University Publications - UBC Library Staff Bulletin

UBC Library Bulletin Feb 28, 1998

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 ~ BULLETIN
UBC     LIBRARY
No. 255 January/February 1998
Mega-Move For Main Stack Collections
Margaret Friesen, Collections Reorganization Project Coordinator, is working with all stakeholders to
implement the planned integration of the Main Library stack collection. This involves not only spacing out
materials into the gaps left by the 500,000-volume move to Koerner, but also relocating most of the Fine Arts
stack collection into the Main Stacks. It's possible that some materials from the 7th floor storage area will
also make the move. All in all, the longterm goal is to reorganize over 800,000 volumes so that floor loading is
evened out and growth space is made available for the Fine Arts and Science & Engineering collections.
The move officially began on January 27. Phase one involves closing up the gaps left when all PR and PS
materials were transferred to Koerner twelve months ago. Just how long the overall project will take is a
function of funding and staff.
DRA Clean-Up Project Team Named
One of the Library's top priorities for 1998 is to deal with outstanding data conversion problems in the new
DRA system. The aim is to complete most or all of this work by the start of classes next September.
To keep the process on track, a Project Team has now been set up. Members are Brian Owen, Systems
Manager (Chair), Nadine Baldwin, AUL for Technical Services, Susan Andrews, Catalogue Division,
Graeme Clark, Systems Division, Kat McGrath, Koerner Serials Division, Martha Whitehead,
Information Services Division, and David Winter, Main Circulation Division.
Reporting to the University Librarian, the team will consult widely, review outstanding DRA data
conversion problems, and identify priority areas, especially for serials. Next steps involve working out
appropriate solutions and procedures for correcting records. Detailed proposals will need to be prepared for
both one-time and ongoing clean-up projects, since all involve financial and staff resources.
Once these proposals have been reviewed and approved, the project team will be responsible for
implementation. This includes management of one-time projects, preparation of documentation and training,
provision of regular progress reports to the University Librarian, and general quality control for ongoing
clean-up measures.
By the end of the eight-month period, the aim is to complete any major one-time projects and see that all
ongoing ones are set up and functioning smoothly.
Collection Endowment Nears $1 Million
By March 31 Library fundraising should achieve the target it has been aiming at for three years. The
Collection Endowment, originally established in 1995, is on track to top the $1 million mark.
At press time the most recent round of fundraising, the Parents' Campaign, had just come to a close.
Although final numbers were not available, the annual appeal had already raised $40,000 toward its $68,000
target in the first 12 days of the January 19 - February 1 fund drive. All proceeds go toward helping the
Collection Endowment reach that $1 million total.
The yearly income from the endowment helps support book and journal purchases. Currently it amounts to
about $68,000.
ubc library bulletin page 2
SYSTEMS UPDATE
I. Migration: The Big Picture
Systems Manager Brian Owen filed this rundown on the four major systems and data
migration projects underway in the Library.
• Admin. Systems Project (ASP)
Although this was not generated by the Library, it affects several of our interfaces with
the rest of the University. By the end of March the campus-wide project will see the
replacement of four major UBC administrative online systems: Finance, Human
Resources, Registrar's Office, and Alumni. As a result, we need to change the way
in which our systems interconnect with the new ones, particularly the Financial
Management and Information System. Library staff who need to use any of the revised
UBC administrative systems will also require new workstation software, and of course
training.
ASP is directly responsible for the need to shut down our LDMS/MTSL systems (see
below). Systems staff are hard at work setting up interface programs to keep things
functioning, especially for key areas such as Acquisitions Accounting.
• LDMS/MTSL Shutdown
With a few major exceptions (Acquisitions Accounting and UBCLINC), all update activity
was turned off by December 1, 1997. The next critical deadline was January 31, 1998,
when any remaining direct MTSL activity was also due to shut down. All of this is in
preparation for the complete disappearance of the LDMS/ MTSL system as of March 31.
Systems is currently producing archival "snapshots" of the major LDMS processing files:
acquisitions, serials, cataloguing and related operations. These will be made available via
UBCLIB for staff who still need to consult them. We're assured that they will continue to
be accessible for some time, and will use many of the same commands and indexes, as
well as a few of the familiar LDMS displays.
• UBCLIB Migration
As the UBCLIB system went into suspended animation in May 1997, and our resources
for supporting it are limited, we have established September 1, 1998 as the date for
migrating heavily used databases and any local files still being updated. The basic
principles guiding this activity were recently circulated to library staff for comment.
(See Catherine Quinlan's online memo to <lib-all>, dated January 9, or check with Brian
Owen.) Owners of record collections in the BIB and OTHer files have also been contacted
so that active collections can be identified and suitable options identified for moving
them off UBCLIB.
