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    CREATING DIGITAL LIBRARIES 0

    CREATING DIGITAL LIBRARIES: A MODEL FORDIGITAL LIBRARY DEVELOPMENT

    Amanda Magnussen*Assistant Library Manager

    IP AustraliaPO Box 200 WODEN ACT 2606

    Phone +61-2-62832301Fax: +61-2-62825810

    Email: [email protected]

    Amanda Magnussen is Assistant Library Manager at IP Australia Library, Canberra. Prior tojoining IP Australia, she was Legal Librarian with the Defence Library Service. She hasrecently completed a Masters Degree in Information Management at the University ofCanberra, which looked at the development of digital libraries in Commonwealth governmentlibraries in Australia. The Victorian Association for Library Automation (VALA) awarded herthe 2000 VALA Travel Scholarship to conduct research into the development of electronic

    rights management systems in the United Kingdom. Amanda is also the Webmaster for theACT Division of the Australian Law Librarians Group, and is currently Convenor of theplanning committee for the 2004 Law Librarians Symposium in Canberra.

    ABSTRACT

    When examining the literature on digital libraries, it is apparent that there is little consensuson what a digital library is and what shape it may take. However, it is also clear that thewriters in this field have an expectation that digital libraries will consist of a number ofcomplementary activities. The author has recently completed a study of the development ofdigital libraries in Commonwealth Government libraries in Australia. From the results of thisresearch, one potential model of a digital library has been developed. The model covers the

    components that libraries may wish to incorporate into their digital libraries, including theInternet and Intranets, integrated access to information, digitisation programs, electronicpublications, electronic document delivery, resource sharing, cooperative activities and end-user services. The model is then further refined by considering the activities done by thoselibraries that are intending to develop a digital library, as opposed to the activities done bylibraries that do not intend to develop a digital library, giving a guide to those componentsthat are core and those that are optional to digital library development. The environmentalissues that impact upon digital libraries, such as legal, financial, client, personnel,organisational, management, technological, collaboration and subject discipline issues arealso incorporated, to provide an overall view of digital libraries and their environment.

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    CREATING DIGITAL LIBRARIES 1

    INTRODUCTION

    Members of the library and information profession have become acutely aware in recentyears that we are working and living in tomorrows virtual world, [and] we must begin tolook to the future and prepare ourselves for what networked technology is making possible(Broering, 1995). As a consequence, much of the recent literature in the field has beendevoted to discussing and exploring the shape of future library and information services. Onearea receiving significant attention is the development of access to information through digitallibraries.

    Much of the existing research in the digital library field is concerned with the practicalapplication or implementation of digital libraries, some on a very large scale. There are manythousands of digital library projects currently underway, in all sectors of the librarycommunity. These projects have taken widely varying approaches, dependent on the needsof the different libraries, the sector in which they are based, and, in part, the definition ofdigital library that has been applied. This has led to a variety of digital libraries beingdeveloped, with no common model being available.

    The many existing digital library studies can give a useful pointer to the general developmentof digital libraries. However, the majority of published digital library research has occurred inthe academic and public library sectors. Watson and Streatfield (1997) were concerned thatthere has been a major focus on digital library developments in recent years, yet there hasbeen relatively little attention paid to special libraries, especially those outside thecommercial arena. Missingham concurred with this view, noting that the use of newtechnology in special libraries has been quite different to that of academic and public libraries(Missingham, 1996).

    Government libraries usually fill a quite different role within their agency than their academicand public library counterparts. Furthermore, Cochrane and Lean noted that libraries serving

    different clienteles are quite different from one another, and it is not necessarily helpful tomake comparisons (Cochrane and Lean, 1995). Given these factors, it can be difficult tomake meaningful extrapolations from research in other sectors to the special library sectorgenerally, and to Commonwealth libraries in particular.

    During 1998-1999, a study was conducted into the development of digital libraries withinCommonwealth Government libraries in Australia (Magnussen, 2002). This research allowedinformation on Commonwealth digital library development efforts to be gathered andreviewed in a way that had not previously been done. It further provided an opportunity todevelop a general model of digital library development that was both meaningful and usefulto Commonwealth libraries. Likewise, it gave an opportunity to determine whether digitallibrary developments from libraries in the academic sector did, in fact, have application in the

    government special library sector.

