Proceedings of the
2012 Proceedings of the 8th MEETING OF THE ASEAN UNIVERSITY NETWORK INTER-LIBRARY ONLINE (AUNILO) COMMITTEE Hosted by: National University of Singapore, 1- 2 June 2012 CONTENTS DELEGATES.......................................................................................................................................................... 1 COUNTRY REPORT: CAMBODIA ........................................................................................................................ 3 COUNTRY REPORT: INDONESIA ....................................................................................................................... 7 COUNTRY REPORT: LAOS ............................................................................................................................... 22 COUNTRY REPORT: MALAYSIA ...................................................................................................................... 35 COUNTRY REPORT: SINGAPORE ................................................................................................................... 47 COUNTRY REPORT: THAILAND ...................................................................................................................... 61 COUNTRY REPORT: VIETNAM ........................................................................................................................ 70 AGENDA FOR BUSINESS MEETING ............................................................................................................... 87 MINUTES OF THE MEETING ............................................................................................................................ 88 APPENDIX 1 ................................................................................................................................................. 98 APPENDIX 2 ............................................................................................................................................... 107 APPENDIX 3 ............................................................................................................................................... 108 APPENDIX 4 ............................................................................................................................................... 118 APPENDIX 5 ............................................................................................................................................... 122 APPENDIX 6 ............................................................................................................................................... 128 APPENDIX 6 ............................................................................................................................................... 137 APPENDIX 7 ............................................................................................................................................... 138 APPENDIX 8 ............................................................................................................................................... 140 APPENDIX 9 ............................................................................................................................................... 149 APPENDIX 10 ............................................................................................................................................. 156 APPENDIX 12 ............................................................................................................................................. 164 APPENDIX 13 ............................................................................................................................................. 170 RESOLUTIONS ................................................................................................................................................ 175 i|Page DELEGATES S/N Salutation First name LAST NAME INSTITUTION DESIGNATION COUNTRY Email 1 Dr Awang Suhaimi Abdul Karim Universit Brunei Darussalam Chief Librarian Brunei [email protected] 2 Mr. Sovannarith Heng Hun Sen Library, Royal University of Phnom Penh Systems Librarian Cambodia [email protected] 3 Ms. Etty Setyawati Universitas Indonesia Indonesia [email protected] 4 Mr Ida Fajar Priyanto Gadjah Mada University Indonesia [email protected] 5 Ms. Lilik Kurniawati Uswah Gadjah Mada University Indonesia [email protected] 6 Ms Luluk Tri wulandari Universitas Indonesia Indonesia [email protected] 7 Mr Chansy Phuangsouketh National University of Laos Head of Circulation Service Division Director Head of Library Services Head of Collection Development Division Director Laos [email protected] 8 Mr Abu Bakar Maidin Universiti Kebangsaan Malaysia Chief Librarian Malaysia [email protected] 9 Mr. Amir Hussain Md. Ishak Universiti Putra Malaysia Malaysia [email protected] 10 Mr Mahbob Yusof Universiti Malaya Chief Librarian Deputy Chief Librarian Malaysia [email protected] 11 Mr. Mohd. Pisol Ghadzali AUNILO Secretariat Chairperson 12 Ms Noor Azlinda Wan Jan AUNILO Secretariat Treasurer 13 Dr Nor Edzan Che Nasir Universiti Malaya Chief Librarian 14 Ms. Radia Banu Jan Mohamad AUNILO Secretariat Secretary 15 Ms. Ana Maria Fresnido De La Salle University Director 16 Mr. Chito Angeles University of the Philippines Information Technology Officer II Philippines [email protected] 17 Mrs. Lourdes David Ateneo de Manila University Director Philippines [email protected] Malaysia (USM Library) Malaysia (USM Library) Malaysia Malaysia (USM Library) Philippines [email protected] [email protected] [email protected] [email protected] [email protected] 1|Page 18 Mr. Rodolfo Tarlit University of the Philippines National Technological University Library Singapore Management University Library National University of Singapore Libraries Acting Director Philippines [email protected] 19 Mr Fatt Cheong Choy University Librarian Singapore [email protected] 20 Ms. Paolina Martin Singapore [email protected] 21 Mrs Cheng Ean Lee Singapore [email protected] 22 Ms. Aueapaikul Porntip Center of Academic Resources ChulalongFkorn University Director Thailand [email protected] 23 Ms. Chaweewan Swasdee Mahidol University Library and Knowledge Center Director Thailand [email protected] or this one?--> '[email protected]' 24 Dr. Choltis Dhirathiti AUN Secretariat Deputy Executive Director Thailand [email protected] 25 Mrs Kitisrivorapan Wantana BUU Library, Burapha University Director Thailand [email protected] Senior Assoc. Director Assoc.University Librarian [email protected] Use this: ([email protected] ) 26 Ms. Pattanakiatpong Wararak Chiang Mai University Library Director Thailand 27 Mr. Raksit Waropas AUN Secretariat Programme Officer Policy Research and Development Thailand [email protected] 28 Ms. Hoang Thi Hong Nhung Deputy Head of Public Service Vietnam [email protected] 29 Dr. Hong Sinh Nguyen Vice-Director Vietnam [email protected] 30 Ms. Mai Lan Pham Thi Head, Library and Information Center Vietnam [email protected] Central Library, Vietnam National University, Ho Chi Minh City Central Library, Vietnam National University, Ho Chi Minh city Library and Information Center, Vietnam National University, Hanoi 2|Page COUNTRY REPORT: CAMBODIA 3|Page 4|Page 5|Page 6|Page COUNTRY REPORT: INDONESIA 7|Page 8|Page 9|Page 10 | P a g e 11 | P a g e 12 | P a g e 13 | P a g e 14 | P a g e 15 | P a g e 16 | P a g e 17 | P a g e 18 | P a g e 19 | P a g e 20 | P a g e 21 | P a g e COUNTRY REPORT: LAOS 22 | P a g e 23 | P a g e 24 | P a g e 25 | P a g e 26 | P a g e 27 | P a g e 28 | P a g e 29 | P a g e 30 | P a g e 31 | P a g e 32 | P a g e 33 | P a g e 34 | P a g e COUNTRY REPORT: MALAYSIA 35 | P a g e 36 | P a g e 37 | P a g e 38 | P a g e 39 | P a g e 40 | P a g e 41 | P a g e 42 | P a g e 43 | P a g e 44 | P a g e 45 | P a g e 46 | P a g e COUNTRY REPORT: SINGAPORE 47 | P a g e 48 | P a g e 49 | P a g e 50 | P a g e 51 | P a g e 52 | P a g e 53 | P a g e 54 | P a g e 55 | P a g e 56 | P a g e 57 | P a g e 58 | P a g e 59 | P a g e 60 | P a g e COUNTRY REPORT: THAILAND 61 | P a g e 62 | P a g e 63 | P a g e 64 | P a g e 65 | P a g e 66 | P a g e 67 | P a g e 68 | P a g e 69 | P a g e COUNTRY REPORT: VIETNAM 70 | P a g e 71 | P a g e 72 | P a g e 73 | P a g e 74 | P a g e 75 | P a g e 76 | P a g e 77 | P a g e 78 | P a g e 79 | P a g e 80 | P a g e 81 | P a g e 82 | P a g e 83 | P a g e 84 | P a g e 85 | P a g e 86 | P a g e AGENDA FOR BUSINESS MEETING The 8th Meeting of the AUNILO Committee, 2nd June 2012 (Saturday), 9.00 a.m. – 12 p.m at the National University of Singapore AGENDA 1. Welcoming remarks 2. Adoption of the Agenda - Additions to the agenda can be tabled at the Meeting 3. Approval of the Minutes of the 7th Meeting of the AUNILO Committee 4. Matters arising from the Minutes of the 7th Meeting 5. Reports: 5.1 Report from the AUNILO Secretariat 5.2 Report from the AUN Secretariat 5.3 Report from the AUNILO Portal 6. Discussion and Resolutions on the Enhancing Information Discovery through Mobile Technologies 7. Other matters *** 87 | P a g e MINUTES OF THE MEETING MINUTES OF THE 8th MEETING OF THE AUNILO COMMITTEE 2nd June 2012 (SATURDAY), 9.00 a.m. – 12.30 p.m. AT THE CENTRAL LIBRARY, NATIONAL UNIVERSITY OF SINGAPORE Present: Members: Dr. Haji Awang Suhaimi Bin Haji Abdul Karim (Universiti Brunei Darussalam, Brunei) Mr. Ida Fajar Priyanto (Universitas Gadjah Mada, Indonesia) Ms. Lilik Kurniawati Uswah (Universitas Gadjah Mada, Indonesia) Ms. Etty Setyawati (Universitas Indonesia, Indonesia) Ms. Luluk Tri wulandri (Universitas Indonesia, Indonesia) Mr. Abu