CAUL – ILMS Survey, August 2003

Note: Survey results include University of San Francisco response and 26 responses from Australian University Libraries.

1 (d) University Name | 1 (e) URL | 3(a) Library System | 3 (c) Date Purchased

Responses Received from: -

University Name / URL / Library Management System /
Year Acquired
Bond University Library / / Spydus / 1990
Central Queensland University / / Virtua / Oct. 2001
Charles Sturt University / / ALEPH500 / End 2001
Curtin University of Technology / / Aleph / Jul. 2001
Deakin University / / INNOPAC / Installed Dec. 1991
Griffith University / / ADVANCE / 1991
James Cook University / / Dynix / 1990
La Trobe University / / INNOPAC / 1997
Monash University / / Voyager / Nov. 1998
Murdoch University / / Innopac / 1994
Queensland University of Technology / / INNOPAC (Millennium) / 2/2/1998
Southern Cross University / / ALEPH / 2001
Swinburne University of Technology / / Dynix / 1988
University of Ballarat / / Innopac / Millennium / July 1998 - system live January 1999
University of Melbourne / / Innovative Interfaces ( Innovative and Millennium) / 1995
University of New England / / Virtua / 1981
University of New South Wales at the Australian Defence Force Academy / / Voyager / Jul. 2000
University of Newcastle / / INNOPAC Millennium / 1991
University of Queensland / / Innopac Millennium / 1995
University of South Australia / / Voyager / Feb 2002 (live date), contracted June 2001
University of Southern
Queensland / / Virtua / 1999
University of Tasmania / / Horizon / Mar-96
University of the Sunshine Coast / / VTLS - Virtua / 1996
University of Western Sydney / / Voyager / 1999
University of Wollongong / / INNOPAC / 1996
Victoria University / library.vu.edu.au / Innopac / 1991
University of San Francisco / / Innopac/Millennium / Jun. 1995

2 (a) Number of EFT Students

No. of Students / Frequency
No response / 19
1,247.7 / 1
6,943 / 1
10,835 / 1
15,076 / 1
15,926 / 1
21,515 / 1
32,000 / 1
45,000 / 1
Total / 27

2 (b) Number of EFT Staff

No. of EFT Staff / Frequency
No Response / 17
1659 / 1
195 Higher Ed academic staff. TAFE 178,217 teaching hours / 1
2,000 / 1
2,013 / 1
2000 / 1
3,152 / 1
342 academic 709 other (2001) / 1
614 / 1
Academic 528.2 ; General 943.0 / 1
Not avail / 1
Total / 27

2 (c) Number of Campuses

No. of Campuses / Frequency
1 / 2
2 / 2
3 / 1
4 / 1
5 / 3
6 / 4
7 / 1
8 / 2
9 / 2
13 / 1
15 / 1
No Response / 7
Total / 27

2 (d) Number of Overseas Sites

No. of Overseas Sites / Frequency
No Response / 19
1 (South Africa not using the same library system) / 1
7? / 1
8 - partnerships with 1 Indonesian college, 1 Singapore, 2 Malaysia, 1 Thailand, 1 Vietnam and 2 China / 1
n/a / 1
No physical overseas sites - multiple courses often run at the location of a local institution / 1
none / 2
Not physical sites by teaching occurs in for e.g. Singapore / 1
Total / 27

3 (a) Name of Integrated Library Management System

Frequency / Percent
Valid / ADVANCE / 1 / 3.7
ALEPH / 2 / 7.4
ALEPH500 / 1 / 3.7
Dynix / 2 / 7.4
Horizon / 1 / 3.7
Innopac / 5 / 18.5
INNOPAC Millennium / 6 / 22.2
Spydus / 1 / 3.7
Virtua / 3 / 11.1
Voyager / 4 / 14.8
VTLS - Virtua / 1 / 3.7
Total / 27 / 100.0

3 (f)System Support Staff Within the Library

Commonalities

  • Clearly dependent on size.
  • varies from NIL or totally outsourced to 10 full time staff
  • of note is the number of ‘parts’ of staff used for library management system support: for example, ‘Module Coordinators for each functional module – 5%; “0.2 of a cataloguer”; “50% INNOPAC Coordinator”
  • Library position titles indicate some dedicated staff to the library management system, for example, Innopac Coordinator. However also in the titles of support staff are indications of system’s duties which are clearly indicative of other library system responsibilities, for example, job titles like ‘Systems Officer”, “Information Systems Librarian”, “Library IT Coordinator”, shared responsibilities of Systems Manager for “library system and web developments”, “ Systems and Electronic Resource Manager”.

