    Newsletter of the Section on Document Delivery and InterlendingJanuary 1997From the Chairman and SecretaryDear colleagues,We hope that you have had a very nice Christmas and we wish you now all the best for 1997. This year will be a quite busy and eventful year for our section: The 63rd IFLA General Conference and Council will take place at Copenhagen from 31 August to 5 September 1997. We hope that all of you will be able to attend the conference which will be an important event both as to the programme and the elections which will be held. As our activities are mentioned in the minutes from Beijing there is no need to repeat them here. Preparations for the meetings have already started. If you do not want to spend to much money on a hotel room, please book early or consider sharing a room with another participant. Information about the Copenhagen Conference has been distributed in Istanbul and Beijing. In case that you need more information and/or the official registration forms, please get in touch with the following address: IFLA’97, Nyhavn 31 E, DK-1051 Copenhagen, Denmark Tel. : +45 33930735; Fax: +45 33920788; E-mail: ifla-97@inet.uni-c.dk More and current information can also be obtained from the IFLANET and the following www-site: http://www.ifla.org/IV/ifla63/63intro.htm The IFLA Conference will be proceeded by the Interlending and Document Supply 5th International Conference in Aarhus. It is scheduled from 24 to 29 August. The conference has now been approved by the Professional Board as an official satellite meeting to Copenhagen. The Aarhus meeting seems to become a big and well-sponsored event with a very attractive social programme. The definite programme will be available in some weeks. For details please get in touch with:
Niels Mark, The new MTP 1998-2001 has been discussed intensively during our two SC meetings in Beijing and is published together with the minutes. If you have further comments, corrections or additions please contact the Secretary or the Chairman. The minutes will also be available on the IFLANET shortly. Further suggestions for the Action Plan 1998-99 will be sent to all SC members for discussion during the coming weeks. 1997 is my last year as a member and the Chairman of our Section. There will be elections for the Chair and the Secretary during the Copenhagen Conference. We appeal to all SC members to think about a possible candidature or to encourage others to stand for election. We would also like to remind our members to send interesting and relevant news items to the Section’s Information Coordinator Una Gourlay. She will pass it on for publication on the IFLANET or/and IFLA Journal. Her address, fax number and e-mail can be found on the List of Standing Committee Members. The Secretary and the Chairman would like to extend their thanks to all who have participated in the work of the Section during 1996. We certainly rely on your active participation in the future. So please keep in touch! Yours sincerely, Minutes of the first standing committee meeting of the Section on Document Delivery and InterlendingBeijing, Saturday, August 24, 1996Standing committee members present: Maria Cecilia Cuturi (Italy), Joan Chambers (United States), Elena A. Eronina (Russia), Heinz Fuchs (Germany), Una M. Gourlay (United States), Lone Hansen (Denmark), Mary E. Jackson (United States), David Kohl (United States), Agneta Lindh (Sweden), Céline Ménil (France), James G. Neal (United States), Else Nielsen (Norway), Uwe Schwersky (Germany), Pentti Vattulainen (Finland), Christopher Wright (United States) Standing committee members who have sent their regrets: Frode Bakken Norway), Alan M. Marchbank (Great Britain) Representative of UAP Core Programme/Office for International Lending: Graham P. Cornish (Great Britain) Observer: Marjorie E. Bloss (United States), Peter Lor (South Africa) Guests: Navjit Brar, Yu Liying (China) 1. Approval of agenda and presentation of the members of the standing committee. The chairman welcomed the members of the Standing Committee and expressed his appreciation that so many members were present. The agenda was approved in the present form. The members of the Standing Committee introduced themselves. 2. Approval of Minutes of SC Meetings in Istanbul 1995 The minutes of the two standing committee meetings held during the last IFLA conference in Istanbul were approved. They have been published in our Newsletter of January 1996, pp. 5-12. 3. Business arising from the minutes None. 4 Chairman’s report - Heinz Fuchs. The report will be found at the end of the minutes as a separate text. The Chairman also gave a short account from the first meeting of the Coordinating Board. 5. Financial report - Agneta Lindh The report will be found after the Chairman’s report at the end of the minutes. It was approved by all the SC members present. 6. Matters concerning the Beijing conference Graham Cornish, Mary Jackson and Agneta Lindh gave a short and appreciating account of the Pre-conference Seminar on Copyright held in Tianjin August 21-24. The papers from the seminar will be published by IFLA HQ. A number of important events during the conference week were pointed out by the Chairman. He in particular recommended our Section´s open forum on Copyright on Tuesday, 27 and the workshop on Charging for Document Delivery and Interlending on Thursday, 29. The Chairman also encouraged all members to take part in a meeting which was arranged by the Professional Board on Wednesday, 28, 11.30-12.30 to discuss the new Medium-Term Programme 1998-2001. 