the hkall phenomenon accessing eight million volumes with just a mouse click sidney cheng the hong...

The HKALL PhenomenonThe HKALL Phenomenonaccessing eight million volumesaccessing eight million volumes

with just a mouse clickwith just a mouse click

Sidney ChengThe Hong Kong Institute of Education Library

Ruth WongThe University of Hong Kong Libraries

BackgroundBackground

The Pre-HKALL EraThe Pre-HKALL Era

Two Modes of Inter-Two Modes of Inter-library Lending:library Lending: JULAC Card Programme

For personal access & in-person loans

For Academic Staff & Postgraduate Students

Inter-library Loans For Academic Staff, Postgraduate

Students & Final Year Undergraduate Students

Undergraduate Students & Non-academic Staff were not served were not served

20022002JULAC User Initiated Document Delivery/JULAC User Initiated Document Delivery/Inter-library Loan (UIDD/ILL) Task ForceInter-library Loan (UIDD/ILL) Task Force All 8 JULAC members represented Charged to explore within 6 months:

1.Pros and Cons of other consortia employing UIDD/ILL systems

2.Which software/utilities/systems could be used by JULAC for UIDD/ILL

3.Value/non-value of using net borrower agreements by UIDD/ILL consortia

4.Resource implications of JULAC’s adoption of this program

20022002JULAC User Initiated Document Delivery/JULAC User Initiated Document Delivery/Inter-library Loan (UIDD/ILL) Task ForceInter-library Loan (UIDD/ILL) Task Force All 8 JULAC members represented Charged to explore within 6 months:

1.Pros and Cons of other consortia employing UIDD/ILL systems

2.2.Which software/utilities/systems could be used by Which software/utilities/systems could be used by JULAC for UIDD/ILLJULAC for UIDD/ILL

3.Value/non-value of using net borrower agreements by UIDD/ILL consortia

4.Resource implications of JULAC’s adoption of this program

Essential Requirements of UIDD Systems:Essential Requirements of UIDD Systems:1. Must accept user-initiated online ILL

requests2. Must support unmediated ILL requests

directly from users to lending libraries (host libraries)

3. Must support monograph loans4. Must check incoming ILL requests

automatically against own collection, and block request if requested items are in own collection

5. Must support CJK characters

UIDD Systems Reviewed:UIDD Systems Reviewed:

IMPACT/ISOINN-Reach

Library RequestRLG/ILLURSAVDX

Wings

UIDD Systems Reviewed:UIDD Systems Reviewed:

IMPACT/ISOINN-ReachINN-Reach

Library RequestLibrary RequestRLG/ILLURSAVDXVDX

Wings

2003 .....2003 .....

Jan- Sep 2004Jan- Sep 2004HKALL Pilot Study (HKU, CityU, LU)HKALL Pilot Study (HKU, CityU, LU)

Why INNReach?Why INNReach? The only system meets all 5 essential

requirements of JULAC UIDD/ILL Task Force

Developed by the same vendor of INNOPAC full integration with OPAC and Circulation

What We Have Learnt?What We Have Learnt? Net-borrowersNet-borrowers and Net-lendersNet-lenders happened Users borrowed items owned by home libraries whi

ch were on loan Undergraduates were the largest user group Western to CJK items borrowed = 1:2 Borrowed items were clustered in 3 subject areas:

Social Science/Law/ EducationSocial Science/Law/ Education Science/TechnologyScience/Technology Language/LiteratureLanguage/Literature

Loan transactions increased but turnaround time shortened

The AssessmentsThe Assessments

Online SurveyOnline Survey 19 structured questions

on a 5-point scale Open-ended questions

Focus Group MeetingsFocus Group Meetings 9 meetings conducted

with academic staff, library staff and students

Results: Results: Structured QuestionsStructured Questions

HKALL was a source to obtain books which were not available in the home library

80%

The request procedures were simple and easy to be used

80%

It has a good informing e-mail systeme.g. pick-up, overdue, cancellations etc.

76%

Results: Results: Open QuestionsOpen Questions “I would say this scheme has been excellently carried

out. With this scheme, resources in the universities can be better utilised. Most important of all is that we can borrow books we need that are not available in LU.”

“Your new HKALL system is excellent!” “I think this service can be maintained and to be pro

moted to other Universities because it can effectively utilize the services provided by the UGC libraries. Some books is laying idle in 1 library, say HKU library, which is on heavy demand in another library system.”

“A convenient system for academic exchanges.” “Excellent on the whole.”

