information management in unesco-ioc-odinafrica paul nieuwenhuysen vrije universiteit brussel, and...
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Information management in Information management in UNESCO-IOC-ODINAFRICAUNESCO-IOC-ODINAFRICA
Paul Nieuwenhuysen Paul Nieuwenhuysen Vrije Universiteit BrusselVrije Universiteit Brussel, , and and University of AntwerpUniversity of Antwerp, , BelgiumBelgium
Presented at the 1Presented at the 1stst Annual Review and Planning Workshop Annual Review and Planning Workshop for the “Ocean Data and Information Network for Africa” -for the “Ocean Data and Information Network for Africa” -
ODINAFRICA ODINAFRICA in Nairobi, Kenya, November 2001in Nairobi, Kenya, November 2001
Paul Nieuwenhuysen Paul Nieuwenhuysen Vrije Universiteit BrusselVrije Universiteit Brussel, , and and University of AntwerpUniversity of Antwerp, , BelgiumBelgium
Presented at the 1Presented at the 1stst Annual Review and Planning Workshop Annual Review and Planning Workshop for the “Ocean Data and Information Network for Africa” -for the “Ocean Data and Information Network for Africa” -
ODINAFRICA ODINAFRICA in Nairobi, Kenya, November 2001in Nairobi, Kenya, November 2001
UNESCO-IOC-ODINAFRICAUNESCO-IOC-ODINAFRICA: : aims of information managementaims of information management
The aim is capacity building of one library / information centre The aim is capacity building of one library / information centre that is associated with a marine science laboratory in each that is associated with a marine science laboratory in each participating country near the coast of Africa, participating country near the coast of Africa, knowing that this will also strengthen the basis for knowing that this will also strengthen the basis for
» learning, learning,
» teaching, and teaching, and
» research research
in the region served by in the region served by the library / information centre.the library / information centre.
The aim is capacity building of one library / information centre The aim is capacity building of one library / information centre that is associated with a marine science laboratory in each that is associated with a marine science laboratory in each participating country near the coast of Africa, participating country near the coast of Africa, knowing that this will also strengthen the basis for knowing that this will also strengthen the basis for
» learning, learning,
» teaching, and teaching, and
» research research
in the region served by in the region served by the library / information centre.the library / information centre.
Information management: Information management: overview of the project activitiesoverview of the project activities
• Upgrading of personnel knowledge and skills.Upgrading of personnel knowledge and skills.
• Improving general management of the libraries.Improving general management of the libraries.
• Building local databases (catalogues in particular).Building local databases (catalogues in particular).
• Using “Integrated Library Management Software.”Using “Integrated Library Management Software.”
• Improving Document Delivery.Improving Document Delivery.
• Improving reference services (Question and answer services).Improving reference services (Question and answer services).
• Building a WWW site for each library / information centre.Building a WWW site for each library / information centre.
• Creation and publication of information products.Creation and publication of information products.
• Improving presentation skills of the information managers.Improving presentation skills of the information managers.
• Extending the know-how & services to related institutes.Extending the know-how & services to related institutes.
Note: All these activities are linked / related to each other.Note: All these activities are linked / related to each other.
• Upgrading of personnel knowledge and skills.Upgrading of personnel knowledge and skills.
• Improving general management of the libraries.Improving general management of the libraries.
• Building local databases (catalogues in particular).Building local databases (catalogues in particular).
• Using “Integrated Library Management Software.”Using “Integrated Library Management Software.”
• Improving Document Delivery.Improving Document Delivery.
• Improving reference services (Question and answer services).Improving reference services (Question and answer services).
• Building a WWW site for each library / information centre.Building a WWW site for each library / information centre.
• Creation and publication of information products.Creation and publication of information products.
• Improving presentation skills of the information managers.Improving presentation skills of the information managers.
• Extending the know-how & services to related institutes.Extending the know-how & services to related institutes.
Note: All these activities are linked / related to each other.Note: All these activities are linked / related to each other.
Information management: Information management: upgrading of personnel skillsupgrading of personnel skills
• Personnel is a crucial component of an information centre!Personnel is a crucial component of an information centre!
• 3 training workshops of 2 weeks are organised for the 3 training workshops of 2 weeks are organised for the librarians delegated from each country.librarians delegated from each country.
