   
Universal Availability of Publications Core Programme
IFLA Twinning Project
Report Submitted To Unesco
Archive - Historical Material
Background of the Project
The IFLA Twinning Project is an international twinning database being developed and maintained by the International Federation of Library Associations and Institutions (IFLA) Programme for Universal Availability of Publications (UAP). The system acts as a kind of dating agency aiming to match libraries as closely as possible, based on the benefits they are seeking from the partnership and the benefits they can offer to the partner. Although work in the area of library twinning has been carried out by several other organisations, the IFLA UAP Office is the first established focal point to which all libraries can turn when seeking twinning partners.
Since the database was initially set up in October 1996, a large number of different types of libraries have expressed an interest in the concept of twinning. Each of these libraries has been sent a questionnaire to provide the Office with sufficient information about the library to try and identify a partner who will fulfil their requirements. The areas covered by the questionnaire include:
- Statistical data about the type of library, staffing quota and size of collections
- Objectives of the library relating to general areas of co-operation sought, specific benefits sought and offered and how these aims hope to be achieved
- Whether the partner library needs to be of a specific type, from a particular geographical location or from a technologically developed country
A high percentage of the questionnaires were returned and the information was entered on the database but, from the outset, a certain amount of difficulty was encountered in trying to identify suitable partnerships. The major obstacle in initially identifying a suitable match was the diversity of the libraries on the database both in type and geographical location (see Appendix). It was difficult to find similar types of libraries who were from the geographical region requested by the individual libraries. Additionally, many of the questionnaires were completed by public libraries from less developed countries that were seeking partners in technologically developed countries to act as kind of foster parents. Unfortunately, no reciprocal applications were received from technologically developed countries that were prepared to form a relationship on this basis.
Further progress
From an administration point of view the Office was becoming increasingly short of resources to continue with the development of the database and, in February 1998, the Director of the Programme applied to UNESCO for further funding. A sum of $3,000 was generously promised and work was able to continue. Since that time several initiatives have been taken to try and overcome the difficulties previously encountered, details of which are given below.
Re-organisation of the database
The administrator of the database attended a course on the use of Access, which was the software programme already used. With the increased knowledge acquired from this course the database was re-organised in an attempt to simplify the identification of suitable partners.
Promotional leaflets
French and Spanish versions of the promotional leaflet have been produced and widely distributed at conferences and workshops. These leaflets, together with the English version, have been put on IFLANET, the WWW home page of IFLA. (Website address: http://www.ifla.org/VI/2/p4/proj4.htm)
IFLANET
Libraries who have been on the database for some considerable time and for whom a suitable partner has still not been found are 'advertised' on IFLANET. A short summary of the needs of each library has also been included. Links have been made from each version of the promotional leaflet to this list.
ALA Conference
A poster session was held at the ALA conference in 1998. Posters demonstrating the aims and development of the project were displayed and a number of cards advertising the needs of each of the libraries for which partners have not been found were also made available. The session attracted a huge amount of interest by participants from all over the world and most of the cards were taken. Many participants left business cards and further information was subsequently sent to them.
American Libraries
Following the conference, at the suggestion of the President of the ALA, an abstract was submitted to American Libraries with a view to writing an article promoting the project to as wide as possible an audience.
Sister Libraries
A meeting was arranged with Joan Challinor of NCLIS to discuss methods used by them in successfully implementing Sister Libraries, a similar project. We had already corresponded with Beth Bingham during their period of setting up the project. This project does seem to have met with a certain amount of success but was facilitated by the cities already being part of an existing twinning arrangement. Also, the initiating libraries are all situated in the host country of the project. However, several ideas were exchanged and the meeting proved to be very useful.
Sister Libraries 2
A second phase of Sister Libraries was initiated by the ALA and Michael Dowling, Director of the International Relations Office, sent out a message on IFLA-L asking for libraries interested in forming a relationship. A list of unmatched libraries from the twinning database was sent to him.
