el sistema finlandés de biblioteques governamentals. elina kähö

Creating of new library and information services within the Finnish Government

May 21, 2015 I Mrs. Elina Kähö

Jornada de Biblioteques Especialitzades de la Generalitat(BEG)

Bon dia. Moltes gràcies per l’oportunitat d’adreçar-me a vosaltres i per la vostra atenció

Prime Minister OfficeAdministrative DepartmentInformation Support and Publication Unit

Mrs. Elina Kähö

Information Specialist

Team Lead - Information Service Solutions

I Prime Minister's Office I vnk.fi

The Finnish Government• The current Finnish Government

comprises 12 ministries.

• Ministries prepare issues to be decided by the government

• The Prime Minister’s Office

• is responsible for monitoring the implementation of the Government’s political programme.

• assists the Prime Minister in the general management of Government functions.

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Kesäranta is the official residence of the Prime Minister of Finland.

• coordinates EU policy and handles issues related to the development of the EU.

• is also responsible for the state ownership policy and manages the ownership steering of state-owned companies under its authority

• ensures that the activities of the Prime Minister and Government flow smoothly in all circumstances.

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Number of staff in 2014Prime Minister's Office 294Ministry of Defence 146Ministry of Employment and the Economy 549Ministry of Finance 400Ministry of Social Affairs and Health 543Ministry of Agriculture and Forestry 285Ministry of Transport and Communications 167Ministry of the Interior 262Ministry of Foreign Affairs 1549Ministry of Education and Culture 298Ministry of Justice 259Ministry of Environment 287

5039

While Government Administrative Department was established in March 1, 2015, some 300 people were transferred from the ministeries to Prime Minister’s Office and 150 were re-located withinPMO (no effect on the headcount)


• Government libraries have delivered internal service for the public officers of ministeries in many years. Only the library of Foreign Affairs is open for public

• Libraries are mostly responsible for purchasing externalinformation (journals, books, articles, databases)

• In 2012 there were 12 ministries of which have 10 libraryservices and collection

• Ministry of Finance and Prime Minister’s Office havedelivered joined library service for 10 years

• The common library and catalogue system was found in 2004 and is shared by 8 ministeries

• Libraries have co-operated in development of common services like tailor-made information search and research program for the preparation of legislativeproposals

• Library personel has participated also in recordmanagement, official publication functions and internalcommunications

Some background about library serviceswithin Finnish ministeries

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2011• The Central Administration Reform project

2012• Pre-study of library service

2014• Government Administrative Department project

2015• The Government Administrative Department was

established as of March 1, 2015

Timeline

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2011 • The Central Administration Reform project

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The Central Administration Reform –project was launced as a part of Programme of Prime Minister Jyrki Katainen’s Government

There was general opinion with govenrment and ministeries that the administration functions requiredshaping up to meet several new requirements

• to strengten the implementation and social effectiveness of the Government strategic insight• redefining the principles of the policy on steering and policy-making from the perspective of the steering system as a whole• to simplify the entire system of steering• visualizing cleary the core processes of the Government


2011• The Central Administration Reform –project





Timeline

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I Prime Minister's Office I vnk.fi9

• In 2012 the network of ministries’ information services set up a pre-study group to evaluate opportunities concersing the consolidation of library and information services

• The main objectives for the study

• The benefits and risks of re-organizing

• The centralized model and its’ operation

• The role of Parliament Library of Finland

• The library collection policy



• The risks and deficiencies• How single common library service could fulfill all the information

needs at all the ministries ?

• Users won’t find the library service

• Decreasing substance knowledge

• Professional profile shrinkage

• Lack of time and resources on creation of new library serviceconsept

• How to ensure efficient cross-ministry collaboration afterpersonell transfers ?

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• The opportunities and strengths• Common library service will deliver equal service for all the public

officers of all the ministeries

• Possibilities of rearrengement and specialization in human resources• Replacement arrengement

• Fragmentary of professional roles will decrease

• Effective use of premises (merging of collections)

• Reduction of overlaps

• Single contract negotiation process (instead of every ministery havingtheir own)

• Enabling utilization of library services in the key government process: legislative process, economic policy process, development programs, etc.

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2011• The Central Administration Reform project





Timeline

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• In December 2013, the Prime Minister’s Office launched a project to prepare the establishment of a central Government Administrative Department to assemble the administrative and service functions of the Government and ministries in a single unit as of 1 March 2015.

• The new department will direct, coordinate and develop the administration, internal functions, financial planning and procedures; provide common services (library services); and develop the organisational culture within the central government.

• The Government Administrative Department represents a step towards a more coherent and coordinated Government.

• some 450 people were transferred from ministeries to Prime Minister’s Office

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2014• Government Administrative Department -project


2011• The Central Administration Reform –project





Timeline

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Government Administration Department

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Government Administration Department Amount of people

Management of Government Administerion Department 3Development Services 3Information management and ICT division 139Premises and security division 179HR and finance division 34Internal communications and information support division 31Translation and language unit 70

459


• The library and information services of ministries were brought under a single unit at the PMO.

• Until now, library services have been provided by a varying number of staff from a maximum of three full-time employees to a situation where these duties were discharged on a part-time basis.