• Training materials have been prepared by 4 resource persons Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium.from the USA, India, England and Belgium.
• Training materials are distributed on CD-R, Training materials are distributed on CD-R, with a user-friendly interface.with a user-friendly interface.
• Personnel is a crucial component of an information centre!Personnel is a crucial component of an information centre!
• 3 training workshops of 2 weeks are organised for the 3 training workshops of 2 weeks are organised for the librarians delegated from each country.librarians delegated from each country.
• Training materials have been prepared by 4 resource persons Training materials have been prepared by 4 resource persons from the USA, India, England and Belgium.from the USA, India, England and Belgium.
• Training materials are distributed on CD-R, Training materials are distributed on CD-R, with a user-friendly interface.with a user-friendly interface.
Information management: Information management: improving general managementimproving general management
• The general management of the libraries / information The general management of the libraries / information centres can perhaps be improved by critical thinking aboutcentres can perhaps be improved by critical thinking about
» Aims / mission statementsAims / mission statements
» Business plans / budgetsBusiness plans / budgets
» Co-operation Co-operation
—with other departments within the organisation with other departments within the organisation (like the data centre) (like the data centre)
—with other organisationswith other organisations
• The general management of the libraries / information The general management of the libraries / information centres can perhaps be improved by critical thinking aboutcentres can perhaps be improved by critical thinking about
» Aims / mission statementsAims / mission statements
» Business plans / budgetsBusiness plans / budgets
» Co-operation Co-operation
—with other departments within the organisation with other departments within the organisation (like the data centre) (like the data centre)
—with other organisationswith other organisations
Information management: Information management: building local cataloguesbuilding local catalogues
• Building local databases, and a catalogue of the holdings of Building local databases, and a catalogue of the holdings of each library in particular.each library in particular.
• The software package The software package Inmagic DB/TextworksInmagic DB/Textworks is used for this, is used for this, provided by UNESCO.provided by UNESCO.
• The databases should be merged to form a union catalogue, The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO-that will be accessible through the WWW from UNESCO-Paris.Paris.
• This activity is linked to improvement of document delivery.This activity is linked to improvement of document delivery.
• Building local databases, and a catalogue of the holdings of Building local databases, and a catalogue of the holdings of each library in particular.each library in particular.
• The software package The software package Inmagic DB/TextworksInmagic DB/Textworks is used for this, is used for this, provided by UNESCO.provided by UNESCO.
• The databases should be merged to form a union catalogue, The databases should be merged to form a union catalogue, that will be accessible through the WWW from UNESCO-that will be accessible through the WWW from UNESCO-Paris.Paris.
• This activity is linked to improvement of document delivery.This activity is linked to improvement of document delivery.
Information management: Information management: implementing and using an ILMSimplementing and using an ILMS
• Inmagic DB/TextworksInmagic DB/Textworks is available with a suitable database is available with a suitable database structure with files for structure with files for
» the collectionthe collection
» the users (borrowers)the users (borrowers)
» booksellers,……booksellers,……
• In this way, the local catalogue of the library collection on In this way, the local catalogue of the library collection on computer forms the core of an ILMS computer forms the core of an ILMS = “Integrated Library Management System” = “Integrated Library Management System” to support searching, lending, acquisitions,…to support searching, lending, acquisitions,…
• Inmagic DB/TextworksInmagic DB/Textworks is available with a suitable database is available with a suitable database structure with files for structure with files for
» the collectionthe collection
» the users (borrowers)the users (borrowers)
» booksellers,……booksellers,……
• In this way, the local catalogue of the library collection on In this way, the local catalogue of the library collection on computer forms the core of an ILMS computer forms the core of an ILMS = “Integrated Library Management System” = “Integrated Library Management System” to support searching, lending, acquisitions,…to support searching, lending, acquisitions,…
Information management: Information management: enhancing reference servicesenhancing reference services
• Delegated librarians learn how to improve the reference Delegated librarians learn how to improve the reference services in their library services in their library (providing answers to questions by users).(providing answers to questions by users).