Routine maintenance
For each of the questionnaires received the following procedures are followed:
- Enter contact details on the database
- Check whether any library already on the database meets the criteria and if not:
- Send letter explaining that further contact will be made as soon as a suitable partner is
identified
- If a suitable partner has not been found after four months send a further explanatory
letter
If, after a further six months, a partner has still not been found enter on IFLANET and
send letter to say that no further action will be taken unless a partner is identified.
- If there is a library already on the database which meets the criteria:
- Send letters to each library giving contact details of the other together with some
guidelines on establishing a twinning partnership. The details of the libraries are
switched to a different database.
- After four months write to each library asking for developments in the partnership
- If no reply received to first letter a further letter sent after six months
- If still no reply, no further action taken
If one library decides not to proceed with twinning the other library is re-entered on the original database.
If one or both libraries decide not to proceed with that particular partnership but would prefer different partners both libraries are re-entered on the original database.
Despite these positive steps the project has met with limited success. The diversity of the libraries is still a major problem. Although the majority of libraries are public or academic (which include universities, schools and youth centres), there are other types such as national, scientific, parliamentary, library for the blind, auction house, and ecology centre. This diversity, coupled with different geographical regions, has resulted in finding a library to match exactly the requirements of the other library being almost impossible. However, several partnerships have been identified where the areas of interest have been similar and the libraries introduced to each other.
Unfortunately, despite regular follow-up letters, feedback from these 'twinnings' has been poor and it is uncertain whether any have met with total success. From the replies that have been received several have decided that they do not wish to continue with the partnership and have not always given any reason for their decision. Amongst the reasons that have been given are:
- Geographical distance too great
- The identified partner not considered suitable
- Unable to get a reply from the partner
In two cases the partnership has arrived at the stage of drawing up a memorandum of agreement and then one of the partners has withdrawn. In only one case has the feedback continued to be positive with reports of exchange of material and a possible student visit.
We are aware that there are some existing twinning arrangements, which have proved to be successful, but these have not been initiated by this project. If a library itself initiates a partnership it could be that more resources are available and also the librarian may be more enthusiastic in establishing and developing the relationship.
In a further attempt to find partners it was decided to use an individual approach to actively seek out libraries to match the criteria of those on the database. For example, to find a partner for a national library of a small country, the national library of a similar sized country and one which it was felt already had some allegiance, was approached. The reply was "The Library is currently in the middle of a strategic planning process and is not in a position to consider such a suggestion until reorganisation has been completed. In the event of the Library considering such a suggestion, we would probably want to consider a library which is geographically closer." Another approach did meet with a little more success when the Dutch Library Association was approached to help with a request from a library seeking a Dutch-speaking partner. The Librarian kindly placed an announcement in their professional magazine and a reply was received from a Dutch library. The two libraries were introduced but no feedback has been received.
Conclusion
In conclusion, it is disappointing that the project has not met with more success despite the database having been widely promoted and every effort made to follow up the progress of suggested partnerships. It is apparent from the interest shown that there is a place in the library world for twinning partnerships but it is debatable whether there is a need for an international focal point. Most libraries have definite ideas of the type and geographical location of potential partners and it may be more fruitful for them to initiate their own search. Modern technology, such as the Internet and mailing lists, is an ideal place to advertise the requirements of the initiating library and although not available to everyone at the present, it is becoming increasingly so.
A financial statement is attached with itemised figures reflecting the amounts spent on actively promoting the project. An estimate of the additional office time spent on developing and maintaining the project is also given. This was the maximum time available from normal resources and stretched these resources to the limit. Without further funding even this small amount of time cannot be maintained to continue with the project.
Pauline Connolly
IFLA Programme for UAP
7 March 2000
Appendix
Countries from which completed questionnaires have been received
Australia
Benin
Cameroon
Congo
Costa Rica
Cuba
Ecuador
England
Eritrea
Ethiopia
Germany
Hungary
India
Iraq
Ireland
Jamaica
Kenya
Lithuania
Morocco
Nepal
Netherlands
Nigeria
Philippines
Poland
Romania
Russia
South Africa
Suriname
Swaziland
Tanzania
Togo
Uganda
United States
Wales
Zambia
Zimbabwe
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