Continued p. 3
ubc library bulletin page 3
MORE SYSTEMS UPDATE
Continued from p. 2
• NT Migration
Windows NT is fast becoming one of Microsoft's most heavily
used operating systems. This is especially true for organizations
with a large number of workstations. Although the Library
presently uses Windows 3.1, our current and future applications
programs and software would run to best advantage on NT.
This is why the new Ridington Room Lab is using NT as a pilot
installation on its 30 new Hewlett-Packard workstations. Our
next project is being driven by UBC's new Financial Management
and Information System (FMIS), which requires anyone needing
to access it to have software running on Windows 95 or NT.
During 1998 we expect to convert as many of our existing
workstations as possible to Windows NT. This is obviously a
major Library-wide upgrade, and it will require significant time
and effort from Systems staff. Once some of the initial staff
workstations have made the transition, we will also work out
plans for staff training and orientation. However, it looks at this
point as if the changeover should have minimal impact on staff
use of their workstations, so training requirements should be
fairly low-level.
II. Print/Download Facilities
Our present print/download workstations were developed in the
early 1990's. At that time 25 of them, installed at strategic
locations, were sufficient to support both public and staff
applications. Each workstation consisted of a standard DOS-based
PC with an attached laser printer and debit card reader, for an
overall cost of about $6,500. It ran software developed by the
library to interface with the systems it used at that time (LDMS,
UBCLIB, etc.)
Unfortunately, developments over the past two years have made
this print/download technology obsolete. The Library has migrated
from DOS-, character- and text-based operations to a Windows,
GUI- and increasingly image-based environment. We have also
moved away from the concept of a single central server which could
"run" data storage and printing for a number of applications. We're
now adjusting to a distributed, multi-system environment in which
the Library no longer has the same access or control over the
systems crucial to saving, printing and downloading data.
The concept behind our print/download workstations is still sound.
Basically, we just need to upgrade the hardware and software to
something more suited to today's technologically and user
requirements. The challenge will be finding the staff and financial
resources to put through these upgrades. In the coming months,
Systems will be investigating and costing out interim and longterm
replacement options.
ubc library bulletin page 4
Last Call For Full-Text Trials
Library people have until February 9 to sample three fulltext databases we might want to put up
for UBC users:
Periodical Abstracts Research II Full Text (via ProQuest Direct)
Academic Search FullTEXT Premier (via EBSCOhost)
Expanded Academic ASAP (via Searchbank)
To reach them, start from the Library's main Web page and choose Article Indexes, then
Fulltext Database Trial. More information on this B.C. Electronic Library Network (ELN)
project is available at:
<http://www.ola.bc.ca/eln/panda/fulltext.htm>.
Janice Kreider, Iza Laponce, Jo-Anne Naslund and Sally Taylor are testing the databases and need
your comments. Please contact any one of them before Tuesday, February 9.
E is for Environmental Sci. and Embase
Please welcome two powerful new sci/med online resources. Environmental Sciences and Pollution
Management is now available to all users via the Article Indexes choice from the Library's main
Web page. It's made up of 12 subfiles which can also be searched independently: Agricultural and
Environment Biotechnology Abstracts; ASFA 3: Aquatic Pollution and Environmental Quality;
Ecology Abstracts: EIS: Digest of Environmental Impact Statements; Environmental Engineering
Abstracts; Health & Safety Sciences Abstracts; Industrial & Applied Microbiology Abstracts;
Bacteriology Abstracts; Pollution Abstracts; Risk Abstracts; Toxicology Abstracts; and Water
Resources Abstracts. The coverage more or less speaks for itself, but Joy Kirchner in the Sci. &
Engineering Division would be happy to take questions. See the February '98 Library Extra's
spring training calendar for details of hands-on user help sessions in the Koerner computer lab.
The Excerpta Medica database family (EMBASE, EMBASE Drugs and Pharmacology, and
EMBASE Psychiatry) can now be used on any Ovid workstation. There are eight of these in
Woodward, and others in the Library's three off-campus hospital branches. However, please note
that Ovid databases can't be accessed from other terminals unless users have paid for a special
remote-access account. That said, the EMBASE group of databases adds significantly to our health
sciences coverage. Their strength lies in European and international sources: 3,500 journals from
70 countries, many not currently searchable on MEDLINE. Training sessions will start shortly;
please call Helen Chow at 822-4970 for advance information.
Don't Forget StatsCan's Data Liberation Sources!
Many researchers at UBC require access to Statistics Canada data files. Thanks to the five-year
Data Liberation Initiative pilot project, these are being released for use in far greater numbers,
in return for our annual subscription fee. Whether patrons need census data, digital cartographic
files, income, labour or health surveys, the DLI may have the answer.