Results: Results: Open Questions Open Questions (Wishes)(Wishes) 88%88% of respondents wanted more UGC

libraries to participate 82%82% of respondents wanted to increase

the number of renewal 74%74% of respondents wanted the system

to give coming due reminders

Results: Results: Open Questions Open Questions (Complaints)(Complaints) Having two ILL systems namely HKALL

and ILLiad were confusing Loan period was too short, only one

renewal, loan quota was too small Turnaround time was too slow The system could not handle journal

article requests

Results: Results: Focus Group Focus Group MeetingsMeetingsAcademic StaffAcademic Staff HKALL was well integrated with the Web-OPAC HKALL was a convenient from of obtaining books from

other UGC libraries whereas JULAC Card was not

StudentsStudents All students including undergraduates, postgraduates like

the service JULAC card access could not be the same as the service

Library StaffLibrary Staff The service impacted on various sections Worried about not capable of handling large increased of

requests if more libraries joined the service

Sep 2004Sep 2004

Lobbying HKALL to JULAC Lobbying HKALL to JULAC DirectorsDirectors

All non-participating JULAC libraries were impressed!

Decided to apply funding from UGC Funding application was approved in May

2005 A new HKALL was formed in 2005

New HKALL Implementation PlanNew HKALL Implementation PlanMay 2005May 2005 Steering Group with representatives from all 8 JULAC libra

ries Issues of building an union catalog, loading of CJK records,

priority records, loan policies, load balancing and user base were discussed

Meeting schedules, timelines for implementation and training and a soft launch date of the service were also determined

Aug 2005Aug 2005 All records were loaded to the HKALL central catalogue

Oct 2005Oct 2005 New HKALL launched

LogisticsLogistics

Categories of Users ServedCategories of Users Served Staff (Academic, Research & Non-

academic) Postgraduate Students Undergraduate Students Sub-degree Students, e.g. Associate

Degree Students, Certificate Programme Students

Categories of Users ServedCategories of Users Served Staff (Academic, Research & Non-Non-

academicacademic) Postgraduate Students Undergraduate StudentsUndergraduate Students Sub-degree Students, e.g. Associate Sub-degree Students, e.g. Associate

Degree Students, Certificate Degree Students, Certificate Programme StudentsProgramme Students

Operation HighlightsOperation Highlights Circulation Flowchart Glitches Success (opinions from HKU frontline staff)

More students get help which leads to increase job satisfactions

Work relationships among JULAC colleagues are improved

Frequent communications & tight co-operations relieve anxiety

Discussions among MembersHKALL Listserve

Policies, Regulations and ParametersPolicies, Regulations and Parameters HKALL Loan Quotas

Loan quotas for each type of usersCounted against the users’ loan quotas in th

eir home libraries INNReach Request Balancing Table

INNRearch selects supply libraries according to Request Balancing Table settings:higher setting higher setting higher chance to be selectedhigher chance to be selected

Used for adjusting the loading of members

JULAC Access Services CommitteeJULAC Access Services Committee

Coordination of Courier ServiceCoordination of Courier Service Review of Courier Service

Selection and Appointment of New Courier

LogisticsPick-up frequency and time at each

locationPick-up locationsProcedure and workflowContainers and bags


HKALL Enhancements by ASCHKALL Enhancements by ASC Selected new courier with higher capacity

at lower unit cost Reset HKALL Request Balancing Table for

more even load balancing among members Introduced multiple pick-up locations within

an institution Relaxed HKALL quota for Academic Staff to

20 books


Courier ServicesCourier Services Youth Outreach Youth Outreach (until 3/06)(until 3/06)

Pick-up Time: Monday to Friday Turnaround time: 1+1 (weekdays), 1+3

(weekends) Loading: 20 kg per institution per day; individual

member to pay for its own extra loading cost

City Courier City Courier (from 4/06)(from 4/06) Pick-up Time: Monday to Saturday Turnaround time: 1+1 (weekdays), 1+2

(weekends) Loading: 18,000 kg per month for all institutions;

extra loading cost shared by all members Serves both main libraries and selected branch

libraries of individual members

ImpactsImpacts

Growth of HKALL DatabaseGrowth of HKALL Database

Sep 2005Sep 20056,443,675 Bib Records8,671,222 Item Records

Oct 2007Oct 20077,823,763 Bib Records9,507,416 Item Records

HKALL Loans Supplied by Host LibrariesHKALL Loans Supplied by Host Libraries

04/05

04/05

04/05

-

5,000

10,000

15,000

20,000

25,000

30,000

CityU CUHK HKBU HKIEd HKU HKUST LU PolyU


04/05

04/05

04/05

05/06

05/06

05/06

05/06

05/06

05/06

05/06

05/06

-

5,000

10,000

15,000

20,000

25,000

30,000



04/05

04/05

04/05

05/06

05/06

05/06

05/06

05/06

05/06

05/06

05/06

06/07

06/07

06/07

06/07

06/07

06/07

06/07

06/07

-

5,000

10,000

15,000

20,000

25,000

30,000


42.5%42.5%(06/07 vs 05/06)(06/07 vs 05/06)