    THE DIGITAL LIBRARY CONCEPT

    The basic concept underlying the digital library is not new. In 1945, Dr Vannevar Bush of theU.S. Office of Scientific Research and Development discussed a device called a memex.He envisioned this device being used by individuals as a sort of mechanised private file andlibrary. It would be able to store large amounts of books, pictures, periodicals, newspapers,correspondence, and so on, with material being indexed for easy retrieval (Bush, 1986).

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    CREATING DIGITAL LIBRARIES 2

    According to Saffady, the Bush vision is one of the most influential and frequently citedprecursors of the modern digital library concept. He continued to note that although thedigital library seems a revolutionary development, the concepts and technologies involvedare more accurately described as evolutionary (Saffady, 1995). Pacifici concurred with thisview. She stated that the digital library did not develop from the Internet, as is often thought.Rather, it has been evolving since the 1960s, when libraries began integrating emerginginformation technologies (such as microfiche, microfilm and electronic files) to facilitateaccess to hard copy collections (Pacifici, 1997).

    TERMINOLOGY AND DEFINITIONS

    Although not a recent concept, in terms of actual development, digital libraries are stillrelatively new. Because of this, there is as yet no universally agreed terminology in place. Inthe literature, the digital library may also be called the library without walls, virtual library,electronic library, e-library, desktop library, online library, future library, library of the future,logical library, networked library, hybrid library, gateway library, extended library orinformation superhighway. Of these many terms, digital library, virtual library, hybrid library

    and electronic(ore-) libraryare most common.

    Just as there is no universally agreed upon terminology for digital libraries, neither is there acommon definition for this concept. In the 1990s, terms such as digital library, virtual libraryand electronic librarybecame widely used, but considerable uncertainty remains about whatthey actually mean (Kahin, 1995). However, Bishop and Starr considered this confusion ofdefinitions healthy because the digital library world is still emerging, and as such, hasmultiple agendas. The multiplicity of definitions ensures that no area is excluded (Bishop andStarr, 1996).

    A few authors (Dijkstra, 1994; Oppenheim, 1994; Griffin, 1998) distinguish between thevarious terms, defining each one differently. However, such distinctions are relatively rare,

    with the various terms usually being used to refer to essentially the same thing: that is,shared access to networked information (Zhao and Ramsden, 1995).

    The term digital libraryhas been defined both broadly and narrowly. In the narrower form, adigital library is construed as a mainly, if not wholly, digital entity (Covi and Kling, 1996; Lesk,1997; Stratigos and Strouse, 2001), although this fully digital scenario is dependent on thenecessary materials being available in an appropriate format (Harden, 1994; Saunders,1994). In the broader construction, the digital library is defined as a hybrid of traditionallibrary services and new electronic sources and methods (Crawford, 1995; Waters, 1998;Borgman, 2000). One of the more comprehensive (and more quoted) definitions was putforward by Gapen, who defined digital libraries as:

    the concept of remote access to the contents and services of libraries andother information resources, combining an on-site collection of current andheavily used materials in both print and electronic form, with an electronicnetwork which provides access to, and delivery from, external worldwidelibrary and commercial information and knowledge sources. In essence, theuser is provided the effect of a library which is a synergy created by bringingtogether technologically the resources of many, many libraries and informationservices (Gapen, 1993).

    For the purposes of this research, the broader definition of digital libraries offered by Gapenwas adopted. No distinction was made in defining the various terms used to describe thedigital library concept, and for the sake of clarity, the term digital library has been usedthroughout.

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    CREATING DIGITAL LIBRARIES 3

    COMPONENTS OF THE DIGITAL LIBRARY

    Regardless of the wide variety of terms used to describe the digital library concept, it is clearfrom the literature that there are certain common elements, regardless of the terminologyapplied. There must be, in some sense, a collection, to which clients must be linked in anefficient and satisfying manner. There is also a set of services, either human or electronic,

    which link clients to the collections. The technologies involved in providing digital libraryservices should support document creation, retrieval, transfer, dissemination, manipulationand management. Finally, there must be an institution in which the digital library collectionsand services are embedded (Bishop and Starr, 1996).