3 (g) System Support provided to the Library by Other Departments within your institution

Support provided can be characterised as:

  • more hardware related, for example, hardware maintenance, backups of main servers (web and library systems),
  • PC/desktop support
  • core network infrastructure services
  • Specialist unix administration r programming.

Clearly a critical relationship exists between library systems support staff and the institution’s IT Department.

4 (a) Does the web catalogue incorporate the URL in the catalogue record for items added to the catalogue

URLCAT

Frequency / Percent / Valid Percent / Cumulative Percent
Valid / No / 1 / 3.7 / 3.7 / 3.7
Yes / 26 / 96.3 / 96.3 / 100.0
Total / 27 / 100.0 / 100.0

4 (b) Please describe the type of material which has a URL included

All electronic journals, electronic books and e-book services (eg ebrary, NetLibrary), databases and full-text journals included in database services; Significant websites that have been evaluated for inclusion in the catalogue Records for print books with URL.
All electronic resources
All material for which the University Library pays to access together with selected 'free' material such as Australian Govt. publications.
E-books, some e-journals, government publications where relevant. Only 20% of e-journals linked in catalogue as yet, with project to transfer all to the catalogue being conducted this year.
e-journals, e-books, government reports, websites.
E-journals, e-books,digitised readings (journal articles, conference proceedings, book extracts), web resources (including transcripts, legal materials, digital theses), databases, titles with tables of contents.
E-journals, websites, books with accompanying websites or online versions, e-books, government documents
e-reserve, e-journals, databases, e-books, copy cataloguing (Web URLs already present), electronic theses
ejournals, ebooks - very few at present
ejournals, ebooks, web sites
EJournals, EBooks, Web sites.
Ejournals, Internet resources, ebooks, accompanying web sites to texts
Electronic journals (from aggregators, publishers and free online), electronic documents and web sites, electronic reserve items
Electronic journals, digitised material, images
Electronic journals, ebooks, databases, electronic reserve, electronic readings, digital theses, digital images,
Electronic journals, electronic reference materials
electronic journals; digital books; som audiovisual items
Electronic resources ( records loaded from Buddy - around 15,000 records) - about 80% are journals. Other electronic journals that we have subscriptions to. Uni melb theses
eReserve and exam papers only to this point
free internet (web) sites databases ejournals ereserve links to pdf article/exam papers/digitised material
Journals Government publications
Materials in the catalog which require remote authentication do have a rewritten url which incorporates the original domain for the catalog url For unlicensed material, the url is a verified version of that provided in the catalogue
Online journals, web sites, images online, online books. If a URL is useful we include it in the record.
Only ditigised material has the URL for the Library's server
pdf documents downloaded; weblinks to external sites; E-theses (housed internally)
selected "catalogued" web sites selected "catalogued" ejournals and ejournal aggregator and publisher services exam papers e-reserve material some digitized photos/pictures imported KDD records which contain URLs
Serials, Books, Web sites, Videos, Sound recordings, Images, Journal articles, Book chapters, Examination papers

4 (c)(i) Does the web catalogue include digitised documents?

DIGOBCAT

Frequency / Percent / Valid Percent / Cumulative Percent
Valid / No / 6 / 22.2 / 22.2 / 22.2
Yes / 21 / 77.8 / 77.8 / 100.0
Total / 27 / 100.0 / 100.0

4 (c)(ii) If yes, list type of digitised document included in catalogue

Frequency
No Response / 4
course readings / 1
Doesn't contain the actual digitised documents, only the metadata for them. e-reserve e-exam papers / 1
E-reserve / 2
E-Reserve (pdf) and Exam Papers (pdf). / 1
E-Reserve documents, exam papers / 1
E-Reserve, exam papers / 1
e-reserve, online exams, photos / 1
E-Reserve; e-theses. / 1
E-reserves, e-journals, exam papers / 1
Electronic reserve / 1
eReserve and exam papers / 1
ereserve, lecture & tutorial notes, electronic course readings, exam papers, theses, / 1
Exam papers Exhibition catalogues / 1
Exam Papers. Lecture notes pictures ephemera - historic equipment / 1
exams papers ereserve articles all in pdf / 1
Journal articles, Book chapters, Examination papers, Video, Sound / 1
PDF copies of articles, exam papers, lecture notes and book chapters in E-Reserve. About to add photos, sound and moving files using the Media Resource Management software as part of a project / 1
some ereserve - very little at present / 1
The catalogue contains descriptions of digitised documents, not the documents themselves. Refer to 4(b) above for the types of material. / 1
The catalogue provides links to UWS higher degree theses - as part of the ADT programme. E-Reserve documents are stored within Image Server - an Endeavor module. / 1
There is a record in the catalogue to past examination papers but they are not individually catalogued. / 1
We do have ereserves (mostly exam keys)and electronic books -Netlibrary and Ebrary / 1
Total / 27

