ILL Committee Liaison Report--Association of Research Libraries

2003 ALA Midwinter Meeting

Table of Contents
* New Approaches to Collection Management and Access Services:
Survey and Task Force Report Available
* ARL Forms Committee on Collections and Access Issues
* ARL Task Force on Special Collections Update
* AAU/ARL Global Resources Program Update
* German Resources Project Update
* Japan Journal Access Project’s Global ILL Framework Initiative Update
* Assessing ILL/DD Services Study Underway
* ILL Protocol Implementors Group Update
* Libraries & Courseware the Focus of Portal Applications Forum at ALA
* Portal Applications Working Group Update
* Scholars Portal Project Update
* ARL and CRL Cosponsored Conference on Cooperative Collection Development
* AgNIC (The Agricultural Network Information Center) Profiled
* ARL Promotes Open Access
* LibQUAL+™ Shows that Users Demand High-Quality Content and Electronic Delivery
* E-Metrics Project Update
* Survey Examines State of Preservation in College and Research Libraries
* SPARC Paper on Institutional Repositories Published
* Institutional Repositories Workshops Attracted Wide Interest

New Approaches to Collection Management and Access Services: Survey and Task Force Report Available

The results of a survey of New Approaches to Research Library Collection Management and Access Services are now published on the ARL Web site. In the summer of 2002, 60 ARL libraries contributed over 150 brief descriptions of new library programs or collection management activities. The result is a rich and informative database describing how research libraries are responding to changing patterns of user behavior. The database is a useful resource to consult for ideas for local application as well as for raising awareness about how research library roles are changing. A Web interface allows a search of the results in several different ways — by type of change or activity, by size of library collection, or by key words included in the description submitted by libraries. The ARL Collections and Access Issues Task Force conducted the survey to support their analysis of how research library roles are changing.

In addition to the survey database, ARL has published the report of the Collections and Access Issues Task Force. The report summarizes recent research on the changing patterns of information use and, based on an examination of the survey results, characterizes the significant changes and innovations that are occurring in research libraries. The report also identifies some of the factors that appear to influence the general climate of change and innovation in a research library and its institution.
Together the task force report and the examples in the survey database present a well-illustrated picture of the interdependent and very fluid environment of research libraries and how these libraries are changing. For more information, contact Jaia Barrett <>.

New Approaches to Research Library Collections Management and Access Services, Survey Results. Available on the ARL Web site <>.

“Collections & Access for the 21st Century Scholar: Changing Roles of Research Libraries.” A Report from the ARL Collections & Access Issues Task Force. Published as a Special Issue of ARL: A Bimonthly Report of Research Library Issues and Actions from ARL, CNI, and SPARC, no. 225, December 2002. It is also available on the ARL Web site <>.

ARL Forms Committee on Collections and Access Issues

A new ARL standing committee is being formed in 2003 by merging and updating the agendas of two previous distinct committees, the Access to Information Resources Committee and the Research Collections Committee. The ARL Board made this decision based on the findings of the Collections & Access Issues Task Force about the value of blending ARL consideration of these issues and after discussions with the chairs of the two standing committees. The Board also accepted the task force's “Recommendations for the ARL Agenda” presented in their report (see above item). For more information, contact Mary Jackson <>.

ARL Task Force on Special Collections Update

Yale University Library hosted the October 2002 meeting of the ARL Task Force on Special Collections. The task force is composed of both directors and special collections librarians from ARL libraries. The meeting at Yale focused on developing further task force projects: a principles statement articulating the role and importance of Special Collections, a white paper and conference on improving access to "hidden" and other special collections, a statement of need for extending the training and recruitment of curators for special collections, and identification of statistics and performance measures that better describe the role and contribution of special collections in research libraries. As the Task Force proceeds with its work, opinions from the library and scholarly community and the efforts of volunteers are welcome. Input and/or expressions of interest in participation may be directed to any of the following: Joe Hewitt <>; Barbara Jones, University of Illinois at Urbana-Champaign <>; and Alice Schreyer, University of Chicago <>. For more information about ARL's special collections activities, including the task force charge, membership roster, and minutes of meetings, see <>.