7. Report from the IFLA Office for International Lending and the UAP Core Programme. Graham Cornish reported on activities and projects. Much of the content is included in the UAP Newsletter which is regularly included in our Section’s Newsletter. He particularly stressed the success of and growing interest in the Voucher scheme and the section’s role in supporting the idea from the beginning. The members were asked about their opinion about the IFLA ILL form which has to be reprinted. It is still much used and the price has to be increased. The section’s advice was that if a price increase was necessary there should be different prices for developing and developed countries. 8. Programme for 1997 conference in Copenhagen Suggestions for our section’s programme in Copenhagen were put forward. The 5th International Conference on Interlending and Document Supply is scheduled for 24-29 August in Aarhus and Lone Hansen gave some information about the programme. It was suggested that the evaluation of the voucher scheme presented by Sara Gould could form a part of the International Conference on Interlending. The report of the sections project on Interlibrary Lending and Document Delivery in Developing Countries would be presented as a poster session. It was suggested that the reporting of the old project on Interlending and Preservation could form an open forum or workshop, possibly in cooperation with the Section on Rare Books. A half day workshop together with the Information Technology Section on ILL/Protocols and Standards was discussed. Mary Jackson will contact Leigh Swain. 9. Review of Medium-Term Programme Ideas for the Medium-Term Programme for the period 1998-2001 were put forward and discussed. The final discussion was postponed till the next SC Meeting on Friday. 10. Sections Projects - Ongoing and new. The old project on Interlending and Preservation will be concluded by Elena Eronina in place of the former Russian member who started it. It will be presented at the Copenhagen conference in a workshop or open forum. The possibility of a handbook or guidelines were also discussed. Lone Hansen gave an account of the Danish part of the project Interlibrary Lending and Document Delivery in Developing Countries. The report can be found as a separate text. A project idea from Virginia Boucher (Samples of Survey Questions on Document Delivery and Interlending) was discussed. A decision should be taken at the following committee meeting. A project-proposal was put forward by Mary Jackson. (Expediting the Implementation of the ISO ILL protocol).It was suggested that the discussion should be continued at the next meeting. 11. Resolutions The so called Chicago Resolution which has only been followed in Germany was discussed. No decision was made. 12. Other business The Section had been asked to appoint an Information Coordinator. The Chairman encouraged interested members to contact him before the next meeting when decision was to be made. It was decided that the Section should have lunch together on Thursday. Minutes of the second standing committee meetingBeijing, Friday, August 30, 1996Standing Committee members present: Maria Cecilia Cuturi (Italy), Elena Eronina (Russia), Heinz Fuchs (Germany), Una Gourlay (United States), Lone Hansen (Denmark), Mary Jackson (United States), David Kohl (United States), Agneta Lindh (Sweden), Céline Ménil (France), Else Nilsen (Norway), Pentti Vattulainen (Finland), Chris Wright (United States) Observer: Wendy Bartlett (Austria) Representative of UAP Core Programme/Office for International Lending: Graham P. Cornish (Great Britain) 1. Continuation of Planning of Copenhagen Conference The planning for the Copenhagen Conference was finalised as suggested above: I. Report of the evaluation of the voucher scheme. Sara Gould. II. 5th International Conference on Interlending and Document Delivery in Aarhus. International Lending and Document Delivery in Developing Countries. Poster Session. III. Preservation and Interlending. Open Forum in cooperation with Section on Rare Books and Manuscripts. Responsible person: David Kohl. IV. Mary Jackson participating in a half day workshop organised by the Section on Information and Technology and the UDT-programme: ILL Protocols and Standards. 2. Planning for Amsterdam Conference. Ideas for the Amsterdam programme were put forward: Electronic Document Delivery - Death of ILL? This could possibly be co-arranged with the Section on Acquisition. Other ideas were terminological changes. The section’s own project on Interlibrary Lending and Document Delivery in Developing Countries should also be reported in an open forum. 3. Feed-back on Beijing Conference. HQ had given out an evaluation form which was discussed and the section’s members gave their impressions of the Beijing conference. The main opinion was that the section’s programmes had been very good. Graham Cornish offered to publish the papers from our section’s workshop on Charging. The lack of coordination within IFLA´s planning was critizised. For instance could the two programmes on Copyright on Tuesday which belonged to different Divisions have been co-arranged. The schedule was also discussed: there was often no time to go from one programme to another. The Chairman will fill in the evaluation and send it to HQ. 4. Adoption of the new Medium-Term Programme 1998-2001 and review of the Section Project Plan After some discussion the following outline of a new MTP was suggested. The outline will be sent to the members to have their opinions.