• Suitable methods:Suitable methods:
» using bibliographic reference databases (such as Aquatic using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROMlocal CD-ROM
» access to WWW sites and using WWW search systemsaccess to WWW sites and using WWW search systems
• Delegated librarians learn how to improve the reference Delegated librarians learn how to improve the reference services in their library services in their library (providing answers to questions by users).(providing answers to questions by users).
• Suitable methods:Suitable methods:
» using bibliographic reference databases (such as Aquatic using bibliographic reference databases (such as Aquatic Sciences and Fisheries Abstracts) through the WWW or on a Sciences and Fisheries Abstracts) through the WWW or on a local CD-ROMlocal CD-ROM
» access to WWW sites and using WWW search systemsaccess to WWW sites and using WWW search systems
Information management: Information management: improving document delivery 1improving document delivery 1
• A document requested by a user should ideally be delivered A document requested by a user should ideally be delivered by the libraries (fast and cheap).by the libraries (fast and cheap).
• Documents can be requested Documents can be requested
» from other African libraries in ODINAFRICA (using the from other African libraries in ODINAFRICA (using the union catalogue) or union catalogue) or
» from any other document delivery servicefrom any other document delivery service
• A document requested by a user should ideally be delivered A document requested by a user should ideally be delivered by the libraries (fast and cheap).by the libraries (fast and cheap).
• Documents can be requested Documents can be requested
» from other African libraries in ODINAFRICA (using the from other African libraries in ODINAFRICA (using the union catalogue) or union catalogue) or
» from any other document delivery servicefrom any other document delivery service
Information management: Information management: improving document delivery 2improving document delivery 2
• Internet and in particular e-mail will be useful for document Internet and in particular e-mail will be useful for document delivery. delivery. Scanning documents + sending by e-mail. Scanning documents + sending by e-mail. To be learned: To be learned:
» scanning in a suitable way; scanning in a suitable way; sending documents as e-mail attachments, sending documents as e-mail attachments, using appropriate softwareusing appropriate software
» receiving documents as image files and printing thesereceiving documents as image files and printing these
• Internet and in particular e-mail will be useful for document Internet and in particular e-mail will be useful for document delivery. delivery. Scanning documents + sending by e-mail. Scanning documents + sending by e-mail. To be learned: To be learned:
» scanning in a suitable way; scanning in a suitable way; sending documents as e-mail attachments, sending documents as e-mail attachments, using appropriate softwareusing appropriate software
» receiving documents as image files and printing thesereceiving documents as image files and printing these
Information management: Information management: building a WWW site for each librarybuilding a WWW site for each library
• A WWW site can be used as a gateway to services offered by A WWW site can be used as a gateway to services offered by a library / information centre.a library / information centre.
• Building / developing / debugging / maintaining such a Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that WWW site should ideally be a task for each library that participates.participates.
• This requires This requires
» a good access to Interneta good access to Internet
» some knowledge and skillssome knowledge and skills
• Co-operation with other departments of the institute may be Co-operation with other departments of the institute may be useful here.useful here.
• A WWW site can be used as a gateway to services offered by A WWW site can be used as a gateway to services offered by a library / information centre.a library / information centre.
• Building / developing / debugging / maintaining such a Building / developing / debugging / maintaining such a WWW site should ideally be a task for each library that WWW site should ideally be a task for each library that participates.participates.
• This requires This requires
» a good access to Interneta good access to Internet
» some knowledge and skillssome knowledge and skills
• Co-operation with other departments of the institute may be Co-operation with other departments of the institute may be useful here.useful here.
Information management: Information management: improving presentation skillsimproving presentation skills
• Improving the presentation skills of librarians / information Improving the presentation skills of librarians / information managers is desired because they should be well able managers is desired because they should be well able
» To announce / explain their services to potential usersTo announce / explain their services to potential users
» To report about their activities to the managers of their To report about their activities to the managers of their organisationorganisation
» To motivate their co-workersTo motivate their co-workers
» To train co-workers in their institute To train co-workers in their institute (and also in related institutes)(and also in related institutes)
» To make clear and convincing proposals for further activitiesTo make clear and convincing proposals for further activities
• Improving the presentation skills of librarians / information Improving the presentation skills of librarians / information managers is desired because they should be well able managers is desired because they should be well able
» To announce / explain their services to potential usersTo announce / explain their services to potential users
» To report about their activities to the managers of their To report about their activities to the managers of their organisationorganisation
» To motivate their co-workersTo motivate their co-workers
» To train co-workers in their institute To train co-workers in their institute (and also in related institutes)(and also in related institutes)
» To make clear and convincing proposals for further activitiesTo make clear and convincing proposals for further activities
Information management: Information management: contacts with related institutescontacts with related institutes
• The growing knowledge and services should ideally be made The growing knowledge and services should ideally be made available to other related institutes / organisations / available to other related institutes / organisations / networks.networks.