• Information Support and Publication Unit consists of 24 personnel and the unit manager (Mrs. Outi Örn)

• 14 persons are working with library and information services (Information Support Unit). There will be three teams: a) collection team b) information service solutions c) information support team

• 10 persons are working with government official publications (Publication Unit)

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Information Support and Publication Unit

Collections

Premises, books,

journals, databases

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The shelf-meters for year 2015 are estimations due to premises transfer

Measured as shelf‐metersApril, 2015Books Journals

Ministry of Education and culture Libary 90 0Meritulli Libary 400 25Merikasarmi Library 550 15Government Palace Library 250 5

1290 45

Measured as shelf‐meters2014Books Journals

Ministry of Education and culture 95 0Mininstry of Intern 75 18Ministry of Employment and the Economy 80 18Ministry of Justice 220 40Ministry of Agriculture and Forestry 10 0Ministy of Finance and Prime Minister's Office 300 15Ministry of Social Affairs and Health 158 24Ministry of Foreign Affairs 716 13

1654 128


Premises in 2015 - 2018

2) MERITULLI LIBRARY

Following ministries will move their library collection into the Meritulli Library (premises of the Ministry Social Affairs and Health)

• Agriculture and Forestry 3/2015• Employment and the Economy 4/2015• Education and culture 10/2015• MoF and PMO (Government Palace Library ) 12/2015

Employees: 2Access: employees of Government

3) MERIKASARMI LIBRARY

Following ministries will move their library collection into the Merikasarmi Library (premises of the Ministry Foreign Affairs)

• Ministry of Intern 3/2015• Ministry of Justice 5/2015

Employees: 3Access: employees of Government

1) ARPPEANUM will be in use in 10/2015Customer service, possibility to read daily newspapers and journals.

Empolyees: 9Location: next to Government PalaceAccess: employees of Government


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Meritulli Library

Arppeanum

Merikasarmi Library

Meripaja

Information and Library Service

GovenmentPalace

Information and Library Service

The collection will betranferred in 2018

The collection will betranferred in 2019-2020

Personel and duties willbe transferred in 2018-

2020

Premises in 2018 -


Purchasing models:1. Prime Minister’s Office negotiates

the contracts of electronic material for all the ministries.• Applied to: dictionaries, statistics,

newspapers, databases, standards, legal databases, news services, country reports.

2. Ministries acquire databases for the their own use• OECDiLibrary, legal databases,

dictionaries, news services

Databases and e-materials

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As of March 1, 2015, these contracts are resposibility of Information Support Unit at the PMO.

Resources

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0

1000

2000

3000

4000

5000

6000

7000

8000

9000

2010 2011 2012 2013 2014

Loans from owncollectionInter-loans from otherlibraries' collections

Book loaning trend

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Amount of personnel transferred from ministries into the new Information Support Unit at PMOPrime Minister's Office 1

Ministry of Defence 0Ministry of Employment and the Economy 3

Ministry of Finance 1Ministry of Social Affairs and Health 1

Ministry of Agriculture and Forestry 0Ministry of Transport and Communications 0

Ministry of the Interior 3Ministry of Foreign Affairs 3

Ministry of Education and Culture 1Ministry of Justice 1

Ministry of Environment 0

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Material 2013 Budget in eurosJournals 621 000Books 235 000E‐material purchased by ministry / ministries 280 000E‐material for all the ministries purchased by PMO 290 000

1 426 000

Key process of libraryand information services

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The book purchasing process

1

1 2 3 4 5

2

3

4

5

Purchase is based on the information needs of the public officers of ministries

Order is made by a book subscription agent. We are using two different book subscription agent; one for international books and one for domestic books

When item has arrived to library, it will be catalogued into to library system and will be loaned to customer.

Book is returned after use (loan-time is flexible) to the library or when other asked for it

The collection is evaluated regularly so that the collection aims to be relevant


The journal purchasing process

1

1 2 3 4 5

2

3

4

5

All the journal purchases are made by subscription agent. For the next four years it will be LM Information Service Ltd.

There are approximately 400 subscriptions to be handled. Most of the orders are annually based to begin from January.

The subscriptions are evaluated on August - September for the following year; whether the order will be terminated or renewed

Most of the orders are print. Some 100 orders are available online only

If there is a new need for journal subscription, it will be evaluated as a part of budget process


Tailor-made information search process

1

1 2 3 4 5

2

3

4

5

An information support need is acknowledged in legislative process

Library service is contacted with description of users’ information need. Tailor-made information search is set up for the preparation process

Library service provides required information and offers and support contact point throughout the preparation process.

Tailor-made information search aims to support core processes of Government, but also in daily-bases information needs. Subtance knowledge of information specialist will be emphasized

Tailor-made information search also aims to support on forecasting and impact analyzing of law

Towards new library service concept

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• Rearrangement of humanresources

• Budget planning

• Common purchasing model

• Collection policy

• Merging the collections

• New negotiations of the contracts

• Plans for multiple search portalfor electronic materials

• Definitons of information needs

What we are doing now ?

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Creation of new library service conseptwithin the Finnish Government


Some principles for new Government libraryservice

InformationSupport Unitwill handle allthe book and journal orders

Loan time of materials is flexible

Purchase is based on the suggestion of the public officers of ministries

In coming twoyears, the circulation of printedjournals will beterminated

The libraryservice is Government’sinner service , so it is partlybased on self-service

Increase of the use of e-materials

The collections of other libraries is also preferred

Increase of education and marketingservices


• Consolidation work was started over 10 years ago with the common librarysystem and with the joint library servicewithin MoF and PMO.

• Budget planning and re-allocationrequired careful consideration. Ministries rightfully expect at least the same level of service in return for transferred resources

• Libary service development will focuson how the library service wouldsupport public officers of ministeries on a efficient use of external informationwith co-operation of specific libraries

• Also how library service will respondpromtly to users with tight deadlines of prepartion process on legislative work

Conclusion

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Moltes gràcies!

Contact information• elina.kaho (a) vnk.fi• www.vn.fi/en

el sistema finlandés de biblioteques governamentals. elina kähö

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