For a list of files already available at UBC, go to the Data Services web home page at
<http://www.datalib.ubc.ca>, then follow the link to Data and Documentation Available
Online. For more information on DLI, select Data Liberation Initiative and go to the official
DLI site at Statistics Canada. Or, just contact Hilde Colenbrander at Data Services (822-6742,
or via e-mail at <hilde@datalib.ubc.ca>).
ubc library bulletin page 5
*HSTAFFNEWS Mi
New Appointments
Heather Downey, temporary Financial Records Assistant/
Receptionist, Librarian's Office
Sophia Nicolidakis, sessional LAI, Law
Isabel Pitfield, Coordinator, Vancouver Bibliography Project,
Special Collections & University Archives
Melody Spruit, LAI, Woodward
Gwilyn Timmers, temporary LAI, Circulation
Promotions
David Douglas, to LA2, HSS
Lisa Harries, to LA2, HSS
Janice Kreider, full-time Coordinator of Collections,
Febl, 1998 to Jan. 31, 1999
Alexia Lee, to Clerk2, Collections Accounting and Budget
Anastasia Leontieva, to LA2, BMB
Joyce Peasgood, to LA2, Law
Kerry Steeves, to LA2, Circulation
Regina Tsanas, to LA2, Law
Wendy Varner, to LA4, Fine Arts
Transfers
Lynn Jarvis, to LA2, Circulation
Voluntary Demotions
Arlene Kofol, to LAI (50%), Woodward
Angela Yokoyama, to LAI, St. Paul's
Extensions
Doug Brigham, hourly librarian, Systems, to March 31, 1998
Marnie Burnham, hourly archivist, Special Collections & Archives,
to February 13, 1998
Jo-Anne Naslund, Acting Head, Education Library,
to February 28, 1998
Goodbyes
Chris Brayshaw, LAI, Circulation
Heather Douglas, LA2, Law
Jim Harries, Clerk2, Collections Accounting & Budget
Catherine Howett, LAI, Woodward Jane Latter, LA2, Law
Peggy Ng, Human Resources Assistant, Librarian's Office
Jean-Philipe Wilmshurst, Sec5, Librarian's Office
In Memoriam
Leslie Ashford, former Library Development Officer, passed away
January 18, 1998.
ubc library bulletin page 6
J[   f  A
MORE STAFF NEWS
Fond Farewells
Four special people took retirement at the end of 1997. Over the years each made a unique
contribution to a major area of the Library.
Don Dennis joined UBC's Data Processing department in 1966, and became Supervisor of
Programmer /Analyst operations in 1969. Aye ar later he moved to the Library as Systems
Analyst, and by the 1990's was overall Head, Systems Division —just in time for DRA! ...
Meanwhile, Nancy Forbes had been completing a BSc, two nursing degrees, and an MSc in
Nursing prior to her 1982 MLS at UBC. She joined the Library at that time as a reference
librarian in the Biomedical Branch, and since 1991 was our librarian in charge of BMB ....
Howard Hurt (BA, Teacher Cert, BLS, UBC and Certificat d'Etudes Francaises, U. de
Grenoble) taught school for six years before taking library training, worked at SFU for one
year as a librarian, then came to UBC in 1968 as head of the pioneering Curriculum Lab. The
rest is ed/lib history, much of it shaped by HH and his staff... Edmund Kam retired as an
LA IV, having worked for more than 25 years in positions such as Data Entry supervisor in
Catalogue Products and, more recently, the A-V specialist responsible for cataloguing most of
the Library's complex video collections.
Been There, Done That, Coming Up
Christmas kudos to: the First Floor in LPC (Orders, Systems, Collections Accounting
& Budget), who once again sponsored a family in need. Linda Hiltz and Janice Beley
delivered 12 boxes of goodies for "Christmas dinner and then some" to a single mother and
her five daughters ... Also, system-wide thanks to to Josie Lazar, Pat Dunn, Doug (Santa)
Brigharti) Stompin1 Tom Shorthouse and the dozens of spirited library people who
brought the whole gang together in the Main Library's former ILL space for a memorable
Christmas bash — our first ever with video reruns and colour photos on the staff Web site ...
Speaking of reruns, UBC Library's 10K Sun Fun Run team, the Rush Cats, still has room
for runners, joggers and walkers, families and kids. Call Sion Romaine before Feb. 12 at
822-6363, then take 8 more weeks to get in shape before joining 13,000 people in a Sunday
surge around the Seawall April 13. Did we mention the free T-shirts?
Sama's helpers: Sicmpin' Tcm and Olive, ihe Oiher Reindeer
ubc library bulletin
editor: elsie wollaston (2-3393)
design: jill pittendrigh

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