• Local, regional workshops can contribute to this aim.Local, regional workshops can contribute to this aim.
• In this sense, the ODINAFRICA training workshops can be In this sense, the ODINAFRICA training workshops can be seen as “teaching the teachers”.seen as “teaching the teachers”.
• The growing knowledge and services should ideally be made The growing knowledge and services should ideally be made available to other related institutes / organisations / available to other related institutes / organisations / networks.networks.
• Local, regional workshops can contribute to this aim.Local, regional workshops can contribute to this aim.
• In this sense, the ODINAFRICA training workshops can be In this sense, the ODINAFRICA training workshops can be seen as “teaching the teachers”.seen as “teaching the teachers”.
Information management: Information management: problems / bottlenecks / challenges 1problems / bottlenecks / challenges 1
• Differences in language hinder communication, training and Differences in language hinder communication, training and learning: learning: English, French, Portuguese.English, French, Portuguese.
• Differences in language hinder communication, training and Differences in language hinder communication, training and learning: learning: English, French, Portuguese.English, French, Portuguese.
Information management: Information management: problems / bottlenecks / challenges 2problems / bottlenecks / challenges 2
• Heterogeneity in background, attitude, status, skills, Heterogeneity in background, attitude, status, skills, experience, motivation,… experience, motivation,… of the librarians / information managers.of the librarians / information managers.
• Heterogeneity in size, collection, status,…Heterogeneity in size, collection, status,… of the libraries / information centres in the various of the libraries / information centres in the various countries.countries.
• Heterogeneity in background, attitude, status, skills, Heterogeneity in background, attitude, status, skills, experience, motivation,… experience, motivation,… of the librarians / information managers.of the librarians / information managers.
• Heterogeneity in size, collection, status,…Heterogeneity in size, collection, status,… of the libraries / information centres in the various of the libraries / information centres in the various countries.countries.
Information management: Information management: problems / bottlenecks / challenges 3problems / bottlenecks / challenges 3
• These years a shift is taking place from printed hard copy These years a shift is taking place from printed hard copy collections to access to electronic information collections to access to electronic information (for instance: (for instance: shift from printed journals to “electronic journals”).shift from printed journals to “electronic journals”).The information managers will have to cope with this:The information managers will have to cope with this:
» How to catalogue electronic information sources? How to catalogue electronic information sources? With hyperlinks to the information in the catalogue?With hyperlinks to the information in the catalogue?
» Copyright issues: Copyright issues: Can an information resource in the form of a file be copied Can an information resource in the form of a file be copied simply and made available through the Internet without simply and made available through the Internet without payment to the publisher?payment to the publisher?
• These years a shift is taking place from printed hard copy These years a shift is taking place from printed hard copy collections to access to electronic information collections to access to electronic information (for instance: (for instance: shift from printed journals to “electronic journals”).shift from printed journals to “electronic journals”).The information managers will have to cope with this:The information managers will have to cope with this:
» How to catalogue electronic information sources? How to catalogue electronic information sources? With hyperlinks to the information in the catalogue?With hyperlinks to the information in the catalogue?
» Copyright issues: Copyright issues: Can an information resource in the form of a file be copied Can an information resource in the form of a file be copied simply and made available through the Internet without simply and made available through the Internet without payment to the publisher?payment to the publisher?