AAU/ARL Global Resources Program Update

A new phase of the AAU/ARL Global Resources Program (GRP) is now taking shape, following staffing shifts and the successful conclusion of the program’s Mellon grant. Dan Hazen (Harvard), the ARL Visiting Program Officer currently directing GRP, presented “The AAU/ARL Global Resources Program—Phase II: Discussion Document on Goals, Priorities, Operating Principles, Budget Requirements, and Desired Outcomes” to the ARL Board and the Research Collections Committee during their meetings in October. This paper, which was also distributed to ARL’s full membership, is available on the Web at <>.
A new Global Resources Program Advisory Committee, chaired by Paul Mosher (University of Pennsylvania), will hold its initial meeting in February 2003. The program plans to foster several new projects, among them one on the Middle East and perhaps one on an interdisciplinary topic that will cut across geographic areas. New strategies for financial stability, along with new organizational alliances, are also under consideration. Ongoing activities include communications about and advocacy for international information needs in a variety of forums. For more information, contact Dan Hazen <>.

German Resources Project Update

The German Resources Project operates as part of the AAU/ARL Global Resources Program. GRP members may subscribe to Xipolis, a collection of online German reference resources. In fall, Xipolis informed the German Project that the nine titles published by the Spektrum Akademischer Verlag no longer are available via Xipolis; eight titles from other publishers remain. New subscriptions to Xipolis are being accepted from members of the German Resources Project. The next registration deadline is January 31, 2003. Registration details may be found at <>. Registration questions may be sent to Mary Jackson <>.
Another activity of the German Project was access to GBVdirekt/NA, a document delivery service focused on journal literature. One of the benefits of the service was a centralized payment option managed by ARL for GRP members. Changes in GBV invoicing required ARL to advise German Project members to stop ordering via GBVdirekt/NA at the end of January 2002. The GBV accounts held by ARL have been closed and reimbursements for unused deposit account funds issued. Participants may choose to initiate orders via the SUBITO Document Delivery service, although that service does not yet offer a comprehensive payment plan. SUBITO plans to offer credit card and deposit account options at some point in the future. Information on the SUBITO service may be found at <>. Questions may be sent to Mary Jackson <>.

Japan Journal Access Project’s Global ILL Framework Initiative Update

At the end of 2002, 55 libraries had joined the AAU/ARL/ NCC Japan Journal Access Project. The North American Coordinating Council on Japanese Library Resources (NCC) is a co-sponsor of the Japan Project. Thirty-one of the Japan Project participants have chosen to participate in the Project’s newest interlibrary loan (ILL) and document delivery (DD) project, the Global ILL Framework (GIF). Participants, including ARL and non-ARL libraries, may order photocopies from nearly 60 Japanese university and academic libraries. North American participants use OCLC to place and receive orders, OCLC’s ILL Fee Management (IFM) service to pay lending fees, and Ariel to send and receive documents. Japanese participants receive requests on the NACSIS ILL system, use IFM for payment, and use EPICWIN to send and receive articles. In June, GIF will be expanded to include the returnables (loans). This is the third document delivery initiative between North American and Japanese libraries but the first to use the International Organization for Standardization (ISO) ILL Protocol for communication of ILL requests between OCLC and NACSIS ILL systems. The first document delivery initiative with Waseda University now has 29 North American participants, including several non-ARL libraries, and the second, now-completed document delivery project tested e-mail ordering between a small number of Japanese and North American libraries. For more information, contact Mary Jackson <>.

Assessing ILL/DD Services Study Underway

Seventy-five research and academic libraries are participating in the latest study of interlibrary loan (ILL) and document delivery (DD) performance. This self-funded study will collect unit cost, fill rate, and turnaround time for mediated ILL/DD services. New to this study is collection of the same measures for user-initiated services for libraries that offer such service. In late 2002, a small group of libraries tested the revised instruments. The final instruments for the mediated ILL services will be distributed to participants by February 6th, with the instruments for user-initiated and the turnaround time survey following later in spring. Results will be disseminated to participants and publicized to the community this summer. Mary Jackson is the Principal Investigator for the Study and is assisted by Tom Delaney, Coordinator, Interlibrary Loan Services, Colorado State University; and Bruce Kingma, consulting economist for the previous study and Associate Dean at Syracuse University School of Information Studies. For more information, contact Mary Jackson <>.