Bakar Maidin (Universiti Kebangsaan Malaysia, Malaysia) Assoc. Prof. Dr. Nor Edzan Che Nasir (Universiti Malaya, Malaysia) Mr. Mahbob Yusof (Universiti Malaya, Malaysia) Mr. Amir Hussain Md. Ishak (Universiti Putra Malaysia, Malaysia) Mdm. Ana Maria B. Fresnido (De La Salle University, Philippines) Mdm. Lourdes T. David (Ateneo de Manila University, Philippines) Mr. Rodolfo Tarlit (University of the Philippines, Philippines) Mr. Chito N. Angeles (University of the Philippines, Philippines) Mrs. Wantana Kitisrivorapan (Burapha University, Thailand) Ms. Porntip Aueapaikul (Chulalongkorn University, Thailand) Ms. Chaweewan Swasdee (Mahidol University, Thailand) Ms. Wararak Pattanakiatpong (Chiang Mai University, Thailand) Dr. Nguyen Hong Sinh (Vietnam National University – Ho Chi Minh City, Vietnam) Ms. Nhung Hoang Thi Hong (Vietnam National University – Ho Chi Minh City, Vietnam) Ms. Pham Thi Mai Lan ( Vietnam National University Hanoi, Vietnam) 88 | P a g e Mr. Chansy Phuangsouketh (National University of Laos, Lao PDR) Mr. Sovannarith Heng (Royal University of Phnom Penh, Cambodia) Ms. Sylvia Yap (National University of Singapore, Singapore) Ms. Lee Cheng Ean (National University of Singapore, Singapore) Ms. Gulcin Cribb (Singapore Management University) AUN Secretariat: Dr. Choltis Dirathiti (AUN Deputy Director, Thailand) Mr. Raksit Waropas (AUN Programme Officer, Thailand) AUNILO Secretariat: Mr. Mohd. Pisol Ghadzali (Chairperson, Universiti Sains Malaysia, Malaysia) Ms. Radia Banu Jan Mohamad (Secretary, Universiti Sains Malaysia, Malaysia) Ms. Noor Azlinda Wan Jan (Treasurer, Universiti Sains Malaysia, Malaysia) Absent with appologies: Mr. Choy Fatt Cheong (Nanyang Technological University, Singapore) Mr. Nguyen Huy Chuong (Vietnam National University Hanoi, Vietnam) Mr. Pham Van Trien (Vietnam National University – Ho Chi Minh City, Vietnam) Dr. Luki Wijayanti (University of Indonesia, Indonesia) Mr. Beni Rio Hermanto (Institut Teknologi Bandung, Indonesia) Mr. Koko Srimulyo (Universitas Airlangga, Indonesia) Institute of Economics Yangon, Myanmar University of Yangon, Myanmar 89 | P a g e Min. 1. Agenda Welcoming Remarks Item Dr. Choltis Dhirathiti, AUN Deputy Executive Director, Thailand thanked the National University of Singapore for hosting the 8th AUNILO meeting. Mr. Mohd. Pisol Ghadzali, Chairperson of AUNILO Secretariat also welcomed all representatives from the 22 university member libraries. In particular, he welcomed the new member libraries or new member representatives into directorship. They are: Action/Note Notification Ms Gulcin Cribb of Singapore Management University Mr Koko Srimulyo of Universitas Airlangga Ms Wararak Pattanakiatpong of Chiangmai University Mr Rodolfo Tarlit of the University of the Philippines 2. Adoption of the Agenda The Meeting adopted the agenda of the 7th Meeting of the AUNILO Committee. 3. Approval of the Minutes of the 7th Meeting of the AUNILO Committee The Meeting adopted the Minutes of the 7th Meeting of Notification the AUNILO Committee which appears as Notification Appendix 1. 90 | P a g e 4. Matters Arising from the 7th Meeting 4.1) List of common and special ICT features of member institutions The outcomes of the survey was presented by the National University of Singapore (NUS) as in NUS, AUNILO Secretariat and Appendix 2. AUNILO The results will be posted onto the AUNILO portal. In Members summary, about 14 institutions have responded. National University of Laos informed that its input was excluded. Mrs Lee requested institutions to alert her if institution has responded but was excluded from the results. 4.2) AUNILO portal and annual subscription fee Representatives were informed that not all member institution has made good the payment for the annual subscription fee for year 2011. The AUNILO Secretariat is requested to check the status and to remind the relevant institution by December 2012. All representatives also agree that payment duration be made once every two years, and that payment for year 2011 be combined with year 2012 91 | P a g e 4.3) Harvester application project report - University of Malaya (UM) apologizes for not completing the report within the last agreed timeline of May 2011. Work is still undergoing to complete the report. - UM has however made a visit to the Universitas Indonesia on 28 June 2012 to study their harvester. The pertinent question to be decided is whether harvester is to reside in 1 server or many servers. Dr Edzan added that Universitas Indonesia is using a single server. - National University of Singapore suggested adopting discovery service solution instead, which can be an easier and more modern solution to implement. Representatives agreed that National University of Singapore will assist to check with EBSCO Discovery Service and Serials Solutions to explore this option. National University of Singapore and Singapore Management University will collaborate to study, compile and report findings to AUN for funding support. This includes cloud services. - Representatives (Mr Mahbob, Ms Gulcin and Mr Amir) commented that firewall may need to be opened to facilitate the use of Discovery service but this can be best resolved by discussing with IT unit of each institution. Mr Amir commented that if this project can be endorsed as an AUN project, given a recommendation letter, progress would be smoothened. 5. Reports 5.1) Report from the AUNILO Secretariat (Appendix 3) 92 | P a g e The Meeting noted the report presented by the Secretary of the AUNILO Secretariat. Notification The Meeting also took note on: - The new AUNILO members which are Sultan Abdul Samad Library, Universiti Putra Malaysia, Malaysia, Singapore Management University Library, Singapore, Chiangmai University Library, Thailand, and Universitas Airlangga Library, Indonesia. - The pathfinder series project on South-East Asia Peranakan collection initiated by Universiti Sains Malaysia is yet to be completed and uploaded in AUNILO portal. - The USD100.00 portal enhancement fee has only been paid by few members. The list of members who have paid for the year 2010 appears in Appendix 4. The Meeting agreed that all new members will start contributing for the fees starting from the year 2011. AUNILO Secretariat AUNILO Secretariat will prepare and report the status of the account annually at the AUNILO Committee Meeting. A suggestion was made for a better improvements as follows: - Minutes of the AUNILO Meeting are completed 2 weeks after the AUNILO Meeting. 93 | P a g e 5.2) Report from the AUN Secretariat The Meeting noted the progress report from the AUN Secretariat regarding ASEAN-ROK Cyber University Establishment which appears as Appendix 5. AUN Secretariat has not totally agreed to the Master Plan of ASEAN-ROK Cyber University initiatives. The Meeting also suggested that to involve representative from AUNILO Committee for any project initiatives and to be given the same training as those of ROK should the project proceeds. 5.3) Report from the AUNILO Portal The Meeting noted the report presented by the Universiti Malaya (UM) which appears as Appendix 6. The Meeting also agreed the following matters: - terms in local language-English language in Library and Information Science field will be sent to UM for the Glossary of Terms in Library and Information Science project. 20 terms are requested for each member countries and these terms will be uploaded into AUNILO portal. - all soft copies of the presentations, papers, proceedings and photos from the 1st Meeting until now are requested from the members. All these items will be uploaded into AUNILO Portal. Notification UM and AUNILO Members UM and 94 | P a g e AUNILO Secretariat 6. Consolidated country report presentation on the theme of “AUNILO Consortium of Institutional Repositories” Consolidated country report presentation on the status Notification of Institutional Repositories covering content, guidelines on access and restrictions including future plans on the theme of “AUNILO Consortium of Institutional Repositories” was held on 18th February 2011. The presentations are as follows: - - Brunei : UBD Institutional Repository – refer Appendix 7 Cambodia: RUPP’s Institutional Repository Progress Report – refer Appendix 8 Indonesia: Indonesian Scientific Portal ‘GARUDA’ – refer Appendix 9 Laos: Open Access and Digital Library Project: towards Building Institutional Repository Initiatives in Laos – refer Appendix 10 Malaysia: Academic Institutional Repositories In Malaysia – refer Appendix 11 Philippines: Country report on Institutional UI Repositories – refer Appendix 12 Singapore: Implementation of Institutional repositories at Singapore – refer Appendix 13 Thailand: Institutional Repositories: Thailand Report – refer as Appendix 14 Vietnam: Report on Consolidated Institutional Repository of Vietnam National Universities – refer Appendix 15 The resolutions Appendix 16 of this discussion – refer (Note: These reports and resolutions will appear in the Proceedings of the 7th Meeting of the AUNILO 95 | P a g e Committee which will be prepared by UP.) 7. Other Matters 7.1) Pathfinder series project Chulalongkorn University Library will add some contents on the collection of the Peranakan of South East Asia pathfinder project. CU, CMU, USM Chiangmai University Library will add a pathfinder and provide the links and information regarding Lanna collection in the AUNILO portal. 