Information management: Information management: problems / bottlenecks / challenges 4problems / bottlenecks / challenges 4
• Slow access to Internet (including the WWW) hinders access Slow access to Internet (including the WWW) hinders access to on-line databases to on-line databases
» bibliographic reference databases bibliographic reference databases such as Aquatic Sciences and Fisheries Abstractssuch as Aquatic Sciences and Fisheries Abstracts
» full-text databasesfull-text databases
• Slow access to Internet (including the WWW) hinders access Slow access to Internet (including the WWW) hinders access to on-line databases to on-line databases
» bibliographic reference databases bibliographic reference databases such as Aquatic Sciences and Fisheries Abstractssuch as Aquatic Sciences and Fisheries Abstracts
» full-text databasesfull-text databases
Information management: Information management: problems / bottlenecks / challenges 5problems / bottlenecks / challenges 5
• Can the delegated librarians upgrade the skills of their Can the delegated librarians upgrade the skills of their assistant or assistants in their local environment, so that assistant or assistants in their local environment, so that these can serve as “backups”?these can serve as “backups”?
• Can the delegated librarians upgrade the skills of their Can the delegated librarians upgrade the skills of their assistant or assistants in their local environment, so that assistant or assistants in their local environment, so that these can serve as “backups”?these can serve as “backups”?
Information management: Information management: problems / bottlenecks / challenges 6problems / bottlenecks / challenges 6
• Not all delegated librarians can attend all training Not all delegated librarians can attend all training workshops, due to reasons that cannot be foreseen.workshops, due to reasons that cannot be foreseen.Assistance for those who do not attend a training workshop Assistance for those who do not attend a training workshop should be provided in some way.should be provided in some way.
• Not all delegated librarians can attend all training Not all delegated librarians can attend all training workshops, due to reasons that cannot be foreseen.workshops, due to reasons that cannot be foreseen.Assistance for those who do not attend a training workshop Assistance for those who do not attend a training workshop should be provided in some way.should be provided in some way.
Information management: Information management: problems / bottlenecks / challenges 7problems / bottlenecks / challenges 7
• How exactly should the libraries deliver to users the required How exactly should the libraries deliver to users the required documents that are not present in the local library?documents that are not present in the local library?
» How to streamline co-operation among members of How to streamline co-operation among members of ODINAFRICA?ODINAFRICA?
» How to involve libraries outside of Africa?How to involve libraries outside of Africa?
» What with electronic documents?What with electronic documents?
• How exactly should the libraries deliver to users the required How exactly should the libraries deliver to users the required documents that are not present in the local library?documents that are not present in the local library?
» How to streamline co-operation among members of How to streamline co-operation among members of ODINAFRICA?ODINAFRICA?
» How to involve libraries outside of Africa?How to involve libraries outside of Africa?
» What with electronic documents?What with electronic documents?
Information management: Information management: help desks for librarianshelp desks for librarians
• To solve problems, 3 help-desks are created related to To solve problems, 3 help-desks are created related to
» Technical matters of the selected database software Technical matters of the selected database software (by the software distributor)(by the software distributor)
» Building the local catalogue Building the local catalogue (by one of the participating libraries in ODINAFRICA)(by one of the participating libraries in ODINAFRICA)
» All other matters All other matters (by an expert appointed by UNESCO-IOC)(by an expert appointed by UNESCO-IOC)
• To solve problems, 3 help-desks are created related to To solve problems, 3 help-desks are created related to
» Technical matters of the selected database software Technical matters of the selected database software (by the software distributor)(by the software distributor)
» Building the local catalogue Building the local catalogue (by one of the participating libraries in ODINAFRICA)(by one of the participating libraries in ODINAFRICA)
» All other matters All other matters (by an expert appointed by UNESCO-IOC)(by an expert appointed by UNESCO-IOC)
Cooperation between data and Cooperation between data and information centres 1information centres 1
• The distinction between data and information is clearly NOT The distinction between data and information is clearly NOT sharp.sharp.
• Co-operation may be useful in areas like: Co-operation may be useful in areas like:
» document delivery techniques document delivery techniques applied to data as well as informationapplied to data as well as information
» sharing facilities to access to Internet, sharing facilities to access to Internet,
» finding and using the information on the WWW, finding and using the information on the WWW,
» building a local WWW site,…building a local WWW site,…
• The distinction between data and information is clearly NOT The distinction between data and information is clearly NOT sharp.sharp.