ILL Protocol Implementors Group Update

Members of the ILL Protocol Implementors Group (IPIG) are finalizing revisions to version 3 of the International Organization for Standardization (ISO) ILL Protocol, the communication standard for ILL requests and responses. Because version 3 includes enhancements, vendors and organizations should upgrade their software from version 2 to version 3.
Also nearing completion is the “Directory Services for Interlibrary Loan.” This directory establishes the information model for recording information about ILL lending policies, contact information, charges, communication methods, and other details needed to select potential lenders. OCLC is using this framework as it revises its Name Address Directory (NAD) for OCLC members and has made a long-term commitment to host the American node of the distributed international directory. The National Library of Canada and the National Library of Australia have also agreed to host directories for their respective countries and several other countries are investigating the possibility of hosting the directory. For more information, contact Mary Jackson <>.

Libraries & Courseware the Focus of Portal Applications Forum at ALA Midwinter

At the ALA Midwinter Meeting, ARL will present a “Forum on Portal Applications” Friday morning, January 24, 2003, from 9:00 a.m. to 12:00 p.m. in Room 102A of the Philadelphia Convention Center. The session will focus on how libraries are managing and/or integrating course/learning management systems into their portals. Presentations will be given by Michael Whitchurch, Utah, on Web CT; Steve Gass, MIT, on Open CourseWare; and John Kiser, University of Pennsylvania, on BlackBoard. Directors and senior staff from ARL member libraries are encouraged to attend. For additional information, please contact Mary Jackson <>.

Portal Applications Working Group Update

The ARL Portal Applications Working, chaired by Sarah Michalak (Utah), seeks to foster the definition and development of portals for research libraries and the communities they serve, and ensure ARL’s presence in discussions of similar initiatives advocating the integration of information technology and content for the benefit of the academic and research communities. The working group is monitoring how libraries are applying portal technology and identifying common issues or barriers to successful implementations. The group is nearing completion of an update of the February 2002 survey of ARL member activity regarding portals. For more information, contact Mary Jackson <>.

Scholars Portal Project Update

The Scholars Portal Project is a three-year collaboration between several ARL member libraries and Fretwell-Downing Inc. (FD) to provide software tools for an academic community to have a single point of access on the Web to find high-quality information resources and, to the greatest extent possible, to deliver the information and related services directly to the user's desktop. Current participants include the University of Southern California, University of California-San Diego, Dartmouth College, University of Arizona, Arizona State, University of Utah, and Iowa State University. The participants have installed software and are beginning to develop plans for introducing the portal on their campuses. For more information, contact Mary Jackson <>.

ARL and CRL Cosponsored Conference on Cooperative Collection Development

ARL joined with the Center for Research Libraries (CRL) to provide a forum for a select group of library and other academic professionals to explore the new dynamics and economics of cooperative collection development. The meeting, held November 2002, explored how limited resources for acquisitions and the myriad challenges posed by e-journals, databases, and other digital materials for scholarly research are eliciting innovative new approaches to building collections in both electronic and hard copy <>.

AgNIC (The Agriculture Network Information Center) Profiled

AgNIC leaders from five research libraries prepared an article for ARL that profiles the Agriculture Network Information Center. The article describes a remarkable story of successful collaboration that has extended the collection strengths and services of many libraries into an active Alliance with the National Agricultural Library, the U.S. Department of Agriculture Cooperative Extension services, as well as other interested institutions. The authors describe examples of collaborative projects and highlight what has been done with minimal overhead, bureaucracy, and funding. See “Partnering for Improved Access to Agricultural Information: The Agriculture Network Information Center (AgNIC) Initiative” by Melanie Gardner, National Agricultural Library; Jean Gilbertson, University of Wisconsin; Barbara Hutchinson, University of Arizona; Tim Lynch, Cornell University; Janet McCue, Cornell University; and Amy Paster, Pennsylvania State University (ARL 223, August 2002) <>.

ARL Promotes Open Access

In early 2002, an ARL task force recommended that the Association promote "open access to quality information in support of learning and scholarship" and developed a five-year plan to achieve this goal. As one of the first steps in implementing the ARL Action Agenda on Copyright and Intellectual Property, the Office of Scholarly Communication has created the Open Access Web site. <>. The site is meant to encourage discussions among library staff, campus administrators, university counsels, faculty, and policymakers about open access and how its application in research institutions can provide a cost-effective way to disseminate and use information. It highlights the key points to consider in thinking about and discussing open access, gives examples of open access implementation, and provides sources for more information. Also available on the site is a PDF version of the briefing paper, “Framing the Issue: Open Access,” that may be downloaded and distributed. For more information, contact Mary Case <>.