7.2) Host for the Next AUNILO Committee Meeting The proposed details of the next Meeting are as follows: Host for the 8th Meeting of the AUNILO Committee (2012) : National University of Singapore (Singapore) Tentative Date : March 2012 Venue : National University of Singapore (NUS) Theme : To be informed Accommodation : to be informed Host for the 9th Meeting of the AUNILO : University of Malaya Library (UM) (Malaysia) NUS, UM, AUNILO Secretariat and AUN Secretariat 96 | P a g e Committee (2013) 8. Closing Remarks As closing remarks, the Chairperson thanked all present and expressed her gratitude to the UP Committee members for the arrangements made for the Meeting, AUN and AUNILO Secretariat for their excellent support to ensure the success of the 7th Meeting. Notification The Meeting also recorded its appreciation to Mdm. Lourdes T. David, Mdm. Ana Maria Fresnido, Mdm. Susan O. Pador for their kind cooperation in ensuring the smooth running of the activities during the Meeting. The Meeting was adjourned at 11.30 a.m. Prepared by AUNILO Secretariat 97 | P a g e APPENDIX 1 MINUTES OF THE 7th MEETING OF THE AUNILO COMMITTEE 18th February 2011 (THURSDAY), 9.30 a.m. – 1.00 p.m. AT THE UNIVERSITY OF THE PHILIPPINES DILIMAN Present: Members: Dr. Haji Awang Suhaimi Bin Haji Abdul Karim (Universiti Brunei Darussalam, Brunei) Mr. Ida Fajar Priyanto (Chairperson, Universitas Gadjah Mada, Indonesia) Dr. Luki Wijayanti (University of Indonesia, Indonesia) Mr. Abu Bakar Maidin (Universiti Kebangsaan Malaysia, Malaysia) Assoc. Prof. Dr. Nor Edzan Che Nasir (Universiti Malaya, Malaysia) Mr. Mahbob Yusof (Universiti Malaya, Malaysia) Mr. Amir Hussain Md. Ishak (Universiti Putra Malaysia, Malaysia) Mdm. Ana Maria B. Fresnido (De La Salle University, Philippines) Mdm. Lourdes T. David (Ateneo de Manila University, Philippines) Prof. Salvacion Manuel Arlante (University of the Philippines, Philippines) Mr. Chito N. Angeles (University of the Philippines, Philippines) Ms. Susan O. Pador (Ateneo de Manila University, Philippines) Mr. Choy Fatt Cheong (Nanyang Technological University, Singapore) Assoc. Prof. Dr. Sriwan Meekhun (Burapha University, Thailand) Asst. Prof. Dr. Pimrumpai Premsmit (Chulalongkorn University, Thailand) Ms. Chaweewan Swasdee (Mahidol University, Thailand) Mr. Nguyen Huy Chuong (Vietnam National University Hanoi, Vietnam) Mr. Pham Van Trien (Vietnam National University – Ho Chi Minh City, Vietnam) Dr. Nguyen Hong Sinh (Vietnam National University – Ho Chi Minh City, Vietnam) Mr. Chansy Phuangsouketh (National University of Laos, Lao PDR) 98 | P a g e Mr. Sovannarith Heng (Royal University of Phnom Penh, Cambodia) Ms. Lee Cheng Ean (National University of Singapore, Singapore) Ms. Yusliza Jusoh (Universiti Sains Malaysia, Malaysia) AUN Secretariat: Dr. Nantana Gajaseni (AUN Director, Thailand) AUNILO Secretariat: Mr. Mohd. Pisol Ghadzali (Chairperson, Universiti Sains Malaysia, Malaysia) Mdm. Radia Banu Jan Mohamad (Secretary, Universiti Sains Malaysia, Malaysia) Absent with appologies: Institut Teknologi Bandung, Indonesia Singapore Management University, Singapore Universitas Airlangga, Indonesia Institute of Economics Yangon, Myanmar University of Yangon, Myanmar Mr. Raksit Waropas (Program Officer, Thailand) Min. 1. Agenda Welcoming Remarks Item Prof. Salvacion Arlante, the Chairperson of the AUNILO Business Meeting expressed her sincere thanks and appreciations to all AUNILO members and the University of the Philippines Diliman (UP) for their support to the hosting of the 7th AUNILO Meeting. Action/Note Notification 99 | P a g e The Meeting also welcomed Dr. Nantana Gajaseni, the AUN Director (Thailand), the new library members: Mr. Amir Hussain Md. Ishak, the Chief Librarian of Universiti Putra Malaysia (Malaysia) and Mrs. Pensuwan Nakhapreecha, the Library Director of Chiang Mai University Library (Thailand), the newly appointed representative of member libraries: Mr. Sovannarith Heng (Royal University of Phnom Penh, Cambodia) and Dr. Nguyen Hong Sinh (Vietnam National University – Ho Chi Minh City, Vietnam) 2. Adoption of the Agenda The Meeting adopted the agenda of the 6th Meeting of the AUNILO Committee. 3. Approval of the Minutes of the 6th Meeting of the AUNILO Committee The Meeting adopted the Minutes of the 6th Meeting of Notification the AUNILO Committee which appears as Matters Arising from the 6th Meeting 4.1) List of common and special ICT features of member institutions 4. Notification Appendix 1. The Meeting was informed that there were only few institutions which have filled up the survey about common and special ICT features of their institutions. With regards to this, AUNILO Secretariat will post the survey template in the AUNILO portal to make it easy for all members to update their datas. The outcomes will be presented by the National University of NUS, AUNILO Secretariat and AUNILO Members 100 | P a g e Singapore (NUS) in the next Meeting. 4.2) Seminar/Workshop on “Best Practices in Academic Libraries” and Proposals for Seminar/Workshop on “Institutional Repositories (IRs)” b.) Seminar/Workshop Academic Libraries” on “Best Practices in Universiti Brunei Darussalam (UBD) briefly informed the Meeting that the Seminar/Workshop on “Best Practices in Academic Libraries” has been successfully organized on 23 – 25 November 2010 in Universiti UBD Brunei Darussalam Library. The concluding report appears in Appendix 2 5. Reports 5.1) Report from the AUNILO Secretariat (Appendix 3) The Meeting noted the report presented by the Secretary of the AUNILO Secretariat. Notification 101 | P a g e The Meeting also took note on: - The new AUNILO members which are Sultan Abdul Samad Library, Universiti Putra Malaysia, Malaysia, Singapore Management University Library, Singapore, Chiangmai University Library, Thailand, and Universitas Airlangga Library, Indonesia. - The pathfinder series project on South-East Asia Peranakan collection initiated by Universiti Sains Malaysia is yet to be completed and uploaded in AUNILO portal. - AUNILO Secretariat The USD100.00 portal enhancement fee has only been paid by few members. The list of members who have paid for the year 2010 appears in Appendix 4. The Meeting agreed that all new members will start contributing for the fees starting from the year 2011. AUNILO Secretariat will prepare and report the status of the account annually at the AUNILO Committee Meeting. A suggestion was made for a better improvements as follows: - Minutes of the AUNILO Meeting are completed 2 weeks after the AUNILO Meeting. 5.2) Report from the AUN Secretariat The Meeting noted the progress report from the AUN Secretariat regarding ASEAN-ROK Cyber University 102 | P a g e Establishment which appears as Appendix 5. AUN Secretariat has not totally agreed to the Master Plan of ASEAN-ROK Cyber University initiatives. The Meeting also suggested that to involve representative from AUNILO Committee for any project initiatives and to be given the same training as those of ROK should the project proceeds. 5.3) Report from the AUNILO Portal The Meeting noted the report presented by the Universiti Malaya (UM) which appears as Appendix 6. The Meeting also agreed the following matters: - terms in local language-English language in Library and Information Science field will be sent to UM for the Glossary of Terms in Library and Information Science project. 20 terms are requested for each member countries and these terms will be uploaded into AUNILO portal. - all soft copies of the presentations, papers, proceedings and photos from the 1st Meeting until now are requested from the members. All these items will be uploaded into AUNILO Portal. Notification UM and AUNILO Members UM and AUNILO Secretariat 6. Consolidated country report presentation on the Consolidated country report presentation on the status Notification of Institutional Repositories covering content, guidelines on access and restrictions including future 103 | P a g e theme of “AUNILO Consortium of Institutional Repositories” plans on the theme of “AUNILO Consortium of Institutional Repositories” was held on 18th February 2011. The presentations are as follows: Brunei : UBD Institutional Repository Cambodia: RUPP’s Institutional Repository Progress Report - Indonesia: Indonesian Scientific Portal ‘GARUDA’ - Laos: Open Access and Digital Library Project: towards Building Institutional Repository Initiatives in Laos - Malaysia: Academic Institutional Repositories In Malaysia - Philippines: Country report on Institutional Repositories - Singapore: Implementation of Institutional repositories at Singapore UI - Thailand: Institutional Repositories: Thailand Report - Vietnam: Report on Consolidated Institutional Repository of Vietnam National Universities The resolutions of this discussion. - (Note: These reports and resolutions will appear in the Proceedings of the 7th Meeting of the AUNILO Committee which will be prepared by UP.) 7. Other Matters 7.1) Pathfinder series project Chulalongkorn University Library will add some contents on the collection of the Peranakan of South East Asia pathfinder project. CU, CMU, USM Chiangmai University Library will add a pathfinder and provide the links and information regarding Lanna collection in the AUNILO portal. 