Cross Tabulation

Library System by Number of digitised documents (4(c) iii) included in web catalogue

IIIA * IVc_Number Crosstabulation

Count

Library System

/

Number of Digitised Documents

/ Total
120 / 250 / 800 / 1,000 / 1,600 / 3,000 / 3,058 / 4,000 / 5,100 / 6,000 / 6,276 / 12,500
Dynix / 1 / 1
Horizon / 1 / 1
INNOPAC / 1 / 1 / 1 / 1 / 1 / 1 / 6
VTLS - Virtua / 1 / 1
Virtua / 1 / 1
Voyager / 1 / 1 / 2
1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 12

4 (c)(iv) Digital Documents - If not included in catalogue - how do you give access to digital documents

Cross Tabulation – Response by Library System

C

Frequency / Library System
No Response / 20
Access to the approx. 4000 documents is provided via various links in the catalogue. / 1 / Voyager
Catalogue records and web pages provide links to digital objects stored on other University servers / 1 / Spydus
saved searches, sdis, canned searches, / 1 / Voyager
Separate locally-developed system for exam papers. E-reserve in development. / 1 / Virtua
Separate websites, accessible from USQ Library website. / 1 / Virtua
Through a section on the library webpage - "Find information" and searches can be done on Eprints, maps, archives, theses / 1 / Innopac
We also have digital documents available on our archives rarebooks website / 1 / Innopac
Total / 27

4 (d)Comment

Please describe any portal developments included within your web catalogue (for example, allowing a tailored user environment to be created with favourite databases or regular alerts)

As many as 10 libraries either did not answer this question or indicated that their system currently had no portal features. Other respondents indicated that they were using products developed by ILMS suppliers (eg. Innopac’s My Millennium/Metafind. Voyager’s “my bookbag” feature), had a “user driven customisable interface” or were involved in AARLIN.

4 (e)(i) Can the web catalogue interface with online teaching tools such as WebCt or Blackboard

INTTEACH

Frequency / Percent / Valid Percent / Cumulative Percent
Valid / No / 9 / 33.3 / 36.0 / 36.0
Yes / 16 / 59.3 / 64.0 / 100.0
Total / 25 / 92.6 / 100.0
Missing / 99 / 2 / 7.4
Total / 27 / 100.0

4 (e)(ii)Comment

Can the web catalogue interface with online teaching tools such as WebCT or Blackboard?

If yes, please describe

Just over half the respondents answered this question and it appears to be a functionality that is either not currently available within the ILMS or has not been activated or tested. Most of the work here appears to be with “canned” or “precanned” searches or links from the online learning platform to the catalogue.

4 (f) Please describe any self service options that your web catalogue offers clients?