• Co-operation may be useful in areas like: Co-operation may be useful in areas like:
» document delivery techniques document delivery techniques applied to data as well as informationapplied to data as well as information
» sharing facilities to access to Internet, sharing facilities to access to Internet,
» finding and using the information on the WWW, finding and using the information on the WWW,
» building a local WWW site,…building a local WWW site,…
Cooperation between data and Cooperation between data and information centres 2information centres 2
• Should training workshops be organised with some overlap Should training workshops be organised with some overlap for both groups? for both groups? In that case, some problems arise: In that case, some problems arise:
» We need ideally a training room with 40 PC’s and access to We need ideally a training room with 40 PC’s and access to InternetInternet
» We need more discussions among all the trainers for data and We need more discussions among all the trainers for data and information management workshops to prepare the training information management workshops to prepare the training workshopworkshop
• Should training workshops be organised with some overlap Should training workshops be organised with some overlap for both groups? for both groups? In that case, some problems arise: In that case, some problems arise:
» We need ideally a training room with 40 PC’s and access to We need ideally a training room with 40 PC’s and access to InternetInternet
» We need more discussions among all the trainers for data and We need more discussions among all the trainers for data and information management workshops to prepare the training information management workshops to prepare the training workshopworkshop
Information management: Information management: 11stst training workshop training workshop
• Organised October 2001 in Cape TownOrganised October 2001 in Cape Town
• Topics included:Topics included:
» Libraries and information centres: Libraries and information centres: aims, management and business plansaims, management and business plans
» Introduction to information technologyIntroduction to information technology
—HardwareHardware
—SoftwareSoftware
—Databases and Databases and information retrievalinformation retrieval
» Building a library catalogueBuilding a library catalogue
• Organised October 2001 in Cape TownOrganised October 2001 in Cape Town
• Topics included:Topics included:
» Libraries and information centres: Libraries and information centres: aims, management and business plansaims, management and business plans
» Introduction to information technologyIntroduction to information technology
—HardwareHardware
—SoftwareSoftware
—Databases and Databases and information retrievalinformation retrieval
» Building a library catalogueBuilding a library catalogue
Information management: Information management: 11stst training workshop: the photo training workshop: the photo
Information management: Information management: planning of 2planning of 2ndnd training workshop training workshop
• Organised half-way 2002? Where? Organised half-way 2002? Where?
• Topics include:Topics include:
» Follow-up of 1Follow-up of 1stst training workshop training workshop
» Interlibrary lending, document delivery, scanning of Interlibrary lending, document delivery, scanning of documents,…documents,…
» Internet, searching and using WWW, reference services using Internet, searching and using WWW, reference services using CD-ROMs and the WWW, …CD-ROMs and the WWW, …
• Organised half-way 2002? Where? Organised half-way 2002? Where?
• Topics include:Topics include:
» Follow-up of 1Follow-up of 1stst training workshop training workshop
» Interlibrary lending, document delivery, scanning of Interlibrary lending, document delivery, scanning of documents,…documents,…
» Internet, searching and using WWW, reference services using Internet, searching and using WWW, reference services using CD-ROMs and the WWW, …CD-ROMs and the WWW, …
Information management: Information management: planning of 3planning of 3rdrd training workshop training workshop
• Organised early in 2003? Where?Organised early in 2003? Where?
• Topics include: Topics include:
» Follow-up of previous training workshopsFollow-up of previous training workshops
» Presentation of information / communication / marketing of Presentation of information / communication / marketing of information servicesinformation services
» Building a local WWW site as a gateway to the services Building a local WWW site as a gateway to the services offered by each library / information centreoffered by each library / information centre
• Organised early in 2003? Where?Organised early in 2003? Where?
• Topics include: Topics include:
» Follow-up of previous training workshopsFollow-up of previous training workshops
» Presentation of information / communication / marketing of Presentation of information / communication / marketing of information servicesinformation services
» Building a local WWW site as a gateway to the services Building a local WWW site as a gateway to the services offered by each library / information centreoffered by each library / information centre
Information management: Information management: conclusionconclusion
• AMBITIOUS PROJECTAMBITIOUS PROJECT
• POSITIVE EVOLUTIONPOSITIVE EVOLUTION
• AMBITIOUS PROJECTAMBITIOUS PROJECT
• POSITIVE EVOLUTIONPOSITIVE EVOLUTION
Thank you Thank you
Any questions?Any questions?
Thank you Thank you
Any questions?Any questions?