104 | P a g e 7.2) Host for the Next AUNILO Committee Meeting The proposed details of the next Meeting are as follows: 8. Closing Remarks Host for the 8th Meeting of the AUNILO Committee (2012) : National University of Singapore (Singapore) Tentative Date : March 2012 Venue : National University of Singapore (NUS) Theme : To be informed Accommodation : to be informed Host for the 9th Meeting of the AUNILO Committee (2013) : University of Malaya Library (UM) (Malaysia) As closing remarks, the Chairperson thanked all present and expressed her gratitude to the UP Committee members for the arrangements made for the Meeting, AUN and AUNILO Secretariat for their excellent support to ensure the success of the 7th Meeting. NUS, UM, AUNILO Secretariat and AUN Secretariat Notification 105 | P a g e The Meeting also recorded its appreciation to Mdm. Lourdes T. David, Mdm. Ana Maria Fresnido, Mdm. Susan O. Pador for their kind cooperation in ensuring the smooth running of the activities during the Meeting. The Meeting was adjourned at 11.30 a.m. Prepared by AUNILO Secretariat 106 | P a g e APPENDIX 2 Concluding Report of the Library Best Practices workshop in Brunei Darussalam The workshop on Library Best Practices with the theme “Leadership in Strategic deployment for user driven libraries" was successfully organized by UBD library. The workshop recognises that challenges faced by AUNILO libraries and librarians due to constant changes in "basic" and "expected" needs, and continuous value improvement requirements in service provision. It is with these factors that require libraries and its services within to be in constant reflection by analysing business processes using appropriate tools, measurements and indicators vital for organisational strategic plan and its deployment, and evaluation. Recommendations The workshop recommended that AUNILO to seriously consider the concept and elements of the " Line of Sight" as strategy deployment exercise as introduce by the facilitator of the workshop (Mr. Tang Khoon Sin, Senior Quality Consultant, NUS) i) Define the Value(s) the Library users demand from a library services ( KANO model). ii) Define the values and the expectations (May use a guide for setting service standards). iii) Individual library to use the Strategy deployment exercise to make an alignment between each library’s strategy and core business processes. This will generate a list of internal and external KPIS useful to Members. iv) Conduct the Service Framework exercise for each library. Identify the best practice within the AUNILO that can be use for sharing. v) Establish a common set of quality indicators in critical areas of library work and establish a dashboard for monitoring and comparison within library. 107 | P a g e APPENDIX 3 UNIVERSITI SAINS MALAYSIA AUNILO SECRETARIAT REPORT 2010/2011 1. AUNILO Committee AUNILO Secretariat : Universiti Sains Malaysia (Malaysia) AUNILO Portal Coordinator : Universiti Malaya (Malaysia) Host for the 7th Meeting of the AUNILO Committee (2011) : University of Philippines Diliman, Philippines Date: 17th – 19th February 2011 Theme: AUNILO Consortium of Institutional Repositories Host for the 8th Meeting of the AUNILO Committee (2012) : Royal University of Phnom Penh (Cambodia) All the AUNILO Meetings will be organised with collaboration of the AUNILO Secretariat and AUN secretariat. 2. AUNILO Secretariat The duration for AUNILO Secretariat Committee Members 2007 – 2009 has been relinquished. In this regard, the new committee members for AUNILO Secretariat for the year 2010 – 2013 are as follows: Chairperson : Mr. Mohd. Pisol Ghadzali Deputy Chairperson : Mr. Mohd. Idris Hj. Ali Secretary : Mdm. Radia Banu Jan Mohamad Treasurer : Mdm. Noor Azlinda Wan Jan Committee Members : Mdm. Engku Razifah Engku Chik Mr. Ali Abd. Rahim Mr. Mohd. Nasir Md. Rashid 108 | P a g e Task Force : Mdm. Azizah Ahmad With regards to the suggestion made by AUN Secretariat, the invitation letter for AUNILO Meeting has been forwarded to International Relations Office of each Institution effective on the 7th Meeting to inform the policy makers of AUN members on communication and activities regarding the library. 3. Member Institutions To date the AUNILO Committee composed of 26 member libraries from 10 ASEAN countries which are as follows: No Country Library/Institution 1. BRUNEI DARUSSALAM Library Universiti Brunei Darussalam http://www.ubd.edu.bn/library/main.htm 2. CAMBODIA Hun Sen Library Royal University of Phnom Penh http://www.rupp.edu.kh 3. CAMBODIA Library Royal University of Law and Economics http://www.rule.edu.kh/ 4. INDONESIA Library Universitas Airlangga http://www.lib.unair.ac.id 5. INDONESIA UPT Perpustakaan UGM Universitas Gadjah Mada http://lib.ugm.ac.id/home.php 109 | P a g e 6. INDONESIA Perpustakaan Pusat Universitas Indonesia http://www.lib.ui.ac.id 7. INDONESIA Central Library Institute Technology of Bandung http://www.lib.itb.ac.id/ 8. LAOS Central Library National University of Laos (NUOL) http://www.nuol.edu.la 9. MALAYSIA Perpustakaan Universiti Malaya http://www.umlib.um.edu.my/ 10. MALAYSIA Perpustakaan Universiti Sains Malaysia http://www.lib.usm.my 11. MALAYSIA Perpustakaan Tun Seri Lanang Universiti Kebangsaan Malaysia http://pkukmweb.ukm.my/~library/ 12. MALAYSIA Perpustakaan Sultan Abdul Samad Universiti Putra Malaysia http://www.lib.upm.edu.my 13. MYANMAR Universities’ Central Library University of Yangon 110 | P a g e 14. MYANMAR Central Library Institute of Economics Yangon 15. PHILIPPINES De La Salle University Library De La Salle University - Manila http://www.dlsu.edu.ph/library 16. PHILIPPINES University Library University of the Philippines http://www.mainlin.upd.edu.ph 17. PHILIPPINES Rizal Library Ateneo de Manila University http://rizal.lib.admu.edu.ph/ 18. SINGAPORE Nanyang Technological University Library Nanyang Technological University http://www.ntu.edu.sg/library 19. SINGAPORE Central Library Building National University of Singapore http://libpweb.nus.edu.sg/web/appmanager/lib/d esk 20. SINGAPORE Library Singapore Management University http://www.library.smu.edu.sg 21. THAILAND Center of Academic Resources 111 | P a g e Chulalongkorn University http://www.car.chula.ac.th 22. THAILAND BUU Library Burapha University http://www.lib.buu.ac.th/webnew/indexe.html 23. THAILAND Mahidol University Library and Information Center Mahidol University http://www.li.mahidol.ac.th/ 24. THAILAND Library Chiang Mai University http://www.lib.cmu.ac.th 25. VIETNAM Library and Information Centre Vietnam National University Hanoi http://www.lic.vnu.edu.vn 26. VIETNAM The Central Libray Vietnam National University - Ho Chi Minh City (VNU-HCM) http://www.vnulib.edu.vn New Members: 1) Universiti Putra Malaysia (Malaysia), Universitas Airlangga (Indonesia), Chiang Mai University (Thailand) and Singapore Management University (Singapore) have been accepted as the new members of the AUN at the 26th AUN-BOT Meeting, Universitas Gadjah Mada (UGM), Jogjakarta in July 2010. New Members Library Directors: 112 | P a g e 1) Mr. Amir Hussain Md. Ishak (Chief Librarian) Sultan Abdul Samad Library Univeristi Putra Malaysia Malaysia 2) Ms. Ruth Pagell (Univeristy Librarian) Singapore Management University Library Singapore Management University Singapore 3) Mrs. Pensuwan Nakhapreecha (Director) Chiang Mai University Library Chiang Mai University Thailand 4) To be informed (Library Director) Library Universitas Airlangga Indonesia 4. 7th Meeting of the AUNILO Comittee In this meeting, member country will be presenting a 15 – 20 minute consolidated country report on the status of Institutional Repositories covering content, guidelines on access and restrictions including future plan. AUNILO Consortium of Institutional Repositories Country Presenter Brunei Dr. Haji Suhaimi b. Haji Abdul Karim Cambodia Mr. Net Wanna Indonesia Dr. Luki Wijayanti Laos Mr. Chansy Phuangsouketh Malaysia Dr. Nor Edzan Che Nasir Singapore Mr. Choy Fatt Cheong Thailand Dr. Pimrumpai Premsmit Vietnam Dr. Nguyen Huy Chuong 113 | P a g e 5. Resolutions of 6th Meeting of the AUNILO Committee The 6th Meeting of the AUNILO Committee was successfully held at Universitas Indonesia (UI) on 7th – 9th April 2010. The AUNILO members are divided into 3 group discussions and had come out with resolution as follows: Access to ASEAN Collections: Building portal, bridging nations AUNILO Members/Scopes Resolutions Group 1: 1. All member AUNILO Members institutions agreed to share the contents of their Institutional Repositories (IRs) subject to the intellectual policy and legislation of their country as well as terms and level of access as decided by their parent institution. All member institutions also agree that the minimum level of access is to the bibliographic record and abstract. (For non-English entries, all member institutions agree that the holding institution translates the title and abstract of nonEnglish publications to English but this is optional) 2. All member institutions agreed to IT and Infrastructure Universitas Indonesia (Indonesia) Universiti Malaya (Malaysia) University of the Philippines (Philippines) Universiti Brunei Darussalam (Brunei) Chulalongkorn University (Thailand) Data Backup Bandwidth Network security Data storage Methods of harvesting Operating and application system Action 114 | P a g e send the URLs of all their IRs to the AUNILO Secretariat by 30 April 2010 which would be forwarded to Universiti Malaya (UM) for inclusion in the current portal. There should be a brief write up of the contents of the IR and the level of allowable access. AUNILO Members, AUNILO Secretariat & Universiti Malaya (UM) 3. All member institutions agreed on the development of a harvester application. Universitas Indonesia (UI) is in the process of developing a prototype which would also be used for AUNILO portal. 4. All member institutions agreed that the establishment of Universitas Indonesia mirror sites would be (UI) discussed once harvester application is in place. 