    A major study, conducted by the Association of Research Libraries (ARL) in 1992, identifiedseries of different activities considered essential to the formation of digital libraries (Schiller,1992; Schiller and Von Wahlde, 1992a; 1992b; Von Wahlde and Schiller, 1993). Theseincluded:

    Use of, or development of electronic document delivery services; Policies, services, or reallocations that emphasise access [to information] over

    ownership; Participation in cooperative development or purchase of electronic files; Participation in the development of a campus-wide information system; A written plan that states its goal as access to information from a single

    workstation; Enhancement of the online public access catalogue (OPAC) to include the

    holdings of other libraries besides those held locally; Providing a gateway from the OPAC to other databases or networks, such as the

    Internet; End-user access to online files from on or off campus; Connection with the Internet; Training faculty and students:

    .....in the use of Internet sources; and,

    .....in end-user searching; Subscribing to electronic journals; Digitisation of text for electronic storage, retrieval and/or dissemination; An e-mail front-end that allows users to initiate interlibrary loan and document

    delivery requests, suggest purchases, or ask reference questions from within theOPAC; and,

    Access to electronic full-text (Schauder, 1994)

    When grouped together logically, these activities fall into eight basic categories, as shown inTable 1.

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    CREATING DIGITAL LIBRARIES 4

    Table 1: Digital Library Component Groups

    The Internet and Intranets Development of library Internet and/or Intranet sites Internet connection

    Integrated access toresources

    Single workstation access to resources

    Use of OPAC as a gateway Inclusion of external holdings on local OPAC

    Digitisation of materials Digitisation projects

    Electronic publications Electronic journals Electronic full-text

    Electronic documentdelivery

    Commercial and library-to-library electronic documentdelivery

    Resource sharing Access to resources over ownership

    Cooperative activities Cooperative purchasing or development of resources

    End-user services.

    End-user access to online resources Internet training for clients Searching training for clients End-user electronic requesting

    These elements, then, may be considered the basic building blocks of the digital library,although the nature and extent of the application of each component will depend upon thecircumstances and needs of the library and/or organisation to which the digital library isattached. One basic digital library model may then be illustrated as shown in Figure 1.

    Figure 1: Digital Library Components

    LibraryCooperation

    ElectronicDocumentDelivery

    End-UserServices

    ResourceSharing

    Digitisation ofMaterials

    ElectronicPublications

    Internet andIntranets

    IntegratedAccess toInformation

    DIGITAL LIBRARY COMPONENTS

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    CREATING DIGITAL LIBRARIES 5

    THE DIGITAL LIBRARY ENVIRONMENT

    Just as the literature identifies a number of activities that together make up digital libraries,so too does it show that the development of digital libraries is heavily dependent on anumber of inter-related enabling (or hindering) factors. These include such issues ascopyright, client attitudes, changes to funding and financial structures, the need for neworganisational structures, technological issues, staff training, and so on. When groupedtogether, these factors all fall within nine inter-linked subject categories, as shown in Table 2

    Table 2: Issues in the Digital Library Environment

    Legal issues copyright contracts privacy

    Financial issues financial resources changes to funding allocation

    Client issues

    client needs client attitudes resistance to introduction of new technologies

    Personnel issues

    staff commitment to new systems and services changed staff training and competencies effect of automation on staff skilling and

    professionalisation

    Organisational issues

    need for new organisational structures reorganisation of hierarchies and work divisions organisational size balance between professional and

    paraprofessional staff appropriate position levels

    Management issues

    strategic planning need for new or different performance measures organisational support and leadership need for champions within the organisation appropriate statistical measurement

    Technological issues

    security infrastructure development use of appropriate technologies standards

    Collaboration issues

    resource sharing cooperative purchasing of information resources cooperative purchase or development of

    hardware and infrastructure

    Subject disciplineissues

    availability of content for different disciplines appropriateness of delivery method

    Although writers in the field differ on the relative importance of these individual issues, it iswidely agreed that the continued progress and ultimate success of digital libraries isdependent on their resolution. If this is the case, then these issues can be said to make up

    an environment that surrounds the digital library itself. The digital library and its environmentmay then be modelled as shown in Figure 2.

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    Figure 2: Digital Libraries and their Environment

    Financial Issues ManagementIssues

    Legal

    Issues

    SubjectDisciplineIssues

    LibraryCooperation

    ElectronicDocumentDelivery

    End-UserServices

    Resource

    Sharing

    Digitisation ofMaterials

    ElectronicPublications

    Internet andIntranets

    IntegratedAccess toInformation

    DIGITAL LIBRARY COMPONENTS

    Client

    Issues

    PersonnelIssues

    OrganisationalIssues

    CollaborationIssues

    TechnologicalIssues

    DIGITAL LIBRARY ENVIRONMENT

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    CREATING DIGITAL LIBRARIES 7

    DIGITAL LIBRARY DEVELOPMENT IN COMMONWEALTH LIBRARIES

    As previously discussed, a study of Commonwealth library digital library developments wasconducted in 1998-1999, with one of its objects to determine if the model developed from thegeneral literature on digital libraries (above at Figure 2) was appropriate to digital librarydevelopment in the Commonwealth library sector.