1128.7%1128.7%(06/07 vs 04/05)(06/07 vs 04/05)


JULAC User Registrations at Host LibrariesJULAC User Registrations at Host Libraries

-

500

1,000

1,500

2,000

2,500

3,000

3,500



04/05

-

500

1,000

1,500

2,000

2,500

3,000

3,500


04/05

05/06


-

500

1,000

1,500

2,000

2,500

3,000

3,500


04/05

05/06

06/07

13%13%


JULAC User Access to Host LibrariesJULAC User Access to Host Libraries


04/05

04/05

04/05

04/05

04/05

04/05

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000


04/05

04/05

04/05

04/05

04/05

04/05

05/06

05/06

05/06

05/06

05/06

05/06

05/06

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000



04/05

04/05

04/05

04/05

04/05

04/05

05/06

05/06

05/06

05/06

05/06

05/06

05/06

06/07

06/07

06/0706/07

06/07

06/07

06/07

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

40,000


11.7%11.7%


In-person Loans Supplied by Host LibrariesIn-person Loans Supplied by Host Libraries

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

City U CUHK HKBU HKIEd HKU HKUST LU Poly U

04/05


-

5,000

10,000

15,000

20,000

25,000

30,000

35,000


04/05

05/06


-

5,000

10,000

15,000

20,000

25,000

30,000

35,000


04/05

05/06

06/07

12%12%


ILL Book Loans Supplied by Host LibrariesILL Book Loans Supplied by Host Libraries

-

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000


04/05


-

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000


04/05

05/06


-

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000


04/05

05/06

06/07

53.3%53.3%


All Book Loans Supplied by Host LibrariesAll Book Loans Supplied by Host Libraries

-

10,000

20,000

30,000

40,000

50,000

60,000


04/05


-

10,000

20,000

30,000

40,000

50,000

60,000


04/05

05/06


-

10,000

20,000

30,000

40,000

50,000

60,000


06/07

05/06

04/05

72%72%


Issue of Load BalancingIssue of Load Balancing Some members were heavy suppliers

Lending to Borrowing Lending to Borrowing Ratios were also not even among members Some members were net-lendersnet-lenders

i.e. books supplied > books borrowedbooks supplied > books borrowed Others were net-borrowersnet-borrowers

i.e. books borrowed > books suppliedbooks borrowed > books supplied

Contributions to All Book LoansContributions to All Book Loansby Host Librariesby Host Libraries

CityU

26%

CUHK

11%

HKBU

13%HKIEd

5%

HKU

18%

HKUST

3%

LU

5%

PolyU

19%


Oct 04 – Sep 05Oct 04 – Sep 05

CityU

23%

CUHK

12%

HKBU

13%HKIEd

7%

HKU

17%

HKUST

5%

LU

7%

PolyU

16%



Borrowing and Lending by Host LibrariesBorrowing and Lending by Host LibrariesOct 05 – Sep 06Oct 05 – Sep 06

-

10,000

20,000

30,000

40,000

50,000

60,000

70,000

City

U B

orro

w

City

U L

end

CU

HK

Borro

w

CU

HK

Lend

HKB

U B

orro

w

HKB

U L

end

HKI

Ed B

orro

w

HKI

Ed L

end

HKU

Bor

row

HKU

Len

d

HKU

ST B

orro

w

HKU

ST L

end

LU B

orro

w

LU L

end

Poly

U B

orro

w

Poly

U L

end

In-person

ILL

HKALL


-

10,000

20,000

30,000

40,000

50,000

60,000

70,000

City

U B

orro

w

City

U L

end

CU

HK

Borro

w

CU

HK

Lend

HKB

U B

orro

w

HKB

U L

end

HKI

Ed B

orro

w

HKI

Ed L

end

HKU

Bor

row

HKU

Len

d

HKU

ST B

orro

w

HKU

ST L

end

LU B

orro

w

LU L

end

Poly

U B

orro

w

Poly

U L

end

In-person

ILL

HKALL


Net-lenderNet-lender Net-lenderNet-lender Net-lenderNet-lenderNet-lenderNet-lender Net-lenderNet-lender

HKALL Request Balancing HKALL Request Balancing TableTable

Oct 2005Oct 2005Original Set Up :Original Set Up : CityU 77 HKU & LU 55 All other members 33

Feb 2007Feb 2007Reset by Access Services Committee:Reset by Access Services Committee: All members 11