115 | P a g e AUNILO Members Group 2: Content Management Universitas Gadjah Mada (Indonesia) Universiti Sains Malaysia (Malaysia) De La Salle University – Manila (Philippines) Vietnam National University – Ho Chi Minh City (Vietnam) Mahidol University (Thailand) Universiti Brunei Darussalam (Brunei) Royal University of Law and Economics (Cambodia) National University of Laos (Laos) University of Yangon (Myanmar) Data categories: theses, dissertation, research report, facts and figures, university publication, teaching materials, papers, syllabus, etc) Metadata Format: titles, author, subject, abstracts, permalinkStandard metadata: Dublin Core, MARC Promotion Group 3: Rules and Regulation Institut Teknologi Bandung (Indonesia) Universiti Kebangsaan Malaysia (Malaysia) 5. All members agreed Universiti Sains that a Pathfinder Malaysia (USM) series be initiated as a possible project to benefit students and staff of AUN members. Each pathfinder will provide a list of information resources on a specific topic of interest to ASEAN. The uniqueness of AUNILO pathfinder is that the list will provide links to resources that are not easily discoverable in normal bibliographic resources or the Internet. (Refer to Appendix 1) AUNILO Members 6. All member institutions agreed to AUNILO Secretariat enhance the existing of the AUNILO portal and share USD100 per institution per year. 116 | P a g e Ateneo de Manila University (Philippines) Vietnam National University Hanoi (Vietnam) Burapha University (Thailand) Nanyang Technological University (Singapore) Institute of Economics Yangon (Myanmar) Royal University of Phnom Penh (Cambodia) Data security: normal, sensitive, confidential Data protection Access rights: public or membership Compliance with applicable laws AUNILO Secretariat has sent request letter to all AUNILO Library Director on November 8, 2010. The money will be deposited into the AUNILO Account which will be held by the AUNILO Secretariat who is accountable for it. AUNILO Secretariat will prepare and report the status of the account annually at the AUNILO Committee Meeting. (Refer to Appendix 2) 7. All member institutions agreed to participate in a survey to be conducted by Nanyang Technological University (NTU) Library on the types of digital contents held by each member library. The result of the survey will be used as the basis to develop a framework and plans for discovering and delivering content from libraries to AUN users. All members are to respond to the detailed survey by mid May 2010. AUNILO Members 117 | P a g e 6. Seminar/Workshop With regards to the matters arising in minutes no. 4.2 of the 5th Meeting of the AUNILO Committee, the status of the Seminars/Workshops that has been planned is as follows: Seminar/Workshop Progress AUNILO Workshop on Library Best Practice: Leadership in Strategic Deployment for UserDriven Libraries Organizer: Universiti Brunei Darussalam Date: 22 – 25 November 2010 Venue: Centrepoint Hotel, Gadong, Brunei Darussalam. Facilitator: Mr. Tang Khoon Sin (Senior Consultant , Office of Quality, National University of Singapore) Participation: 15 participants from AUNILO member countries (Malaysia, Singapore, Thailand, Vietnam, Philippines and Brunei), 2 from AUNILO Secretariat, 1 from AUN Secretariat and 8 staffs of UBD Library. 7. Senior Officials Meeting for Establishing ASEAN-ROK Cyber University Representative from AUNILO Secretariat and AUNILO member countries were invited to the above-said meeting which was held on 18 – 20 January 2011 in Seoul, Korea. Representative from AUNILO Secretariat who attended the Meeting were Mr. Mohd Pisol Ghadzali, and Ms. Radia Banu Jan Mohamad while Dr. Nor Edzan Che Nasir represented University of Malaya Library. APPENDIX 4 118 | P a g e AUNILO PORTAL ENHANCEMENT FEE 2010 (USD100.00 per institution/per year) Name of the University Library Paid (USD100.00) Date of Payment 12th January 2011 15th May 2012 25th Nov 2010 Universiti Brunei Darussalam Hun Sen Library Royal University of Phnom Penh Library Royal University of Law and Economics UPT Perpustakaan UGM Universitas Gadjah Mada Perpustakaan Pusat Universitas Indonesia Central Library Institute Technology of Bandung Central Library National University of Laos (NUOL) Perpustakaan Universiti Malaya Perpustakaan Universiti Sains Malaysia Perpustakaan Tun Seri Lanang Universiti Kebangsaan Malaysia Universities’ Central Library University of Yangon Central Library Institute of Economics Yangon De La Salle University Library De La Salle University Manila 119 | P a g e University Library 19th Feb 2011 Central Library, National University of Singapore 30th Dec 2010 Center of Academic Resources, Chulalongkorn University 13th Dec 2010 BUU Library, Burapha University 15th Dec 2010 Mahidol University Library and Information Center 17th Feb 2011 Library and Information Center Vietnam National University, Hanoi 17th Feb 2011 The Central Library, Vietnam National University, Ho Chi Minh City (VNU-HCM) 17th Feb 2011 University of the Philippines Rizal Library Ateneo de Manila University Nanyang Technological University Library Nanyang Technological University Mahidol University STATEMENT OF ACCOUNT 2010 120 | P a g e ASEAN UNIVERSITY NETWORK INTERLIBRARY ONLINE (AUNILO) PORTAL FEES DATE 25 November 2010 30 November 2010 14 December 2010 16 December 2010 17 December 2010 31 December 2010 SYMBOLS CRT 2184 DIV CRT 2164 CRT 2164 CRT 2184 DIV BALANCE DEPOSITS/DIVIDEND 304.70 .05 305.10 305.60 351.85 .57 BALANCE 304.70 304.75 609.85 915.45 1267.30 1267.87 1267.87 *CRT: Credit Transfer *DIV: Dividend Credit 121 | P a g e APPENDIX 5 122 | P a g e 123 | P a g e 124 | P a g e 125 | P a g e 126 | P a g e 127 | P a g e APPENDIX 6 128 | P a g e 129 | P a g e 130 | P a g e 131 | P a g e 132 | P a g e 133 | P a g e 134 | P a g e 135 | P a g e 136 | P a g e APPENDIX 6 BRUNEI 137 | P a g e APPENDIX 7 Royal University of Phnom Penh Hun Sen library The Progress Report on RUPP’s Institutional Repository I. Introduction Hun Sen library, a leading academic library in Cambodia, has changed from a manual library to a semi-computerized library since 2003 and this library is working very hard to achieve its goal as a digital library in the future. As one of ASEAN university network libraries, the library is willing to share its useful resources with others libraries in ASEAN as well as the world. Therefore, the RUPP’s Institutional Repository project, which aims to enable sharing of RUPP publications and materials, have been implemented since 2009 under the guideline of AUNILO and now it is in the progress. II. Summary of Work Completed To Date Work Item Select the content management software Review the university publication policy Collect and compile the uni publication Design interface of the content management system Input the university publications into CMS. Launch the CMS repository III. Due Date Quarter 1 2009 Quarter 1 2009 Quarter 3 2011 Quarter 3 2009 Quarter 3 2011 Quarter 3 2011 % Of Work Complete 100% 100% 10% 100% 5% 0% We have chosen the Dspace as our CMS for our institutional repository, and the installation and interface design/customization completed. The university publication policy has been drafted by our librarians and approved by the rector of RUPP. Educational Resource is one of the university publications being collected and input to our Institutional Repository system. The CMS repository has not been launched yet since we face two main challenging issues as detailed below. Challenges Our institutional repository project confronts with two main challenging issues as follows Human Resources Constraint: So far, we have only three people who work on this institutional respiratory project. Two people work on requesting for authorization and scanning and uploading materials while the other works on system maintenance. Because of this human resource constraint, we cannot make our repository project progress as quick as we wish to. Technicality of IR: Currently our institutional repository can be accessible via our LAN only since RUPP does not approve it to be publically accessed. RUPP is the authorized 138 | P a g e body for contents selection and management. The one who will be responsible for any inappropriate contents in materials uploaded by the library in our institutional repository. Therefore, only those who come to the library can access the resources. IV. Resolution Three more full-time staff should be recruited in order to boost up our institutional repository process. The library still keeps persuading RUPP about the importance of the library responsibility and its roles in developing this institutional repository, and I as well as the benefit of this IR system. We welcome any constructive comments or suggestions from our AUNILO member libraries in this project progress. 