~. r荒 J"urnal ,,( Erl 間 "ω叫 /\.'l ('<.ha & L, brary S叫的紗~， V" I. '17, N" , 叫 1 Y!.划}仲 1 'l7. 1油 PLANNTNG PROCESS AND CONSIDERATIONS FOR A STATEWIDE ACADEMIC UBRARIES TNFO RtY!ATION SYSTEM IN OHIO Hwa-Wei Lee Direc /Qf of Libraries Ohio Unirersity Athem, Ohìo, U.S.A Abstract Academic libraries in OhÎo have led in cooperalive library automatio吼 叫th the establishment of OCLC in 1967 as one example. Beyond OCLC, which provides onlîne shared cataloging , interlibrary loan and the world's largesl bibliographic database, many have developed or acquired 1。“ l syslems to meel the needs ofindividuallibraries. A 1986 study by the state Board of Rcgcnts recommcndcd d他vc\opmcnt of an Qhio Librarics lnfor- mation Syslem (O L1 S) which would permit studcnts and facu1ty at any public university 10 have full açcess 10 the resourccs al any public univcrsity in the statc. Bcyond bibJi ograph ic acc~錯， the ~ystem emphasizes infor mat ion dclivery. This paper dcscribcs thc planning process and considera tions of the sySlem which wi11 go 10 REP in Ju ne 1989 1. Ohio: Th e Birth Place of OCLC Cooperation for automatîon and resource sharìng among academic libraries , especîally the state-supported universi ty lîb- raries, has been firmly established in Ohio since the 1960s. The most important accomp lishmen t was the establishme nt of OCLC 1'17 ~':\.~ 耐 I lX JO\l rn叫 of Edllc削他可 I Mt,d ", ~也 L， hr，， 'y &i ，'n 月積 ~7 : :! ( Wi間kr l !l!叫 in 1967. Originally , OCLC was the abbreviation for Ohio Co lJege Li brary Center , an entity founded by a group of academic libraries whose institutio l1s were members of the Ohio Co l1 ege A血。 C!a tlOl1 Under the leadership of the Inter-university Library Councìl (l ULC) , an informal organization of the Iibrary directors of state- supported universitîes , initial funding was obtained from the Ohio Board of Regents, the planning and coordinating agency for all state-supported institutions of higher education. OCLC's success in creating a central bibliographic database of MARC (MA chine- Readable Cataloging) records to facilitate online , shared cataloging by participating libraries induced many other libraries to join Within fifteen years, OCLC had become a mu1t i-type library network. The membership had grown from 48 in 1967 to 2,934 in 1982 , covering every state of the Union (Maciuszko , 1984: 17 & 219). The expanding membership caused OCLC to change its name and governance. Today , OCLC stands for the Online Computer Library Center. As of J une 30, 1988, OCLC had 9 ，4日 o participating libra刊e濁。f all types and sizes in 50 states and 23 other countries with 17 ,748 ,222 bibliographic records , making it the world法 largest bibliographic database. In 1987-88 alone , 2 1.9 million books and other materials were ca taloged into the data- base , and 3.78 million transactions for interlibrary loans were handled (QCLC, 19日 8) By the late 197日 s and early 1980s, with the advances in min卜 computer technologies, many libraries found it desirable to deve10p or acquire loca llibrary systems for other library functions not provided by OCLC, ln 1988 , there were 50 library systems ve ndors in the market (Walton & Brid餌， 1988) , most claiming to include a variety of integrated library fun ctions. Additiona l1 y , many of these systems are capable of networking among a group of libraries on a local or regional basis. Even with local systems, most libraries still participate in OCLC for shared cataloging and interlibrary loans. 111 Ohio , for example , of the thirteen state- ;.:，;.合 ..:;'t; • ~ L~" : I'lannmg I'roc“S 仙d ConsiderallOn" for I.， Þrar 開 I"f()m， ~non SysI ,'''' !2!1 suppo r ted unîversities and two me d ical co lleges, a ll of which a re members of OCLC, one has a locally d eveloped system and eight othe rs h ave acquired loca l sys t em (Table 1). Nea r ly all are capable of providing an online public access catalog (OPAC) , acquisitions , fund accountin皂， circulat ion , and serials control Table I Automltcd Local Lìbrary Systems ìn Ohìo Pu blìc Univer創世的 UnivenitylMcdical Co llege University of 岫'"" Qhio Univ可erslty Youngstown Stale University h叫ing Green State Univ University ofCincinnali Ohio 5tate University 、'1right 5tale University Oeveland State University Kem State University University of Mian甘 Central 51ate University Sh，削閥割ate University University of Tolcdo Medical CoUege of Ohio Northeast