Frequency
Check current loans, renewals, place reservations, cancel reservations, system messages to patron, saved lists, email/download of saved list records in various formats including MARC for EndNote / 1
Check loans, renew loans, Place holds, request material. / 1
Clients can place holds, renew their loans, check what they have on loan, check their personal details and set up SDI alerts in the catalogue / 1
holds (for on loan & onshelf); item renewals, check loans, requests, demerits points, set up saved searches, purchase request form / 1
holds, renewals, check loans, change PIN, My List, view patron details, intercampus requests / 1
iPAC allows 'My account' information. Users can renew items, see what they have on loan. We haven't allowed them to book online yet as there is a bug (we think), but have yet to test properly. / 1
Loans enquiries, fines enquiries, holds, paging (requesting items from other campuses) renewals, PIN maintenance. / 1
Patrons can check the status of their record, place holds, cancel holds, and renew loans. Users can also email search results to the email address of their choosing. / 1
place holds, check and renew loans, place document delivery requests, suggest a purchase, suggestion box, delivery of database passwords / 1
Place holds, check record, renew loans and save searches to be run as alerts. / 1
Place holds, renew loans, check loan status, request ILL, client feedback / 1
place holds, renew loans, check loans status / 1
Place holds, renew loans, check loans, change pin, view loan history, view hold requests, view cash transactions, suggest a book (link out of catalogue). / 1
Place Holds, renew loans, check loans, check patron information / 1
Place holds, renew loans, check loans, place ILL requests and review status / 1
place holds, renewals, check loans, patron details, save searches / 1
Place holds, view patron record. Self renewal is planned. / 1
Place holds; Access patron record to view items on loan, and history of loans; Renew loans; receive auto alerts for items about to become due. / 1
Place holds; Check own record;Renew loans; Create or modify PIN; Book audiovisual item; Book study carrel / 1
Place holds; Loan renewals; list of items on loan and overdue; Lists of items on hold;Monies owed; Creation of bibliographies; Updating of some personal identification details. / 1
Place recalls, renew loans, check loans, modify patron details, set PIN / 1
Place requests for items (off-campus) Renew loans Check loans/fines/personal details/bookings Make bookings (staff only) / 1
Placing, removing holds, renewing, viewing circ records. Webcomments for queries / 1
renew loans, check loans, place holds / 1
renew loans, check loans, placing holds is being investigated / 1
Renew loans; check loans; request items; build cart bibliography/ email cart/ save search sessions; broadcast searches to linked Z39.50 library catalogues. / 1
Renew; place holds; check complete borrower record - loans, fees, address details, status etc. Check and amend search preferences, no. results per page etc. / 1
Total / 27

5 (a)(i) Is there a process to check the URLs; included in the catalogue

URLCHECK

Frequency / Percent / Valid Percent / Cumulative Percent
Valid / No / 6 / 22.2 / 27.3 / 27.3
Yes / 16 / 59.3 / 72.7 / 100.0
Total / 22 / 81.5 / 100.0
Missing / 99 / 5 / 18.5
Total / 27 / 100.0

5 (a)URL Checker by Library system

URLCHECK * IIIA Crosstabulation

Count

Library System / Total
ADVANCE / ALEPH / ALEPH500 / INNOPAC / VTLS - Virtua / Voyager
URLCHECK / Yes / 1 / 1 / 1 / 8 / 2 / 3 / 16

5 (b)(i) Do you Catalogue your electronic aggregations of full text journals?

CATAGGRE

Frequency / Percent / Valid Percent / Cumulative Percent
Valid / No / 2 / 7.4 / 9.5 / 9.5
Yes / 19 / 70.4 / 90.5 / 100.0
Total / 21 / 77.8 / 100.0
Missing / 99 / 6 / 22.2
Total / 27 / 100.0

5 (b)(ii) If catalogue your electronic aggregations of full-text journals, please describe the process?

Several Libraries indicated they were still working on procedures/practices and 4 had no response.

To characterise response – cataloguing efforts fell into three main categories:

1. In house – via standard cataloguing practices:

  • links from bib records to individual titles within datasets;
  • All individual titles are catalogued. Update lists are supplied to Resources Management staff by the Electronic Services Librarian. The work is all undertaken inhouse.
  • Part of normal cataloguing process;
  • We follow a philosophy of "format" integration & therefore try to use a single record for print and electronic titles. We therefore manually update records to include URL, rather than bulk load MARC records from aggregator/publishers.
  • We have cataloged the journals in Project Muse and JSTOR. We don't have plans to catalog the others in aggregators like Proquest etc. The content keeps changing and we also change access based on pricing.
  • At title level. We use a single record, so if we hold print and e versions they appear on the same record.

2. Creation inhouse of MARC Records via own programs

  • Brief records created from spreadsheet data using AUTOCAT and MARCMAKER.
  • Individual records are created through programming in the Buddy system. Marc files are created weekly and loaded in bulk into Innopac.
  • Spreadsheets of title information from vendors are used as the source of title, ISSN and other data for an in-house program to generate Dynix catalogue entries. Updating involves total deletion of old entries and replacement by new entries.
  • Vendor supplied MARC records are edited as a set using MarcEdit and loaded as a set. Smaller sets have had sets of machine-derived records created locally. Also Kinetica e-collection set has been used. These sets of records are periodically flushed from t

3. Acquisition of Bulk Records from Vendors (Note: Serial Solutions is clearly being seriously investigated by several academic libraries as a MARC source for aggregations)