139 | P a g e APPENDIX 8 Indonesian Scientific Portal “GARUDA” by Ida Fajar Priyanto (GMU), Luki Wijayanti (UI) and Mahmudin (ITB) Abstract The works of Indonesian academics and researchers have not been maximally exposed. This gives impression that the development of science and research in Indonesia is far behind other countries. As a result of this, our scientific community is less well known and recognized nationally and internationally. To overcome these problems, an integrated management system of scientific papers is required. Based on the facts, a national scientific reference portal “Garuda” (Garba Digital Reference) is created. This portal is expected to serve as one of effective tools in disseminating information and communication for both inter-library contributors / members and individuals to make it easier to exchange information. This portal was developed as an access point to scientific information through the use of information and communication technology by involving the participation and cooperation among universities and research institutes in the provision of integrated facilities and content. The contents include works such as journals, research reports, students’ final projects (paper, thesis, and dissertation), patents, proceedings, Indonesian National Standard, inauguration speech and other types of scientific papers written by academics and researchers in Indonesia. Keywords: digital libraries, national repository, Indonesian Scientific resources 1. INTRODUCTION Currently, our society still finds difficulties to obtain quality scientific information in a quick, easy and inexpensive way, whereas easy access to scientific information in an open, multi-users, unlimited, and installed (online) is the demands that cannot be avoided in both the academic and wider community. Therefore, information access in digital format is very important option to meet the information needs of the community. On the other side, the digital library development in Indonesia has begun in both universities and research institutes. However, the development of digital library is still individual and not integrated, therefore, the possibility of resource sharing is not yet available. This happens because there is no agreement on a standard format in digital library management. In terms of supporting infrastructure, the Ministry of Education currently has already had the National Education Network (Jardiknas) and Inherent that can support the interconnection among digital libraries in universities and other institutions. 140 | P a g e The demand for the open era of information and public accountability for research results that has been implemented in Indonesia is the most important issues besides duplication of research and plagiarism. Therefore, we need a system and tools that can integrate an access to all scientific papers throughout Indonesia. Based on the reason, the Directorate General of Higher Education, Ministry of National Education in collaboration with the Center for Scientific Documentation and Information, Indonesian Institute of Sciences (PDII-LIPI), develop an integrated portal of scientific papers “Garuda” (Garba Digital Reference). Garuda is a portal to develop and integrate access to scientific works from Indonesia. This portal vision is to become the main reference of scientific information, meanwhile, the mission is to increase reading habit for community; provide information services for scientists and researchers; encourage collaborative research, encourage international research activities, and avoid plagiarism and duplication of scientific research activities. Garuda Development is aimed at improving the availability and accessibility of scientific information that can be accessed quickly; building digital library network in Indonesia; promoting sharing of knowledge ("knowledge sharing") among the scientific community in Indonesia; and increasing the visibility of local wealth ("local content" ) Indonesia in the international arena. 2. DISCUSSION Garuda Access is open system (open access). The advantages of open repository based on Jonner (2009) are, namely: 1) the output of scientific research can be published more quickly without the intermediation of the publisher. 2) Assessment of academic research outputs is more effective in terms of cost. In particular, when it comes to the expensiveness of journal subscription cost, which leads to the journal crisis, this free access becomes a beneficial option. Although available for free access, it does not mean that the publication of scientific paper output is fully free, the cost to run and maintain this national repository should be sought by government. National repository that has been internationally developed, such as: 1. United States, the Digital libraries initiative-phase 2 (DLI-2 is developed by the National Science Foundation, DARPA, the National Library of Medicine, Library of Congress National Endowment for the humanities and the Million Book Digital Library Programme University Carnegie Mellon University (www. ulib.org) 2. Europe, via e-Europe initiative, (http:europa.eu.int/iformation_society/Europe/2005/index._en, htm) 3. Asia, including Japan with Kyoto University Digital Library, Japanese Digital Museum, The Asia Digital Resource Project, then India with the Digital Library Initiative of India (DLI), which is coordinated by the Indian Institute of Sciences, Bangalore, and Malaysia with Digital library network of Malaysia. 141 | P a g e Currently, the digital library with the greatest collection is China Digital Library Programme, which the database contains more than 12 million documents, the participation of the program is supported by 21 Ministries in China. National repositories in other countries and can be used as benchmarks for the development of GARUDA is Germany, with its Vascoda (www.vascoda.de). "Vascoda is a free of charge internet portal for all those looking for scientific and scholarly information. Vascoda offers user-friendly access to reliable information and full texts from wide range of different subject areas" Vascoda is developed by the Federal Ministry of Education and Research Germany Research Foundation. There are more than 40 university libraries include databases for all journals in Germany. The Vascoda stages of development are as follows: August 2003: vascoda started an online portal April 2004: New released from vascoda-portal September 2005: formation of vascoda association (eV vascoda) October 2006: integration from modern search engine technologies and offering of detailed Collection Level Descriptions (CLD) November 2007: redesigned and re-launched of the vascoda-portal Since November 2008: development and vascoda –portals services, and the services has directly supported by the DFG. 142 | P a g e Garuda Content The scope of content available in Garuda is, namely: 1) student theses (paper, thesis, dissertation), 2) national journal articles, 3) Proceeding; 4) Teaching materials 5) Patents; 6) proceedings of scientific papers; 7) inauguration speech ; 8) Research Reports Garuda interconnection design Currently, Garuda main server is in the Network inherent (Jardiknas) where the server connects among the academic digital library contributors and PDII-LIPI. The server ISJD PDII-LIPI also connects to several journal servers in Indonesia, so that the journal integration is to PDII-LIPI at first, prior to Garuda. Garuda takes and receives metadata from the institutional library, and then is stored centrally on Garuda and synchronized with institutional library regularly. Digital files / full text are stored in the server library in each institution. On the other hand, this server is accessed by users both local and international. Data exchange system is implemented through OAI system (Open Archive initiative) and CMS. The illustration of the GARUDA interconnection design can be seen in Figure 1. Rizal fatoni aji, (2010) Gambar 1 GARUDA interconnection design Portal Display GARUDA portal has the similar appearance to Google search engine. This is to make the user realize that this portal is the right place to find reference resource they need. The users will find an input box that allows them to enter a query of reference they are seeking. The results can be directly available. In addition, there is also “auto suggest” that is useful to complete the query automatically. 143 | P a g e Technology Garuda uses a different system for front-end and back-end. Front-end technology is created by using PHP programming language, and back-end is made from Lucene search engine adopted by Lontar UI system. Front-end: This implementation of portal display is made by using PHP framework of YII (http://www.yiiframework.com/) which is a framework based on MVC pattern or Model View Controller. This framework is useful to separate the program into 3 parts: Model for database connection, View to set the display, and Controller that manage all business processes occurred on the portal. To implement “autosuggest”, we use library query that is a library javascript that has several facilities, one of them is to build “autosuggest” feature. Back-end: Apache Lucene is a search engine technology with high performance with library full-featured which has created entirely with Java programming language. This technology is suitable for almost any application that requires a full text search, especially cross-platform. Integration between front-end and back-end is done through HTTP GET requests, from the Framework YII display into a service from Lucene engine. The data flow can be seen in figure 2. In the picture, the user enters a query the query is received by GARUDA then it is sent to Lucene engine Lucene returns the results in the form of JSON (Javascript object notation) finally the results are displayed to the user in HTML pages. Abdul Arfan, Gladhi Guardin (2010) Gambar 2 Alur integrasi data Garuda User Interface Design The design of GARUDA follows the sitemap: Main Page / Home This page displays a simple free search box where all keywords will be given a complete word suggestion taken from the database. Display of search results Displays title, author's name, institution and Permalink 144 | P a g e Details of search results The displayed information is appropriate with the Dublin Core as approved by the initial contributors of GARUDA, including: Title, Author, Subject / keywords, Abstract, and Permalink (URL to the Publisher / Contributor) About Garuda Contains a