    Libraries included in the study were libraries within those agencies, statutory and non-statutory authorities administered by the Commonwealth Government. Where an agency hadmore than one library, only those libraries that had policy and budgetary control over theirindividual library or network was included. The National Library of Australia was excludedfrom this study as, although it is a Commonwealth library, it is also a national library, and assuch, has different foci, programs and priorities than special libraries delivering informationservices to public sector organisations. A total of 126 libraries were surveyed, with 102overall responses received.

    As part of this study, libraries were surveyed to discover which of the 15 digital library

    activities identified by Schiller and Von Wahlde they were performing. This question received98 responses, with libraries performing activities as shown in Figure 3.

    Figure 3: Digital Library Activities in Commonwealth Libraries

    76%

    60%

    55%

    100%

    23%

    40%

    58%

    64%

    86%

    86%

    79%

    65%

    40%

    65%

    70%

    13%

    0% 20% 40% 60% 80% 100%

    Electronic document

    delivery

    Access over

    ownership

    Cooperativedevelopment

    Internet/ Intranet site

    Access from single

    workstation

    OPAC holdings

    enhancement

    OPAC gateway

    End-user access to

    files

    Connection with the

    Internet

    Client training -

    Internet

    Client training -

    Searching

    Electronic journals

    Digitisation project(s)

    Electronic requests

    by clients

    Electronic full-text

    Other

    VirtualLibraryActivit

    % Libraries

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    CREATING DIGITAL LIBRARIES 8

    An examination of the digital library activities undertaken in Commonwealth libraries showedthat some activities were undertaken by far more libraries than were others. For example,100% of respondents were involved in the development of Internet and Intranet sites, yetonly 40% had digitisation projects underway. Electronic document delivery was in use in 76%of respondent libraries, yet just 40% listed external library holdings on their OPACs. Only23% had embraced the notion of access to materials through a single workstation, yet 86%were conducting client Internet training.

    When grouped into the eight categories of digital library activities shown above in Table 1,the average percentage of Commonwealth libraries undertaking each activity was as shownin Figure 3.

    Table 3: Digital Library Activities Performed by Commonwealth Libraries

    ACTIVITY % OF LIBRARIES

    The Internet and Intranets 93%

    Integrated access to

    resources40%

    Digitisation of materials 40%

    Electronic publications 68%

    Electronic document delivery 76%

    Resource sharing 60%

    Cooperative activities 55%

    End-user services 74%

    THE DIGITAL LIBRARY ENVIRONMENT IN COMMONWEALTH LIBRARIES

    Commonwealth libraries were also surveyed about how important they perceived the various

    environmental issues shown in Table 2to be. Respondents rated each issue using a 7-pointscale, from most unimportant to most important. The responses received were thenweighted, with each score being multiplied by the number of votes received. The individualweighted scores were as shown in Figure 4.

    Figure 4: Issues of Importance to Digital Library Development (Weighted)

    606 600 597 586 58 4 581547

    50 8 500 486 484 482 476 458 454411 40 3

    0

    10 0

    20 0

    30 0

    40 0

    50 0

    60 0

    70 0

    Fun

    dingch

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    s

    Organ

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    uppo

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    Appropr

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    chnologie

    Traine

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    Staff

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    Resou

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    Human

    resource

    issu

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    Strate

    gicpla

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    g

    Infra

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    men

    C

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    tissu

    es

    Securitya

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    yissue

    Coop

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    Electronicp

    ublis

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    Issue

    Weightedsco

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    CREATING DIGITAL LIBRARIES 9

    When these responses were grouped into the environmental issue categories listed in Table2, client issues were considered most important, with financial issues only slightly less so.The relative importance of all nine issues was as shown in Figure 5.

    Figure 5: Digital Library Environmental Issues (Weighted)

    There was little difference in terms of relative score between the ranked categories, with aspan of just 127 points between them. This suggests that the various issues that impact on

    the digital library environment have relatively equal importance, with none assuming muchgreater significance than another. Further, when respondents were asked to nominate otherissues of importance, there were no issues suggested which did not already fit either withinone of existing groups, or in one of the specified digital library activities in Table 1. Thiswould seem to indicate that respondents saw no significant gaps in the proposedenvironmental issues, and that the model of the environment is reasonably complete.