Medium Term Programme 1998-2001
Section on Document Delivery and InterlendingNature and PurposeThe nature and purpose of the Section is to represent libraries and library institutions and associations that are responsible for and interested in making publicly available information, in all formats, more accessible throughout the world. The Section works closely with the IFLA Office for International Lending and appropriate core programmes to achieve the objectives and goals listed below.ObjectivesThe objectives of the Section are to promote document delivery and interlending both nationally and internationally in support of the UAP Programme using new technology as well as traditional methods to extend and accelerate the availability of documents.Goals for 1998-2001Studies and projects:
It was decided that Virginia Bouchers project proposal should not be approved but instead a new project, suggested by Mary Jackson: Expediting the Implementation of the ISO/ILL Protocol which was more in line with the new MTP. 5. Other business Una Gourlay was elected Information Coordinator of the Section. Heinz Fuchs: Chairman’s reportThe year since the last conference in Istanbul has again been a quite busy one for the Secretary and myself.The results from the evaluation of the last conference have been summarized by the Professional Board. I think I should mention here the most important points:
The Secretary and I have cooperated very closely since the last conference and I would like to seize this opportunity to thank her for that and the work she has done. We were actually able to meet twice - once at Göttingen in February and a second time in Berlin on the occasion of a Nordic-German Interlending meeting in May at which our Norwegian member Frode Bakken was also present. In both cases we have discussed business and have prepared the two sessions which we will hold during this conference: an open forum on Copyright Questions in Document Delivery and Interlending on Tuesday, 24 August, 12.30-15.00 and a whole-day workshop on Thursday, 29 August, 9.00 -17.00. Mary Jackson will chair the open forum and I will be responsible for the workshop. We will discuss both sessions again under point 6 of our agenda. We have published two Newsletters - one in January and one in July. Thanks to Agnetas assistance and the staff at the Royal Library in Stockholm everything went smoothly. In both issues we were able to present a member of our section, a feature we would like to continue. A list of all our members with telephone and fax numbers and e-mail addresses was included to make communication easy. We will update the list in the next issue of our Newsletter. I again would like to stress that we are interested in hearing from you in between conferences and receiving articles for inclusion in our Newsletter. I would still like it to be a more lively forum for discussion. We shouldn’t forget that the Newsletter is the external presentation of our section. It is mailed to 156 members around the world and we continue to have extra requests from non-members. I am pleased to say that we are still the biggest section within our division as to adhering members and we hold the seventh place among all IFLA´s sections and round tables. During the last weeks I had the opportunity to speak with both chairmen of our project Document Delivery in Developing Countries, Niels Mark and Frode Bakken. We will hear reports of both projects later on. Una Gourlay and myself have commented on the questionnaire of the project World Directory of Union Catalogues in which our section takes part along with the Office for International Lending, the IFLA Sections on Serial Publications and Bibliography and ISBN and ISSN International Centres. Since the last conference I have worked as a translator for IFLA HQ. I have paid a visit to The Hague in April to discuss the activities of our section with the Professional Coordinator and to prepare the then forthcoming visit of the IFLA President and Secretary General to the German national library conference at Erlangen and their consecutive visit to Berlin to have a look at the potential conference site for 2003. For the Erlangen conference I have organised a workshop on the topic of Worldwide Librarianship - Examples of IFLA activities ,with both IFLA representatives participating and four German activists giving papers on the work of their sections. I myself have used the opportunity to speak on the Voucher Scheme. The workshop was chaired by the former IFLA president Hans-Peter Geh. IFLA HQ had sent a lot of information material and I have informed interested colleagues about the activities of our section. The visit to IFLA HQ was also used to get rid of material for the IFLA archive, including documents which I had inherited from my predecessor. In March this year I was appointed a member of the IFLA Journal editorial committee. Up to now I have participated