guideline & general information for users and contributors. User Guide A guideline for users, in PDF files that can be downloaded Contributor Guidelines A guideline particularly for contributors, in PDF files that can be downloaded Management Portal Contains information of contact details of the person in charge and managers. Advanced Search Contains 3 (three) fields to enter keywords by Title, Author, Publisher, Subject, or Abstract. Placement and Application Settings GARUDA application installation on the DIKTI server is placed in several locations and the configurations are interlinked, they are: Apache configuration (web server) / etc/apache2/sites-enabled/rii.dikti.go.id The Front-end application location is placed in the folder / srv / jurnal.dikti.go.id / html Tomcat location is placed in a folder / home / tomcat / tomcat / webapps / ROOT The Lucene data location is placed in a folder / home/tomcat/tomcat/webapps/ROOT/index- [institution name] Hardware & Infrastructure specification Hardware: 4 Core Xeon 1.60GHz Memory: 2 GB Hard Disk: 72GB Network: IP: 118.98.233.20 Netmask: 255 255 255 128 Gateway: 118.98.233.1 DNS: 118.98.233.11, 118.98.233.10 Supporting Software: • Operating System: Debian Lenny (5.0) 64bit • Tomcat 5.5 • Java 1.6.0_12 (Java HotSpot (TM) 64-Bit Server) • PHP 5.2 • Apache 2.2 Development Plan Garuda infrastructure development is implemented by widening the backbone and adding the server capacity. Meanwhile the application is developed by: 1) semantic index gradually is entered to the thesaurus system by using broader term and narrow term which has the similar pattern, 2) plugin 145 | P a g e development; 3) Analytical tools which will be develop the systems to measure productivity of authors, institutions which produce scholarly works, while the effectiveness is to measure the citation of scientific works and the use of them by the other party with a citation index system. Garuda content development is done by expanding the number of participants of institutional libraries: National Library, Provincial Libraries, District libraries, and other libraries. The potential interconnection can be seen as follows: State and private university libraries National Library Special libraries such as BSN library that has national standard collections, DJHKI library that has patent collections, BPHN library that has law and legal collection and other special libraries. Research institution libraries Government and non-government institution libraries 31 Regional Libraries (2 Provinces have not had their Regional Libraries, they are Bangka Belitung and West Papua), and 2 public libraries in Jakarta. Meanwhile, content development (local content) consists of: local collection: collection of library materials about specific local issues (institution, geographic, culture, etc.). grey literature: library materials that are not published through the formal publication (semipublished) or not commercially available. local collection and grey literature can be expanded in scope to cover information skills (expertise), owned by local community. Besides local content, format and content forms are also developed not only in full text documents, but also in multimedia. 146 | P a g e 3. CLOSING Garuda has been launched by Vice Minister of National Education in 15 December 2009. Since its launching, it was accessed by more than 51 visitors / minute. Thirty-two university libraries and research institutes contribute their two digital repositories in the portal with the number of 366,997 titles in digital format. Integrating digital libraries in Indonesia will still face constrains, especially the policy of access and metadata formats. Currently, the academic and research database that have the possibility to be integrated in Garuda do not have similar format, so we need policy or legal protection from the government, in this case is the Ministry of National Education and Ministry of Research and Technology, related to the similarity of database as well as the placement of information in an institution, management and operational guidelines for Garuda. Of all, the most important is the obligation of digitizing theses, journals and research specifically for those funded by the state. 2. References [1]. Abdul Arfan, Gladhi Guardin, Laporan Kerja Pembuatan Tampilan Portal Garuda, 2010 [2]. “Digital Library of India TDIL Programme”, tdil.mit.gov.in/April.../11digital%20library%20of%20india.pdf [3]. Garuda, Panduan Kerjasama Jaringan, http://garuda.depdiknas.go.id/jurnal/panduanKontributor [4]. Jonner Hasibuan, “Internal Repositoy pada Perguruan Tinggi, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009, [5]. Lukman “Pengembangan Indonesian Scientific Journal Database (ISJD)”, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009 [6]. Hendro Subagyo, Lukman, Sjaeful Afandi, “Pengembangan Decision Support System IPTEK berbasis Jurnal Ilmiah Indonesia”, disampaikan dalam Digital Informastion Sistem Conference (DISC), Bandung 3 Oktober 2009 [7]. Luki Wijayanti, “Pengembangan Portal Indonesian Scientific Resources”, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009 [8]. Rizal Fatoni Aji, “Desain Interkoneksi Garuda”, 2010 [9]. Pfitser, Joachim and Hans-Dieter Zimmermann , Toward the Introduction of an Institutional Repository: Basic Principles and Concepts. http://edoc.huberlin.di/conferences/bobcatsss2008/ 147 | P a g e 4. Bibliography [10]. Abdul Arfan, Gladhi Guardin, Laporan Kerja Pembuatan Tampilan Portal Garuda, 2010 [11]. “Digital Library of India TDIL Programme”, tdil.mit.gov.in/April.../11digital%20library%20of%20india.pdf [12]. Garuda, Panduan Kerjasama Jaringan, http://garuda.depdiknas.go.id/jurnal/panduanKontributor [13]. Jonner Hasibuan, “Internal Repositoy pada Perguruan Tinggi, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009, [14]. Lukman “Pengembangan Indonesian Scientific Journal Database (ISJD)”, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009 [15]. Hendro Subagyo, Lukman, Sjaeful Afandi, “Pengembangan Decision Support System IPTEK berbasis Jurnal Ilmiah Indonesia”, disampaikan dalam Digital Informastion Sistem Conference (DISC), Bandung 3 Oktober 2009 [16]. Luki Wijayanti, “Pengembangan Portal Indonesian Scientific Resources”, Prosiding Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009 [17]. Rizal Fatoni Aji, “Desain Interkoneksi Garuda”, 2010 [18]. Pfitser, Joachim and Hans-Dieter Zimmermann , Toward the Introduction of an Institutional Repository: Basic Principles and Concepts. http://edoc.hu-berlin.di/conferences/bobcatsss2008/ 148 | P a g e APPENDIX 9 Chansy Phuangsouketh Director Central Library National University of Laos Lao P.D.R Institutional Report: Open Access and Digital Library Project: towards Building Institutional Repository Initiatives in Laos. 1. Introduction Information technology plays a major role in society and the electronic resources are widely used in most educational institutions. Digital libraries have been gaining increasing attention as well as academic interest over the years, across the world. Many libraries in Laos have started their own digitization projects. There is an increasing demand for improved information and knowledge management solutions in research organizations and universities, integrating access to e-resources and providing management and staff with personalized information needed to make informed decisions. A key challenge is how to create an online information environment facilitating local content publishing and providing a single point of access to internal and external information resources. In the current information environment libraries and information centres are encouraged to leverage on the digital technologies towards building digital libraries and in setting up dynamic electronic information systems. Digital libraries are structured storage environments of digital data with a consistent format for index and content abstraction. Digital libraries enable seamless integration of scholarly electronic information, help in creating and maintaining local digital content, and strengthen the mechanisms and the capacity of the library’s information systems and services. They increase the portability, efficiency of access, flexibility, availability and preservation of digital objects. However, there are significant barriers to the development of modern ICT infrastructure in institutions in Laos, including prohibitive license fees, outdated technology, and a lack of relevant IT skills for successful installation and maintenance. Deployment of free and open source software and the necessary training, enables libraries to achieve significant cost savings. 149 | P a g e Therefore, the National University of Laos, libraries have chosen the DSpace Digital Library Software –an open source software, which is now widely used to empower users, particularly in universities libraries, and other public service institutions, to build their own digital libraries. DSpace software allows institutions to build their own digital collections for e-resource services. At present, and regarding the technology environment the Central Library, National University of Laos ( NUOL) is stepping forward to create an Institutional Repository for electronic collections and e-resource services to the students, academic staff, researchers and community in Laos and throughout the world. 