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GEPA, the collaborative print repository in Catalunya. Kuopio 3 , 29 .10.2009. Summary. Background Objectives and management Facility Operation Processing Before Vs. After. Spain: big changes in few years. From a centralized administration to a nearly federal one
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GEPA, the collaborative print repository in Catalunya Kuopio 3, 29.10.2009
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Spain: big changes in few years • From a centralized administration to a nearly federal one • From a very low interest and investments in culture to a new cultural infrastructure • From isolated working to cooperative working • Autonomous region of Spain, 7.000.000 inhabitants, • Own language (Catalan) • University system: 8 public universities and 4 private • University community: 180.000 students, 13.000 teaching staff and 6.000 administr. staff • National Library (Biblioteca de Catalunya). Catalonia
CBUC mission • To improve library services through cooperation The way we work • By consensus • Annual working plan • Quarterly planning • With a lot of communication
The beguinning: 1997 CBUC CCUC
Today IRs TDX-TDR CCUC PI BDC
CBUC members • Founder members: Public universities libraries of Catalonia BC + Generalitat of Catalonia (GC) – Universities • Associated members: Private universities of Catalonia + CG – Culture; Education • Members for some programs: Other important catalan libraries. • Senate (20 members, 2 meetings/year) • Executive board (14 members, 6 m/y) • Library directors (15 members, 10 m/y) • CBUC Office (8 librarians, 4 computer staff, 4 administrative staff) • Working groups (a lot) • Intranet, wiki, e- bulletin, telephone calls, e-mails ... Government
CBUC Strategic plan • Programs for increasing document accessibility • Union catalogue (3,5M records, 6M docs), ILL, GEPA • The Digital Library of Catalonia • 10.000 e-journals, Licensing, TOC’s database, Institutional Repositories. • Programs to facilitate the change • Exploring the future, training
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Background • 2003, April: ‘foundational’ report • 2003, Nov.: building location • 2004-05: realization of the project and funding • 2006: agreement for the creation of the facility (Lleida City Council, CBUC,University of Lleida, Department of Education of the GC and Dept. of Culture) • 2007, Jan.: building works started • 2008, Feb.: end of building works • 2008, Oct.: official opening
Mission GEPA = Guaranteed Space for the Preservation of Access • Purpose: to store and preserve low-use documents, ensuring its future preservation and accessibility immediately when a library requires them. • CBUC collaborative facility, initially used by the libraries of its members (the public universities of Catalonia, UOC and the Library of Catalonia) without excluding that can be used later for other libraries in public or private so ask and who meet the requirements established.
Objectives • YES • Releasing physical space of libraries • And to transform the physical libraries • Create a collection of common reserve • And guarantee that what we save what must be saved • Being a download store • NO • Keep important material from the institution
Management and financing • GEPA creation, 2006 • Collaboration between five entities: UDL, Lleida, Department of Culture, Department of Universities, CBUC • Rehabilitation and commissioning: 3,000,000 € • Annual management, 2009 • Three institutions work together: Department of Culture, Department of Universities, CBUC
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Old infantry barracks, Gardeny, Lleida Google maps
Some facts • The GEPA equipment is not unique but is outstanding: • has 5.400 m2 with 12 storage modules, • currently equipped eight of the twelve modules, with more than 2,000 meters of corridors and 17,000 meters shelves • total capability is expected to be so compact you can store about 43 miles of existing library shelves, • has a consultation room with ten reading places.
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Document property Mixed model • Collaborative collection • Collective ownership • Institutions create bailments of their documents • Conditional bailment: institutions can’t recover their documents if GEPA can’t find the same document among the other institutions. • Cooperative collection • The library maintains the property, determines conditions for use, pays the cost
Collaborative collection • We keep a number of copies per document type • In most cases: one item • In certain cases: more than one • Once GEPA receives the determined the number of copies: • Libraries may withdraw their copies • Except if someone has a better copy than the one preserved in the GEPA.
Services • Documents in the collaborative collection can be used in three ways: • Preferred: e-prints • Optional: reading room • Last: ILL • Documents in the cooperative collection may be used under the rules and conditionsestablished by the owning institution
Types of loads and cost model A1 Collaborative documents, ordinary load • Load = 0 Maintenance = 0 A2 Collaborative documents, special loads • Load = X? Maintenance = 0 B Cooperative collection • Load= X Maintenance = X
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Sizing items Source: Caval CARM
Procedures • GEPA library automation: • MARC21 holdings • Millennium • Local catalogs: • Libraries can keep their records • Unified mentions: “GEPA” • GEPA Call number: Floor ModuleCorridor SectionShelf Tray 00 02 A 01 04 5
Conservation code • Need to compare different copies of the same document: Code of documents preserved by GEPA • SEC Code • Support (S): reflects the state of preservation, cleanliness of the document, the presence of moisture, mold, insect damage, disconnection or lack of leave • Binding (E): the quality of a collection is given in part by the bindings in the case of periodicals, exemplary or special features, etc. • Completeness (C): he level of completeness refers to periodicals (or more publications in one volume) indicating whether the collections are given full or empty or are missing copies • Example: S3E1C2
Summary • Background • Objectives and management • Facility • Operation • Processing • Before Vs. After
Any question? • Contact us at: Consorci de Biblioteques Universitàries de Catalunya Gran Capità 2-4, edifici Nexus 08034 Barcelona (Spain) e-mail: info@cbuc.es http://www.cbuc.es