Sharing the experience in managing the Bruneiana Digital

Sharing the experience in managing the Bruneiana Digital Collection Management Systems at UBD Library Presented by Dr. Awang Suhaimi Abdul Karim 4/11/17

Agenda UBD Digital Library Infrastructure Bruneiana Digital Collection Management Components Bruneiana Digital Collection Systems Interface Collection Management Systems Challenges and Lessons Learnt

Universiti Brunei Darussalam (UBD) • A national university • UBD formed in 1985 with 187 students • Currently have about 5000 students • 5 percent International Students • 16 Faculties & Centres

Background of UBD Library Formed in 1985 Formerly known Sultan Hassanal Bolkiah Institute of Education Library Organisational Structure (9 Divisions): Acquisition - Brunei studies collection Cataloguing - Business Library Loans - Serials Promotion - Systems Administration

Collection Statistics Books – 336, 875 e-books – 154, 376 Journal – 448 UN documents -79, 755 Old Manuscripts – 200 Legal Deposits – 3719 Others: 15, 715 Online Databases /Resources : 28

Digital Library Structure @UBD Digital library portal (Di. Library UBD) Library management systems (VIRTUA) Bruneiana Digital Collection Systems (Info. Grid Pacific) Electronic Resources (ejournal and reference resources) Physical Library Hardware (3 M electronic book chute, electronic book sorter, borrowing terminal, etc) Database Search: EBSCO Discovery Service

Standard and Convention Aspect of Network Security need to be understood such Firewall, Proxy, Internet Protocol, etc. Creation of manual documentation to create consistency

Definition of Bruneiana Digital Collection Management Systems is a database of digitized books, rare materials (including old manuscripts), conference papers, proceedings, dissertation, projects papers, journals and newspaper articles, chapter of books, photographs about Brunei and works and written by Bruneian These digital collections are open for access to researchers and students who are interested on Bruneiana information resources. 4/11/17

Objectives Bruneiana Digital Collection Systems To properly organize, manage the Bruneiana collections through the use of computer technology. To provide a searchable database for the storage & retrieval of information on Bruneiana materials. To make Universiti Brunei Darussalam Library as a center of local information To provide value added service to the local and international researchers on Brunei information resources.

Background of BDCMS Firstly Initiated in 2007 Part of the e-library UBD project MS Sharepoint Portal Library Management System Digital collection management systems Digitization of information resources Supply of hardwares Long term subscriptions to Ejournals & Databases Upgraded in 2014

Components of BDCMS Search Interface Info. Viewer 2 (back end) Digitization processes Content Development Digital Preservation

Search Interface

Search

Search Result

Full Text Search Result

Bruneiana Digital Collections Contents • • Books: Selected books of publication about and related to Brunei Darussalam, UBD publication are digitized. Conference Proceedings : Selected conference proceedings and papers, which organized by faculties and centers of UBD and any conference in Brunei Darussalam. Past Examination Papers Journals: produced by UBD and some journal articles published by other government departments in Brunei

Old Manuscripts Newspaper Articles - press articles from local newspapers which the subject covered is business, economics, education, etc. Theses: Master and Ph. D Theses submitted by UBD Students and those written by Brunei Students at other educational institutions or universities overseas.

Content Statistics Collection Name Statistics Manuscripts 25 Books 140 Exam Papers 23632 Master Theses 722 Ph. D Theses 74 Journals 1924 Conference Papers 1010 News Paper Clippings 1129

Old Malay & Islamic Manuscripts

Digitised old Manuscripts

Stages Digitization Processes Scanning Analyze Metadata Image processes Optical Character Recognition (OCR) Proofing Editing & PDF conversion Ingestion Upload Digital Preservation (Repository)

Content Workbench • Digitization process Scan Process Images OCR Proof PDF Ingestion Process Flow • Digital Preservation and Publishing System To Online Viewing Info. Viewer To Digital Preservation Repository Ingestion To Search and Retrieval Search

Achievements of BDCMS Enhance online access to local publications Exemplary digital library & digitization Models for other digital library initiatives in Brunei (PIB & BIDS digital libraries ) One of Brunei 's e-Education Project success story. Digital transformation of local/university published collection through digitization initiatives. Enhanced institutional image. Value added service to local collection hence user satisfaction.

Critical Success Factors Good Project Management (project understanding from A-Z) Vendor Knowledge & Experience (professional Services) Excellence Project Team (Good Teamwork ) Technological Readiness User participation (staff & users) during implementation & user feed backs during operation is important

What are the Lessons Learnt and important considerations when managing a Digital Collection Systems?

Implementation Challenges (Early On) Vendor experience (main contractor) on implementing DL was very limited but the subcontractor had vast experience in mega digital publishing projects; No Local digital publishing model to emulate. Restructuring of the library organizational structure have to be undertaken by: strengthening the Systems Division. . Creating a Digitization Unit within the Brunei Studies Collection Division.

Implementation Challenges cont. . . Initiation of Digitization work were done in Puna India. The fear was the materials will got lost on shipment. However, it was done professionally. Licenced Proprietry Softaware VS Open Source Inhouse digitisation VS outsourcing

Staffing Aspects Staff training programme on system management & digitization processes must be adequately emphasized Right staff technical knowledge and experience to undertake digitization is critical “Internal” Librarians knowledge on the system management is critical for in-house development & system support (should not be vendor driven/dependent initiative) Important to take in account and prepare for staff turnover due to promotion, transfer and retirement

Information Literacy and User Engagement The creation of effective Information Literacy programme to instill understanding on using existing systems & resources available need to be undertaken (annually, weekly, and upon request). Continuous promotional activities through various progammes need to be planned for wider audience

Content and Collection Development • Content development is a critical elements that require substantial investment. Acquiring fund for sustaining current Digitization have to be sought annually from relevant funding sources: University Annual Budget Development Fund (eg. Gen. Next Funding Initiatives) E-Government Fund Others

Maintenance and Technology Upgrade • • Maintenance budget for software and hardware need to be available on yearly basis. Decision making process on maintenance work need to be Prompt.

Standards and Policies The followings aspects need to be consider Metadata standard for item desription ( METS Vs DUBLIN CORE VS MARC ) • • Document output format (PDF, XML, ODR) • Digitization • Access policies Policies

Intellectual Property Right Collection Development (Digitisation) Access (public availability) Disclaimer

Future Challenges Anticipation • Content development • Technology Upgrade • Sustainability • Human Resources

Conclusion • • Digital Library and digitization initiatives are an ongoing effort and investment in terms of; Technology Development (new Technology). Maintenance and Technology refreshment. Staff Professional Commitment is needed if the systems is to be sustained and developed. Staff knowledge on technologies and applications are vital. Requires Monitoring and strategic planning`

Terima Kasih Thank You