    CONCLUSION

    Based on the literature in the field, a model for digital libraries was formulated as shown inFigure 2, with the model comprising the components that made up the digital library andfactors that impacted on its environment. Originally, it was considered that all components

    were equally applicable to all libraries, as the literature on the topic did not provide anyguidance as to the relative importance or utility of each activity.

    However, an examination of the digital library activities undertaken in Commonwealthlibraries showed that some digital library activities were undertaken by far more libraries thanwere others. Based on this, it appears that certain activities can be described as beingessential to digital library development, while others may be considered optional. In thismodel, those components that were undertaken by an average of 65% or moreCommonwealth libraries have been deemed core digital library components. Those activitiesthat had an average participation rate of less than 65% may be considered more peripheralto digital library development.

    581 57 7542 54 1

    499 49 6 483 47 9454

    0

    10 0

    20 0

    30 0

    40 0

    50 0

    60 0

    Clie

    nt

    Fina

    ncial

    Person

    nel

    Tech

    nolog

    ical

    Organisa

    tional

    Man

    agem

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    Collabo

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    n

    Legal

    Subje

    ctdisciplin

    e

    Issue

    WeightedTota

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    CREATING DIGITAL LIBRARIES 10

    On this basis, Internet and Intranets, electronic publications, electronic document deliveryand end-user services comprise the core digital library components, while integrated accessto information, digitisation of materials, resource sharing and library cooperation are optional.The model of digital library components proposed at Figure 1 has therefore been revised asshown in Figure 6.

    Figure 6: Revised Digital Library Components

    There were various issues of importance that made up the nine major issues that fed into thedigital library environment, as shown in Table 2. When these issues were weighted andranked (at Figure 5), there was little difference between the scores from the first and lastranked issues. This suggests that the various issues that impact on digital libraries haverelatively equal importance to their potential for success, with none being vastly more

    important than others. Further, when respondents were asked to nominate other issues ofimportance, there were no issues suggested which did not already fit either within one ofexisting groups, or in one of the specified digital library activities. This would seem to indicatethat the proposed environmental issues are reasonably complete, with no major gaps. In lightof this, the digital library environment proposed at Figure 2has not altered.

    Therefore, taking account of the alterations made in Figure 6, the digital library and itsenvironment may be illustrated as shown in Figure 7below.

    ResourceSharing

    IntegratedAccess toInformation

    LibraryCooperation

    Digitisation ofMaterials

    Electronic

    DocumentDelivery

    End-UserServices

    Internet andIntranets

    ElectronicPublications

    OPTIONAL DIGITAL LIBRARY COMPONENTS

    CORE DIGITAL LIBRARY COMPONENTS

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    CREATING DIGITAL LIBRARIES 11

    Figure 7: Revised Model of Digital Libraries and their Environment

    Financial Issues ManagementIssues

    LegalIssues

    Subject

    DisciplineIssues

    DIGITAL LIBRARY ENVIRONMENT

    PersonnelIssues

    ClientIssues

    TechnologicalIssues

    CollaborationIssues

    OrganisationalIssues

    ResourceSharing

    IntegratedAccess toInformation

    LibraryCooperation

    Digitisation ofMaterials

    ElectronicDocumentDelivery

    End-UserServices

    Internet and

    Intranets

    Electronic

    Publications

    OPTIONAL DIGITAL LIBRARY COMPONENTS

    CORE DIGITAL LIBRARY COMPONENTS

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    CREATING DIGITAL LIBRARIES 12

    The model of digital libraries proposed in this research (at Figure 7) was formulated based onthe general literature on digital libraries. It has only been tested in the Commonwealth speciallibrary sector in Australia. As discussed in the introduction to this paper, special libraries tendto be quite unique, depending upon the nature of their parent organisation. Further testing ofthe proposed model in other library settings would be needed to show whether it truly hasuniversal application. However, given that the basic model was developed from digital libraryliterature drawn from all library sectors, and has proven appropriate to the Commonwealthlibrary sector, it seems likely that it can provide a sound starting point for other librarieswishing to develop digital libraries suitable for their organisations.

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    CREATING DIGITAL LIBRARIES 13

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