HKALL HKALL Lending to BorrowingLending to Borrowing Ratio Ratio

0.83

1.25

0.98

1.66

1.25

0.72

1.55

0.54

-

0.20

0.40

0.60

0.80

1.00

1.20

1.40

1.60

1.80

2.00



Oct 05 - Jan 07Oct 05 - Jan 07

0.83

1.25

0.98

1.66

1.25

0.72

1.55

0.65

0.87

1.24

1.41

1.76

0.54

0.920.83

1.17

-

0.20

0.40

0.60

0.80

1.00

1.20

1.40

1.60

1.80

2.00



Oct 05 - Jan 07Oct 05 - Jan 07

Feb 07 – Sep 07Feb 07 – Sep 07

CityU

23%

CUHK

12%

HKBU

13%HKIEd

7%

HKU

17%

HKUST

5%

LU

7%

PolyU

16%



CityU

19%

CUHK

13%

HKBU

14%

HKIEd

8%

HKU

17%

HKUST

5%

LU

7%

PolyU

17%



All Book Loans All Book Loans Lending to BorrowLending to Borrow Ratio Ratio

1.86

0.38

1.59

2.62

0.78

0.29

1.43

1.68

-

0.50

1.00

1.50

2.00

2.50

3.00



04/05

1.86

0.38

1.59

2.62

0.78

0.29

1.43

1.68

1.34

0.51

1.42

2.17

0.86

0.62

1.70

1.10

-

0.50

1.00

1.50

2.00

2.50

3.00



04/05

05/06

1.86

0.38

1.59

2.62

0.78

0.29

1.43

1.68

1.34

0.51

1.42

2.17

0.86

0.62

1.70

1.101.09

1.60

1.04

0.73

1.30

0.46

1.67

1.56

-

0.50

1.00

1.50

2.00

2.50

3.00



06/07

05/06

04/05

ConclusionConclusion

UsersUsers Convenience and EfficiencyConvenience and Efficiency

Request anywhere anytime Delivery and return at home library Delivery around 48 hours

One-stop ServiceOne-stop Service Request launched from home library OPAC with a

few clicks (after authentication) Central catalogue provides holdings of all

members Supply libraries selected by HKALL automatically

Library StaffLibrary Staff Cooperation & Close CommunicationsCooperation & Close Communications

Joint efforts of colleagues of all JULAC members Effective coordination and close communications

through Steering Group, Discussion List and later on Access Services Committee

Unmediated RequestsUnmediated Requests Minimum staff interventions INNReach supports all steps of transactions Staff mainly involved in physical handling of books

JULAC LibrariesJULAC Libraries CollaborationCollaboration

A major collaborative service initiative participated by all 8 JULAC libraries

A single JULAC project with the largest UGC funding CoverageCoverage

Benefits all staff and students of the 8 institutions Balancing of LoadingBalancing of Loading

Size doesn’t matter – contributions of smaller libraries in inter-library lending activities are equally significant

Enables balancing of loading of inter-lending activities

Not just balancing HKALL itself, but also in-person loans and ILL book loans

S.R. RanganathanS.R. RanganathanThe Five Laws of Library Science (1931)The Five Laws of Library Science (1931)

1. Books are for use2. Every book its reader3. Every reader his book4. Save the time of the reader5. The library is a growing organism

Ranganathan, S.R. The five laws of library science. Ed. 2. Bangalore : Sarada Ranganthan Endowment, 1988.

Thank youThank you

Acknowledgement:Acknowledgement:Special thanks to all JULAC ASC Special thanks to all JULAC ASC

MembersMembersfor providing statistical data for this for providing statistical data for this

presentationpresentation

BACK

Print pagingslips

Print pagingslips

• wrong names matching• can’t print details, only

virtual patron numbers are printed

• the whole paging slips can’t be printed

• wrong names matching• can’t print details, only

virtual patron numbers are printed

• the whole paging slips can’t be printed

Send bookSend book

• bags vs. boxes• easily broken boxes• run away boxes• mixed up deliveries• Sat pick-up shorten

turnaround time

• bags vs. boxes• easily broken boxes• run away boxes• mixed up deliveries• Sat pick-up shorten

turnaround time

Print pickup notifications

Print pickup notifications

• HKUL experience: server will shut down when the notifications are sorted by names

• HKUL experience: server will shut down when the notifications are sorted by names

Return to owning libraries

Return to owning libraries

• Claimed returns: HKUL 4

• Claimed returns: HKUL 4

the hkall phenomenon accessing eight million volumes with just a mouse click sidney cheng the hong...

Documents

program slide

background slide

circulation slide

library staff

uiddill systems

uiddill consortia

home library

julac user