Qhio Univ. CoUege of Medicine Local Systcm Virginia Tech Library System Virginia Tech Library System Virginia Tech Library Systcm OCLC LS/2000 Washinglon Library Network LC5 (Lo cally developed) Data R的earch Associates NQTlS NOT1S No ~stem No systcm No system No system No systcm No system To facilitate re口source sharin皂， the thirteen university libraries have a reciprocal borrowing agreement allowing faculty and students at these universities to use each other's libraries. Inter- Ii brary loan and photocopy req uests among IULC libra ries receive priority attention and are free of charges. T hose libraries with a local system allow the o t her libraries remote d ial-up access T h rough OCLC these tib raries all have acce鉛 to the bibliographic records of the o t hers; however, such records do no t in d icate the 三 l::IIf Juurnal 叫 Edurauon叫 M叫ia ~是 I 山r，or y S<:;們'ct" ~'7 : ::! (W,nl<:r 1蛇m number of copies in a given library nor circ叫ation status Information on serial holdings is o ft en incomplete or absent Further, OCLC's massive database does not yet allow for subje口， keyword , or boolean searching. Most local systems provide these capabilities 2. A New Initiative ln 1986, facing massive requests for new and enlarged library facilities on sta t e-supp o rt ed campuses, the stat e legislature man- dated that Ohio Board of Regen t s asses心 th e need for space by the uni versity libraries and possible alternatives. The Board created a seventeen-member Li brary Study Committee, cha ired by Dr Elainc Hairston , Vice Chance Jlor for Academic and Special Pr。 grams of the Board of Reg凹的， consisting of a university presi一 dent , a provost , two vice presidents , two dean s, two library dire ctors, a professo r, an OCLC researcher, a publisher, and four additiona! Board of Regents senio r staff officers. The Committee decided early in its d eliberations that its charge would require assessment o f “ the rol e of th e academic Ubrary . . . in its broadest con t emporary sense" and that it "should co nsider such oppor- tunities for improvmg the quality of libraries as might appear in the context of its considerations." (Ohio Board of Rege nts, 1987 vii) In its published report of th e year-Iong study (Ohio Boa rd of Regen t s, 1987), th e Committee felt that This wîder perspective is nec的sary because the academic library of today ha. a thl't'efold purp。紹 ， scrving not only as a storehouse of information but also as a gatcway to information hcld e1scwhc悶， and as a center for instruction about information. (p 泊。 According旬 ， the Committee's recommendations centered on ~~ Lee : Plann ll\l!; Pr<.><;c.s and Con~lderauon~ for Lihrarie. Jnfonn削ion Sy~'~'" 的l three broad a reas 的 eoUaboration. which en曲mpuses a 扇風阱。f iJlues JUch aJ曲.u. borative a呵Ulstnons. 仙ared ac僧U， and shared ston阱， 2) technology, including high density me.帥。r P"叫“tion such aJ the uisting micrororm and the emefiing compact disk 3)“ternatlve 5t。開阱. including 伽削。“ m.酬。ds of maintaining rarely u.sed malerials In a wareh間.se enVÎJonment_ (p_ vü) The principal recommendation for collaboration was to implement "as expeditiously as possible a statewide electronic catalog system" - the project , initially the Ohio Lib rary Access System (OLAS) was later named the Ohio Library Information System (O LlS)_ Co l1 ateral recommendations inc1 uded r etro- spective .conversion of remaining paper catalog records to MARC format , the development and implementation of a statewide delivery system for library materials, and a plan for a cooperative preservation program 3. 0h岫Library Jnfom旭tion System: The Ratio nale 500n after the release of the Committee Report , the Ohi。 Board of Regents acted to begin planning for a statewide electron ic Iibrary system_ They commissioned a feasibility study (RMG Consultan筒， 1988) and an evaluation of centralized vs. distributed approach目 to the statewide system (Hurley , 1988), established a steenng committee and three task forces (one each for systems managers, librarians, and users), held a working conference featuring reports of experts on multi-campus systems from seven different states, drafted a planning paper and held re&Îonal hearings, and prepared a “ Request for Information" (RFI) document. A chrono logy of events from the formation of the Lib間ry Study Committee to the issuance of the RFI is recorded in Table 1I 1:12 - • JOUrrlßl 01 Educ~tlo 叫伽如(ha & I.i[, rary Sci..n~~. '.!l : 2 (Wirllt. 