  • MARC file from Serials Solutions
  • Records from Serials Solutions batch loaded
  • Use serial solutions as service provider
  • MARC records are generally downloaded from vendors when available. We do catalogue titles where no records are available based on feedback from Liaison Librarians.
  • MARC records are sought from vendors at time of purchase. A record for the aggregation service and also for each fulltext journal in the aggregation is created, using MARC records as above or closecopy records of print MARC records.
  • Mostly bulk imported purchased and created marc records
  • Records purchased from publisher if available; Otherwise created and maintained by local batch program; or small sets catalogued manually. Actively investigating Serials Solutions MARC record service
  • Through loading of (a) purchased records from Kinetica (b) purchased record sets from Kinetica (c) purchased record sets from vendors (d) purchased records from Serials Solutions. Remaining material is originally catalogued to at least CONSER level.
  • Vendor supplied MARC records and locally scripted records - batch loaded and updated.
  • Very limited cataloguing Use Serial Solutions to manage web listing on electronic serial titles
  • Where possible import files of records

6Acquisitions Functions

Acquisition Functions – System interfacing / University Library / Library System
Auto email of orders to vendors. Edifact in ILMS development but not yet available. / Dixson Library / Virtua
Batches of MARC records downloaded for filled orders. EDI orders under investigation / Curtin University of Technology" / Aleph
Down line loading from Kinetica, z.39.50 access other systems Electronic invoicing, ordering Outputs to central finance Extended approval plan and firm order processes with Blackwell/Collection manager - file loads trigger bibs and orders, bibs and item / University of Melbourne consortium" / Innopac
Download brief MARC records with order data. Download full MARC records with invoice data. / Queensland University of Technology Library / Innopac
Download Marc records from Kinetica for orders and cataloguing. Pay invoices electronically using III software / Auchmuty Library - University of Newcastle / Innopac
download MARC records with orders, download invoices, electronic ordering / Murdoch University Library / Innopac
Download MARC records with orders, full catalogue records with items, electronic invoices. Use Edifact to send orders to vendors / University of Queensland Library / Innopac
download vendor MARC records with embedded order data to create purchase orders and catalogue records for all major suppliers, download invoice info / University of South Australia Library / Voyager
electronic invoicing with some suppliers, source MARC records from Kinetica, pursuing download of MARC with orders / University of Wollongong Library / Innopac
Electronic ordering Electronic invoicing and order records under consideration / La Trobe University Library / Innopac
Email orders to supplier. / Library Services – University of Ballarat / Innopac
From two of our major vendors, we download bib records which contain order details to confirm orders placed directly on vendor's database; we later download bib records containing invoice information when items are shipped. The download of relevant files / Griffith University Library / Advance
Investigating EDI for orders / Central Queensland University Library / Virtua
marc records downloaded edi purchase orders and invoicing / Monash University Library / Voyager
MARC records manually obtained from Kinetica at order stage - or local record created. Electronic ordering (BISAC) with our major suppliers. / Deakin University Library" / Innopac
No interface with supplier databases as yet. Can download MARC records at order stage but prefer not to. EDI invoicing and ordering possible but not yet available this version. Email ordering facility used. / Southern Cross University Library / Aleph
Not using EDI at present, but will after next system upgrade. Import records from bibliographic utilities / UNSW@ADFA / Voyager
Orders and claims can be emailed from the system. The system has SDI capability but it is not yet implemented / Charles Sturt University / Aleph500
Sending electronic orders to suppliers. / Swinburne University of Technology / Dynix
We are trialling electronic orders -haven't got any further with this yet / University of Tasmania Library / Horizon
We can download MARC records to create orders and to add invoice details to our orders. / Victoria University / Innopac
We do not currently downlaod acquisitions data from vendors, although Dynix does have that as an option. We use Kinetica records instead. / James Cook University Library / Dynix
We do not send orders electronically but e-order using vendor systems. EDIFACT ordering is a new feature in the next release and we will use that if possible. Download MARC records from Kinetica or OCLC prior to order being placed. / University of Southern Queensland / Virtua
We download invoices from our major Australian and overseas suppliers. We send orders and receive reports/claims via EDI for our major suppliers. / University of Western Sydney / Voyager
We download MARC records from core vendors to establish order records, or bibliographic records in the library catalogue; planning to download invoices, as well as status reports for items on order. / University of the Sunshine Coast Library / VTLS-Virtua
We transmit orders and claims electronically. We download order records from OCLC. / Gleeson Library/Geschke Center / Innopac

7 Serials Functions interfacing