LibQUAL+™ Shows that Users Demand High-Quality Content and Electronic Delivery

More than 78,000 library users across 164 institutions participated in the spring 2002 LibQUAL+™ survey; the aggregate results are now available on the Web in PDF format. The findings offer a number of insights into user preferences and expectations. Results show that library users have a strong demand for reliable content and also for content delivered at their desktop. In the aggregate, these users said that their libraries were most successful in providing physical facilities that meet their needs and in providing trained and caring staff. The dimension of service quality for which these users have the highest expectations is "personal control," i.e., services and tools that enable patrons to easily access and use information independently. The area that users identified as especially needing improvement is access to information (e.g., complete runs of journals, comprehensive print collections, convenient business hours, interdisciplinary resources/services, and speedy interlibrary loan). The results have major implications for how libraries develop and deliver collections and library services to their communities. The results of the survey are reported in two notebooks, one that aggregates the results from users in ARL member libraries <> and a second that includes the results from users in all participating libraries <>. For more information contact Consuella Askew Waller <>.

E-Metrics Project Update

Thirty-nine ARL member institutions are exploring the feasibility of collecting and reporting the data elements tested in earlier phases of this project as outlined in the manual <>. The data collection cycle is currently underway and expected to be completed by early December. Gordon Fretwell, long-time consultant for the ARL Statistics and Measurement program and a recent retiree from the University of Massachusetts Library, will be compiling and analyzing the results. For more information, contact Martha Kyrillidou <>.

Project COUNTER, an international effort sponsored by ARL as part of the E-Metrics project, aims at developing a uniform code of practice for reporting publisher and vendor statistics to libraries. At its meeting on December 5, 2002, the COUNTER Steering Group issued Release 1 of the COUNTER Code of Practice on 14 January 2003. It is available on the COUNTER Web site <>. The Code of Practice specifies in detail the requirements that vendors must meet to have their online usage reports designated COUNTER-compliant. There will be only one valid version of the Code of Practice at any given time, but different levels of compliance will be possible. Release 1 will focus on journals and databases, as these products are not only the most significant budget item for libraries, but also they have been available online for some time and have a core of well-accepted definitions and content structures. The Code of Practice will be systematically extended to cover other categories of publications, such as e-books. The project is actively supported by the international community of librarians and publishers, and by their professional organizations.

Survey Examines State of Preservation in College and Research Libraries

A new joint study by the Council on Library and Information Resources (CLIR), ARL, University Libraries Group (ULG), and Regional Alliance for Preservation (RAP) provides new data on the preservation of library resources today and suggests how professional organizations, consortia, and funding agencies can help academic libraries improve their preservation capabilities. The study’s methodology, findings, and recommendations are described in a report entitled The State of Preservation Programs in American College and Research Libraries: Building a Common Understanding and Action Agenda. The report draws on both survey and interview data. Sixty-eight institutions participated in the online survey, including 17 midsize universities belonging to the ULG, 10 major non-ARL land-grant institutions, and 41 liberal arts colleges belonging to what is known informally as the “Oberlin Group.” The survey was designed to obtain data from these libraries comparable to information on ARL members that appears in the ARL Preservation Statistics for 2000–2001. <>

SPARC Paper on Institutional Repositories Published

In August 2002, SPARC released “The Case for Institutional Repositories: A SPARC Position Paper,” the first major articulation of the strategic rationale for the development of institution-based repositories for work created within institutional communities. < >. The paper has elicited considerable international attention and has presaged surging interest by institutions in creating repositories. SPARC has also developed the “Institutional Repository Checklist & Resource Guide” < (PDF)> and created an online discussion list where individuals interested in institutional repositories can ask questions, share best practices and debate relevant issues. To sign up, go to <>.

Institutional Repositories Workshops Attracted Wide Interest

The October 2002 ARL/SPARC/CNI workshop on institutional repositories attracted over 250 participants. The goal of the workshop was to help academic and research library and information technology directors and their senior staffs begin planning for the implementation of repositories designed to house faculty works, including articles, data sets, images, video, and courseware. Speakers included Paul Ginsparg, Professor of Physics and Computer Science, Cornell University; James Neal, Vice President and University Librarian, Columbia University; Joseph Branin, Director of Libraries, Ohio State University; Ann Wolpert, Director of Libraries, Massachusetts Institute of Technology; Marc Mayerson, Associate Dean of Social Sciences, University of California, Los Angeles; and others. Presentations are available at <>.