1990) FalI 1986 Sept.1987 FalI I987 T.bl~ 11 O! ronology of Evcnb Llbrary Study Committee fonned by Ohio B個.rd of Regenu Library Smdy Committee report, p，旬greu Th rough Col IDbonu;o，爪 Sto'Qge， Qnd Technology , Isω.d Ohio Board of Regents 回mm.甜。ns a feasibill吵 sludy of statew而de syste m fro m RMG Associales W'"惚r 1987 Stee ring Committce 叩pointcd March 1988 Taslc: Forces (or sYltems managen, librarians, and usen established Apr.-Aug. 1988 Task Forces m叫. work loward p1anning documenl and July 1988 Summer 1988 RFI Board of Regenls receives capi叫 budgel appropriation 。($2.5 mUlion for planning Board of Rege nts eommisslons an evaiuation of cen tralized 'IS distributed app間)8ch to stalewide syslem Scpt. 1988 Co-d irectou ror pJa nning hired s.p' 油， 1988 Dtaft of planning paper cirωlo"，d Sep t. 27一28 ， 1988 Working Conference I in Columbul N肝 2 ， 1988 Planning Pa pcr circulatcd '"阻c. 5-9 , 1閃9間8閻8 R.叩E斟."甜a刮J h.組artngs 0酬n the pl恥a Dec. 1 6 ， 1 9呵8閻8 R連 FI dtaft eαU~吼仙‘u叫.1岫aled Feb. 3, 1989 RFI sent to ycndors Tabl e UI presents th e Projec ted Ti m etabl e of Future Actions T.bk m Projecud T血曲kof Ma戶Action. Apr. 15 , 1989 May 2-3 , 1989 June 15 , 19帥 3凶y-Aug . ， 1989 Sepl. 4, 1989 5ep l. 15 , 1989 Scpt. 22, 1989 Dec. 1 間的 July 1 1990 Vendor responses 10 RFI due Working Conference 11 in Kent RFP sent to vcndofl Vendor demonstra包。.... RFP responses due Capital budget requeJt fo r 199品" ACling duector and initlai staff hlred Vendo rlsYltem se lectcd Capl叫 budget for 1990-92 aval1able 呵，、. 口可 • t.." I'lanninl! Proc.,,;s and Consid<,ral;ons for L;brar;c~ Informa1 ;on Sys!"m 133 Aug. 1, 1990 July 1, 1991 Operatin唱 budget for 1991-93 Operating budget for 1991-93 availablc First Ph ase of lmplementation Begins The planning Paper, issued on November 2 , 1989 (OLAS Steering Committec , 1988), was divided into the following sec tion s (;QaJ statement Need for an Ohio Library Information System Assumptions Governance issues 一 Tentati瞻仰吋ect timetable Because th e cu rren tJ y insta ll ed six different lo ca l systems at the nin e IULC Iibraries are not compatible, direct communi cation affiong them is impra ct ica1. OLIS will conn ect lo cal systems at the thirteen state universit i間， plus the two medi cal co l1eges. QLlS is co n ceived as a multi-dimensional information system which will integrate traditional ca talog and circulation functions for a state- wide system wîth a docu ment delîve ry service to make the infor matî on resour ces readtly available for users from each particîpating university and beyond The Ohio Board of Rege nts has e mphasized the importance of the system by incorporating OLlS into its Selective Excellence initiatives - nationally acc1aimed challenge grants to encourage outsta nd ing programs specia !! y funded by the State of Ohio A1though O LlS will dîrectly benefit the faculty , researchers and st udents of the stat e-suppo rted unîversîties initîally , th e sys t em will be available to all citize ns in Ohio and latcr may be expanded 10 include other institutions of high er learnin g an d othe r types of Iibraries The Planning Paper (OLAS Steering Committec, 1988: 4-5) identìfies the following reasons for creation of OLIS 同』 '" Joomal 01 Educ8 110nal M吋;8& [巾rary S<:icnc<'K 'n : 2 (W,"'... L9'JO) Acc:eu 10 the divefSt re50urces of IULC übrarles Enhanee interlibrazy I。帥 and intcr-祉utitutional borrowin4ι Cooperativc 四.JIection devclopment and management AcC<. S. The Road Ahead At the time of this writing (March 1989) , the Request for Inform ation (RF I) document has gone ou t to some 5日 vendors and interested parties. The responses are due on Apri1 15. In the meantime, the Task Forces a re working on functional speci日ca tions which will be in cJ uded in the Request For Proposa1 (REP) do cument to be 悠sued on June 1 S. Specia1ized consultative working conferences on the functional specifications are schedu led for late April and a second general working conference is schedul ed on May 2-3 to consider the vendor responses to the RFI and to finalize the RFP Although the fmal shape of OLIS is sti1l un cJear , al1 involved in the process are encouraged by the progress thus far and remain 。ptimistic about the future. Many questions rem到n ， some of which will not be answered until the vendor and system have been ' 學f Lee : 1'1a,"""1,t Pr<