in the publication of two issues. There will be further meetings during this conference to discuss changes in the layout and content of IFLA Journal. From 1997 on it will be published in 6 issues per year. There is a new policy to involve sections and round tables in new reporting structures. We will actually have to appoint a sectional information coordinator whose task it will be to report to IFLANET and IFLA Journal. I also continue to serve as an editorial adviser to Interlending and Document Supply as do other members of our section, namely Chris, Graham, Mary and our former chairman, Niels Mark. To come to an end I think that the Chairman’s report should not only include the personal activities of the Chairman but also the activities of the Standing Committee members as to the work of our section. I know that some of you have done translations of our section’s brochure or of the Fax Guidelines, just to give an example. I would like to hear from all of you what you have done in your individual countries to inform your colleagues about the work of our section or just to promote the work of IFLA in general. Maybe you could pass me a note on such activities during the conference still and I would be happy to include it in my report. Kristine Abelsnes: Norwegian project "Document Delivery and Interlibrary Lending in Developing Countries"Norwegian part of the projectStatus report Members of the Norwegian project group: Chairman: Kristine Abelsnes, Statoil, the library Members: Frode Bakken, Tönsberg public library, Bendik Rugaas, National Librarian, Kari Garnes, Bergen University Library, Petter Kongshaug, UNINETT The Norwegian pilot project will be carried out in Kenya, at Nairobi University Library. The project has received USD 50.000 from the Norwegian Ministry of Development Aid for the pilot. The project is currently considering applying for additional funding from other Norwegian sources. 3 members of the project group (Kristine Abelsnes, Frode Bakken and Kari Garnes) were in Nairobi in October and had meetings with officials from University of Nairobi, Nairobi University Library staff and officials from UNEP. A full agreement was not reached, but an agreement of intent was signed, and it is likely that the project can start in the 1st quarter of 1997. General information The aim of the pilot project is to establish an Internet connection for document delivery and general information retrieval for the Nairobi University Library and to carry out a trial period of actual document delivery systems using that connection, including verification, locating material, ordering, retrieval and delivery. The project will plan and implement the Internet connection. The connection will be established through the UNEPNet node in Nairobi, and thereby using UNINETT as an Internet provider. Training will be provided by personnel from Norwegian University libraries and UNINETT. The training by librarians will include the use of Internet, generally and as a tool for interlending and document retrieval and supply. The representatives will act as trainers of other personnel at NUL. Training for operation and maintenance of the technical connection will be provided by UNINETT and will be given directly to the personnel that will be responsible for operation and maintenance. The training will take place on site at NUL. During a trial period of two years selected Norwegian libraries will supply copies free of charge according to agreement between these libraries and NUL. In addition it will be considered if the project will finance limited use of commercial document suppliers. Organization A reference group at NUL will be established. This group will represent both library and computer experts. The reference group will work closely with the Norwegian project group during the establishment of the connection. The steering group of the Norwegian project is the board of Norwegian Library Association’s Special Group on Interlending. The project will also send reports to the IFLA Standing Committee. Cooperation with the Danish project will be done directly by exchanging information and experience and also through the coordinating committee of the IFLA Standing Committee. It will be considered to establish a discussion list on the Internet for this exchange. Time schedule
Drafting of agreement NUL/project/UNEP 1.9.96 Meeting in Nairobi with NUL/UNEP October 96 Signing of agreement November 96 Planning of technical solution for connection between NUL and UNEP December 96 Installation of hardware and software at NUL 1st quarter 97 Establishing the link NUL - UNEP 1st quarter 97 Training of personnel 1st quarter 97 Mid-term evaluation 1st quarter 98 Evaluation 1st quarter 99 Costs A detailed cost estimate will be set up after a survey of existing equipment and infrastructure has been made and a solution for the link between NUL and UNEP has been decided on. Different alternatives will be set up and evaluated before reaching a final conclusion and making a purchase and implementation plan. Evaluation After two years the project will be evaluated by the Norwegian Library Asssociation together with IFLA Standing Committee on Document Delivery and Interlending. This evaluation will consider the following issues:
It will then be decided whether the project should be extended to other libraries in Kenya or other African countries. In that case, a new project plan and application for funds will have to be worked out. A mid-term evaluation, one year after start-up of the actual connection, will be carried out by the participants. Niels Mark/Ruth Kondrup: Danish IFLA project Interlibrary Lending and Document Delivery in Developing Countries : A three-year project in GhanaThe aim of the project and the preparing seminarThe aim of this project is, as a trial project, to establish Internet connections in African libraries in order to improve availability of information, to improve the competence of library personnel in handling interlibrary loans and attain favourable bulk treaties for developing countries. If the project turns out as a success, the model will by IFLA be introduced in other parts of the world. University of Ghana Library, Balme Library, is interested in co-operation in the project, and as a start a preparing seminar was arranged in Ghana 15-17 April 1996. The preparing seminar, arranged in co-operation with Balme Library and the Danish project group, has given an overview of the possibilities in Ghana. The participants were librarians and computer specialists from different organizations, libraries for higher education, university libraries and research institutions in Ghana. Research and university libraries in Ghana and Internet The resources for books and periodicals are limited. Up til now, the tradition for interlibrary loans is not strong. But the interest for resource sharing through modern information technology is large. A project started at the three university libraries and NASTLIC, National Science and Technology Library and Information Centre, will be of support to higher education and research and information in general. The three university libraries are: Balme Library, The University of Science and Technology Library and the University of Cape Coast Library. The purpose of NASTLIC is - within science and technology - to coordinate information on research and documentation in Ghana. The libraries have PCs, on which they are able to use E-mail and CD-ROM. At NASTLIC they are also able to run small databases with information on scientific and technological literature and ongoing research projects in Ghana. It is possible to establish Internet connections. About February 1996 more than three hundred Internet connections were set up by a private Internet provider. None of the libraries have connections and computers strong enough to run Internet. Organizing The project is divided in a Danish and Norwegian part, and the superior coordination of the two co-operating projects is carried out by an IFLA project group. The members of the group are:
The Danish part of the project co-operates with Ghana, and the intention of the Norwegian part is to run a parallel project in Kenya. The members of the Danish project group are:
An organizing committee has been established in Ghana. The task of the committee is to follow the project and secure the stability and continuation. Time schedule
IT- equipment
Purchases (4 libraries) $100,000
Internet connection and telephone line $30,000
(3 years, 4 libraries)
Consultant service (Nordisk Net-Center, Frode M¢rk) $1,000
Training
Training abroad:
(4 librarians)
Training in UK and Denmark $50,000
Training in Ghana: (12 librarians)
Training in ILL &DD $11,000
Computer training $8,000
Internet training $8,000
On-line searching and document delivery $30,000
Expenses for the Danish project group
Travel expenses (members of the group) $30,000
Costs of employing a substitute for secretary $36,000
(1/4 time)
Mid-term evaluation seminar - IFLA Project Group
and IFLA Africa Section $15,000
Evaluation seminar in Ghana $20,000
$339,000
Administration 10% $33,900
Overflow 10% $33,900
$406,800
IT equipment
(From the group discussions at the seminar at Balme Library)
- PC 586/pentium 100, RAM 8-16 Mb Software: Terminal emulator Internet connection:
- Netscape or Mosaic (working expenses $ 100/month) Training abroad: Courses and training for 2 weeks in UK and 4 weeks in Denmark for 4 librarians including a charge for training at Danish research libraries of DKK 20,000 each. (The Danida fellowships are granted for a minimum of 4 weeks) Training locally: Training in ILL & DD for 12 librarians in Accra, 3 from each of the libraries involved. (Accommodation for the non-local librarians). Expenses for 2 instructors from IFLA Office for ILL&DD in Accra for 2 weeks. Travel expenses for members of the Danish project group The expenses include:
