Introduction to the Joint University Research Archive JURA Adapted from a similar introduction prepared by Sonoma Stat

1. Introduction to the Joint University Research Archive (JURA)(Adapted from a similar introduction prepared by Sonoma State University libweb.sonoma.edu/about/iug2004.ppt)

2. When libraries run out of room� Stop buying materials or weed heavily. Remove study tables and add regular shelving. Remove study tables and add compact shelving. Build a new library or build a library extension. Send materials to a remote storage facility using regular shelving, e.g., City University. Send materials to a remote storage facility using compact shelving, e.g., U of Hong Kong.  Or, they can build an�

3. Automated Storage & Retrieval System A random-accessrobotic storage & retrieval system linked to the Innovative online catalog People call them an ARS (automated retrieval system) to: De-emphasize the storage. Emphasize the retrieval. In Hong Kong we will call it JURA

4. Advantages requires 1/7th footprint of open stacks.  easy to track use patterns. efficient for staff use. encourages active current collection in open stacks. allows retention of lesser-used material. lower construction & staff costs. it�s expandable�by building up. will foster cooperative collection development between our 8 institutions. allows for last copy storage of printed journals for consortia. used often in industry; now expanding into libraries.

5. Potential disadvantages Vulnerable to power outages. Need backup generator. Rare mechanical breakdown or maintenance downtime. Good training allows onsite staff to troubleshoot, repair, maintain system. Major repairs will require staff from outside Hong Kong. Occasional misplaced item. Transaction reports usually help find it. Regular bin inventories during off times are done to consolidate bins and verify accuracy.

6. What does an ARS site look like? Here is what one looks like in California This one will hold .75 million volumes and is an integral part of the campus library.

7. What will ours look like? Ours will hold 7.4 million volumes Theirs is equivalent to 3-storey building. Ours will initially be equivalent to 9 stories with an optional additional storey.

8. Where will ours be located? In Kwai Chung on Castle Peak Rd.

9. Ours will have 59,000 metal bins (2�x4� footprint). 5 different heights: 6, 10, 12, 15, 18�. Each bin can hold 750 lbs. Bins may be divided into sectors.

10. 2 aisles, each with own crane. Each module is 35 -40 tiers high. 2 workstations per aisle with barcode scanners & printers. We will have 4 workstations on each floor.

11. What will go into JURA? Depends upon each university but typically: Bound periodicals for titles we have in electronic form. Monographs that haven�t circulated in X years (each university to decide for their collection). Annual reviews, Advances in �, etc., which are more than x years old. Other low-use circulating items which are shaped like books. e.g., not for ephemera.

12. The Interface to our Innovative OPAC�s Innovative has written customized programming for several other libraries. They and chosen ARS vendor will need to do the same for JURA. We will probably make it a requirement in the Tender used to select an ARS.

13. How it works: for library users User looks up item in OPAC or HKALL. Finds volume needed. If Journal article indicates volume, issue, page, etc. Clicks button to request.

14. If all goes well� Patron will type in name and password, etc., clicks Submit button. Receives �Request Accepted� message. Like with HKALL, patron will receive email when item can be picked up at their home library. Goal is 48 hour maximum. If we add twice a day delivery we could reduce delivery time to 24 hour maximum.

15. If not, � Patron will receive a message saying item cannot be supplied. Patron will be given �next-step�.

16. How it works: Behind the scenes When user clicks on button: III software talks to ARS software, sending item barcode, call number, author, and title. ARS software responds to III, verifying volume is in ARS. III software prompts user for name. When user enters name and clicks Submit, �pick� request is sent by III software to ARS software. Both systems wait for human intervention.

17. How it works: for JURA Staff Library staff requests �pick� from ARS computer. Robotic crane locates appropriate bin. Bin pulled & delivered to end of aisle. Staff consults pick list on ARS workstation screen to verify item barcode, title, etc.

18. JURA Staff member will then: Check last 4 digits of barcode written on top or face of books. Pick list identifies bin sector. Staff pulls item from bin & inserts printed pull slip, which identifies requester on library hold shelf. Staff will sort materials into transfer boxes just as we do HKALL materials today.

19. What will have to happen before books are sent to JURA: Each library will have to decide what lesser used materials they will send to JURA. All materials sent require a full bibliographic entry in their Innovative catalogue. All materials sent must be in useable condition and must be materials which can be openly circulated (no rare books). All materials will have to be sorted by size (at least 3 different sizes but perhaps 5 sizes.

20. As they are sent: TS staff changes IMESSAGE field in item record to �a� � SEND TO ARS. This ensures ARS materials are not mis-shelved in open stacks.

21. Loading materials into the ARS Materials added to the ARS need to be scanned at the ARS workstation before being placed in bin.The process ensures that the ARS software knows which bin contains each stored item.

22. What Sonoma�s users think: Students Students seem to love it because they don�t have to go to the shelves & look for materials--it�s delivered!  Materials remaining on shelves tend to be more current or high-use items. Most students don�t mind losing stacks browsability in exchange for delivery. Users may request several items and pick them up all at once.

23. What Sonoma�s users think: Faculty Initially, some not thrilled with the idea . Now, most appreciate speed of transactions & convenience of paging items from their offices.  Fewer isolated concerns about losing the ability to browse shelves for monographs. Many have not yet discovered browsing capabilities on III. Appreciate ARS rather than off-site storage or heavy weeding.

24. What Sonoma�s users think: Circulation Staff Circ staff appreciate the ARS because: Books are easy to retrieve & are put back in random order - no shelf reading for ARS items. They can track an item for patrons with great clarity, using the ARS audits & reports. The system, after working out initial kinks, is extremely dependable.

25. What Sonoma�s users think: Reference/Instruction Staff Have identified areas for more user instruction: Train users to �do-it-yourself� on ARS requests. (Experimented to find best wording on request button.) Emphasize importance of using catalog. Teach call number browsing through Innovative.  Customized ARS error messages explain to the user why item is not available.

26. Who is working on the project now? HKU and its Estates Office has been charged with filing all the paper work to obtain Government funding and then to construct the facility. The JURA Working Group is charged with coordinating JULAC�s efforts to obtain funding, to recommend plans/a calendar of actions to be taken between now and when the facility is completed in 2013 to insure that it operates efficiently.

27. Who will operate it in the future? There will likely be a management committee composed of the JULAC directors but this has not been finalized as yet. There will be a JURA manager and 6 other staff members. JURA deliveries will employ the same courier service as HKALL.

28. What needs to happen now and when will it be completed? July 2009 +/- Legco will give initial approval allowing us to progress to project design phase. July 2010 +/- Legco will approve the design and approve the expenditure of UGC�s money to begin construction Hopefully by sometime in mid to late 2013.