The Lab was established in 1998, so by now all computers need to be changed in order to offer better services. Computer Lab Operating Hours Table 2 Monday-Thursday Friday Saturday Sunday Holidays 8:00 am-10:00pm 8:00 am-4:30 pm 9:00 am-5:00 pm 10:00 am-5:00 pm 9:00 am-5:00 pm Enhance the Library Computer Center in order to provide a better service to students when the campus computer labs are closed. Only the Library has the extended hour service: during evenings and weekends. Meet growing demands of information technology by acquiring additional workstations m. Staff training Although the LS has an In Service Training Program, it does not have a program broad enough to train its personnel adequately. There is an urgent need to train both administrative and librarian staff in all the basics of computer literacy as well as in all the programs of the INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 6

7 Office suite in order to be able to share files and prepare consolidated documents, policies and procedures. Create a support plan for staff members to become expert software supporters. Develop staff training and literacy in the use of the technology in its work areas. Library staff needs immediate and ongoing training in order to develop and maintain skills with new information technologies. n. Webpage Several libraries or collections have developed individual webpages: Library System: Natural Science Library Documents and Maps Collection rrpac.upr.clu.edu~doc-map/ Maintain the current web pages updated. Expand web site to increase the information provided and to include reference databases and journal list. Designate a full time Webmaster and train additional staff in web page creation. Continue to standardize library web pages to provide a consistent image to web page visitors. Continue to host and provide support for community web pages. o. In campus and remote access to bibliographic databases The LS is subscribed on IP Address authentication for the whole Campus to 50 databases and other electronic publications. Some providers allow remote access but, since the Campus does not have a proxy server, the Automation Program staff has to administer the passwords that allow remote access. Although the Automation Project staff has improved the procedure to apply for the passwords, it is very time consuming and does not guarantee the fair use of passwords (See Appendix 6). Proxy server. Provide remote access to library resources. Implement remote access databases by patrons using ID number authentication. Acquire and evaluate materials required for research and teaching. Add commercial databases to expand periodicals and reference offerings Add subscription to Electric Library database while in temporary location. INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 7

8 Conduct yearly assessment of CD-ROM, online and computer disk products and develop a plan for appropriate acquisitions and usage. Provide links, through the library's homepage, to the web-version of the shared system catalog. Maximize access to scholarly information through a changing balance of print and electronic collections, and support digital publishing Expand University print and e-journal collections to support new and emerging academic initiatives p. Relationship with Information Systems Office at campus level There is very little communication between the Campus Information Systems Office and the Automation Project and there is almost no communication between the college s technical personnel and the Automation Project. This lack of communication and planning is a serious obstacle to the improvement of computer related services offered by the libraries and collections of de LS. q. Automation policy The LS has begun to work in an automation policy that will guide its staff in the development of computer services. This policy, though, has to be clearly coordinated with the Campus policies and plans in order to be operative. Develop automation policies and guidelines for library services in coordination with the Campus policies and plans. r. Digitation projects The LS received a grant from the National Endowment for the Humanities (NEH) to support a project to preserve, through state-of-the-art digital technology, unique, invaluable but vulnerable and fragile documents such as photographs, posters, caricatures, maps, manuscripts and letters. Simultaneously will provide quick and broad access to these resources, locally over the Campus LAN Intranet and internationally over the Internet. These irreplaceable resources in The Puerto Rican Collection are unique to Puerto Rico and are invaluable sources of information for scholars/researchers, students and other individual interested in the history, economy, social and cultural issues and events of the Island from the 19 th century to the present. Important future project must be developed with unique collections and resources, ie, PR Census s. Physical facilities As previously mentioned the Library System of the University of Puerto Rico comprises 21 Libraries and Collections; 11 libraries and collections are located at the José M. Lázaro Building, and the other 10 are located throughout the campus at the facilities of each college. Library System facilities are being remodeled and new spaces are under construction. INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 8

9 At the present time the José M. Lázaro building is being remodeled and a new annex will be built to house the social science research collections. The remodeling will take place in three phases: 1. Construction of the new building 2. Remodeling of the three stories building 3. Remodeling of the six stories building Four graduate schools will be located at the new Plaza Universitaria building, and information technology facilities are needed for those programs. The LS will have a new building that will host its special collections. Because of this new building major changes and relocations are expected. The LS will need to plan for new wiring. Continue to review, assess, and adapt existing library facilities to support student collaborative learning and faculty teaching methodologies, i.e., e-learning suites, group study spaces, comfortable learning space While library building is under construction, provide for frame relay, wiring conduits and abundant computer drops under floors for future use. Action Steps: Install cabling and electrical wiring throughout Library for future computer stations Locate four-outlet drops throughout Library for initial needs as identified on mechanical-electrical blueprints. Surge protect the entire building. t. Interchange with other libraries Library System has inter library program to interchange resources using OCLC communication and Ariel program to transfer the information. Enhance physical and human resource to provide efficient interlibrary loan and document supply service. u. Information Literacy skills The Library System has several pilot projects aimed to the development information literacy skills. The Natural Science Library promotes a project to integrate information literacy skills, computers and other technology into the curriculum in Biology courses using Blackboard platform to expand student learning opportunities in terms of delivery method, time and location. A Title V Project in liason with the Educational Resource Center at the College of General Studies, is interested in improving academic support services using technology and electronic resources, both in the classroom and in associated study and research INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 9

10 services. To create a community of students and professors competent to be producers, as well as consumers of information using the new technology. Education College Library is conducting a collaborative project with faculty to integrate information literacy skills in the Introduction to Research Course (EDFU 4007). Develop high quality distance education offerings utilizing various delivery methodologies for undergraduate education, graduate courses, and lifelong learning opportunities. Explore emerging delivery technologies and implement those that enhance the learning process, make best use of faculty resources, that are attractive to new and existing student groups. Evaluate and assess distributed learning effectiveness to ensure comparability with campus-based programs. Identify new strategies for the use of existing technologies. Ensure that delivery technologies are integrated and mutually supportive. v. Assesstment A step that will take place in a short period of time is the developing of an assessment plan. INFORMATION TECHNOLOGY STRATEGIC PLAN FOR THE LIBRARY SYSTEM 10