10 Aarhus Copenhagen 5 London Copenhagen 5 Aarhus London 1 Aarhus Uppsala 3 Aarhus Oslo 1 Aarhus The Norwegian project in Africa (Kenya) 4 Europe Accra Bulk treaties Various document delivery centres and Danish research libraries have expressed interest in supporting the project. The Danish National Library Authority is willing to buy IFLA vouchers for DKR 50,000 during the three-year project period. British Library has accepted to deliver documents at a reduced price. Some Danish research libraries have accepted to deliver documents free of charge. OCLC is interested in supporting the project. Reporting and evaluation During the project a state of affairs will be worked out every year, and at the end of the project period an evaluation will be organized. 21 August 1996 Niels Mark
IFLA project: "Interlibrary Lending and Document Delivery in Developing Countries"State of affairs for the Danish part of the projectNovember 1996 The application for $ 406,800, sent to Danida in August, has been accepted and a part of the amount has been transferred to The State and University Library to start the three-year trial project. The Project Group had a planning meeting in Copenhagen 18 November 1996. The participants were Niels Mark, Lone Hansen, Carol Priestley from International African Institute, Ruth Kondrup, and Anja M|ller Rasmussen from Danida participated in the last part of the meeting. Issues to be discussed were:
The plans for the next months are:
Ruth Kondrup 4 December 1996 Proposed Agenda for the steering Committee of the Inter-Library Lending/Document Delivery Project PROPOSED AGENDA FOR THE STEERING The assumption is that the focus of this resource-sharing activity would be to maximize scarce resources through instituting the following measures : 1. Formalizing the existing ad hoc interlending activities between the university libraries of Ghana within a nationwide context. 2. Ensuring the establishment of infrastructure that would enable project members access each other’s resources and the global resources available on the Internet. The above implies providing photocopies of journal articles, books and other documents, on demand. 3. The first step is to carry out institutional capability assessments. This would involve assessing the following:
a. How many journal titles each institution has on subscription. 4. What would it take to create a national system? a. Cost out each component:
b. Document Delivery. Requests may go by e-mail but the documents themselves need to be sent by regular mail. We need to assess:
c. Preparing for future Document Delivery by electronic means. We need here too examine various methods; need to prepare a checklist of requirements (technology infrastructure, equipment, and costs. d. Look at other Resource-Sharing Possibilities. For example, i. Inventory the CD-ROM capability at each participant institution and have different libraries carry out searches on different databases. Each institution could be responsible for its own document delivery through the national system or suppliers overseas. As noted in 3 d. above, a capability inventory is necessary. Each component of the activity also needs to be costed. ii. With accurate cost information in hand, a comparison can be made of how much it would cost to create a viable natural system as opposed to total dependence on the British Library and other overseas document suppliers. Or, how much cost reduction would be ensured by a viable national Interlending/Document Delivery System. e. It is being suggested that one person should visit Cape Town for meetings with the Cape Library Consortium (CALICO) to learn what it takes to create a viable library consortium. Library of Congress resumes international lendingThe Library of Congress’ Loan Division resumed international lending on a limited basis beginning February 1, 1996. Non-US libraries wishing to borrow from LC may now send online requests if they have access to the interlibrary loan system of either US bibliographic utilities, OCLC or RLIN.After six months, foreign requests are still at the symbolic level, averaging about two per day. Requests are coming mainly from national libraries in Canada, Britain, and Denmark, plus several Canadian academic libraries. The online systems allow the Loan Division to recover the cost of international loans through internal reimbursement arrangements. The cost for a book loan is US$37 and for a photocopy is US$25. As many as 250 non-U.S. libraries are potential borrowers over the OCLC or RLIN systems. Online transactions now account for 90% of incoming interlibrary loan requests at LC. By focusing on service to OCLC and RLIN users, Loan Division has been able to respond in a timely manner to 45,000 requests per year for two years in a row, despite diminished staff. August 1996
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