2. Planning for Training on Open Access and Digital Library using DSpace Software. In collaboration with eIFL and thanks to the generous funding support from The Asia Foundation, the digital library initiative at NUOL’s objectives and training programme focuses on providing open access to institutional resources using DSpace Software. Initial training is planned for March 2011 at the Central Library, National University of Laos . The training will include an overview of digitization in libraries and of the DSpace software. This will be followed by hands-on training on installing DSpace then building small collections of HTML, image and PDF files. More areas of training needs are as follows: 2.1 OPEN ACCESS The following issues will be addressed: Open access and the evolving scholarly communication environment: o Open access for researchers: increased visibility, usage and impact for their work. o Open access for policy makers and research managers: new tools to manage a university’s image and impact. o Libraries in the evolving scholarly communication environment; How to disseminate the research results in the most efficient way; How to collect and curate the digital outputs; Open access journals and open institutional repositories; Open access policies; Copyright management in open access projects; Benefits and strategies for collective advocacy of open access to research results; How to start and the best approaches to collaborative promotion of research outputs: policies and best practices 2.2 Open access repositories 150 | P a g e Setting up open access repositories; Management of open access repositories; Marketing of open access repositories; Creation, use, dissemination and preservation of traditional paper-based theses and dissertations in electronic form and making them widely accessible; How To: Encouraging students and researchers to deposit research articles, conference papers and theses and dissertations in the open access repository. 2.3 DSpace training An Introduction to DSpace How to Get Help Repository Structure Items in DSpace An Introduction to Users and Groups An Introduction to Metadata in DSpace Technical Basics Identifiers DSpace Configuration User management and authentication options Metadata Input Customization Look and Feel Customization Language Customization Item Submission Workflows Import and Export RSS Feeds, Alerts and News DSpace Statistics and Google Analytics SWORD Basics 2.4 DSpace installation 2,5 Digitization 3. Digital Library Project towards Building an Institutional Repository at NUOL. The University libraries in Laos have innovated their information services by making information available in electronic formats, to ensure that knowledge can be shared all over the world quickly and easily. This increase in the amount of information available can facilitate research and increase knowledge. Institutional repositories are digital collections of the outputs 151 | P a g e created within the university. There are many reasons to implement an IR at NUOL, the principle ones are outlined below: - To increase the visibility and citation impact of the institution’s scholarship. - To provide unified access to the institution’s scholarship. - To provide open access on Peer-Reviewed Research Articles and their preprints. - To preserve the institution scholarship. In addition, the purpose of having repositories is to provide electronic information on the following content types: 1. Peer-reviewed journal articles and conference proceedings: The primary type of content in repository will be the peer-reviewed journal literature and a collection of the journal articles published from faculties or university. 2. Research Data: Research data at NUOL is increasingly created in digital form, repositories will be placed where authors can deposit the data of their final articles. This is in order that other researchers can use the data to verify results, to compare with their own data or to reuse in some way to generate new data and knowledge. 3. Monographs and books: The institutional repository contain books or book chapters. These cases it is still important for the book to be deposited, with the metadata as title, author. synopsis, publisher details etc on display, but the text may be hidden from viewers. Having the metadata visible means that the book is counted in the institution’s assessment procedures, it existence is known to would be readers and it can be located by Web search engines. 4. Other content types: The Institutional Repository of NUOL will frequently contain Master and Ph.d theses, dissertations and other research-related outputs presentation and manuscripts. 4. The Advantages of a Repository to NUOL. A repository created has the following purposes and the benefits to our University as follows: - Opens up the outputs of the university to the worldwide. 152 | P a g e - Maximizes the visibility and impact of these outputs as a result. - Showcases the university to interested academic staff, prospective students and other stakeholders. - Manages and measures research and teaching activities. - Collects and curates digital outputs. - Provides a workspace for work-in-progress and for collaborative projects. - Enables and encourages interdisciplinary approaches to research. - Facilitates the development and sharing of digital teaching materials and aids. - Supports student endeavors, providing access to theses and dissertations and a location for the development of e-portfolios. 5. Users for Institutional Repository. An institutional repository is a web-based or web research engines which have created are for institutions that anyone with Internet access can find themselves arriving at article or dataset in a university or research institution’s repository. But there are other ways that repositories are used, too that users may search a particular repository if they know a specific research works at that institution or they may follow a link from another researcher’s website or blog. 6. Sustainability of NUOL repository. Repositories represent a certain basic cost to the National University of Laos. It is of course the sustainability of a repository depends in large amount on how much effect is needed to fill it. A repository that is filled by self-archiving that is, by researchers depositing their own articles- is far less costly to an institution than one where the library does all the depositing work. My personal idea is that deposit activity should show a reasonably steady pattern throughout the year. The way to ensure that researchers deposit their works regularly is to have a proper Open Access policy and explain why it is important for them and institution. 7. Skills for Institutional Repository Management. As mentioned above, institutional repositories vary greatly in how the work of the repository is distributed. Hence this paper is not intended as the skill set required of a particular repository post but rather the skills, knowledge and abilities required for the management of a successful institutional repository. As we have learnt that many commercial services now offer hosted repository solutions. The roles or skills supplied by the commercial service and those needed 153 | P a g e within the institution will be agreed through negotiation between the two parties. This paper can be used to identify some skills available within the institution that service can be supplied as follows: - Form an Institutional Repository Management Teamwork. - Manage the repository service by identifying goals and future strategies for improvement in the repository service. - Manage the repository budget and respond to user needs in line with resources. - Develop a strategy and budget for the future development of the repository. - Source funding opportunities for repository projects where appropriate. - Develop workflows to manage the capture, description and preservation etc of repository outputs. - Manage the day-to-day running of the repository including any mediateddeposit service or self-archiving by authors. - Coordinate and manage activities of the repository personnel and coordinate repository development with associated departments. - Set up test collections and user satisfaction surveys to evaluate the service and report on findings where appropriate. - Monitor deposit download and other usage indicators to identify the impact and success of the repository and areas for improvement in the service produce usage reports where appropriate. - Manage user expectations to ensure that expected service delivery is achievable. - Handle comments complaints and relationships if service delivery does not meet user demand and manage other difficulties as they arise etc. 154 | P a g e 8. Conclusion In the digital age environment, the importance of setting up digital libraries in Laos has increased. Digital libraries enable seamless integration of the scholarly electronic information, help in creating and maintaining local digital content, and strengthen the mechanisms and the capacity of the library’s information systems and services. Currently, deployment of free and open source software and the necessary training will enable Laos libraries to achieve significant cost savings. DSpace Digital Library Software, an open source software, has been used to build digital collections for e-resource services, and is currently being used by the Central Library of the National University of Laos. In addition, current development of Institutional Repositories in Laos as a part of the strategic plan of the National University of Laos to increase the visibility and citation impact of the institution’s scholarship in order to provide unified access to the institution’s scholarship, open access to peer-reviewed research articles and to preserve and disseminate the institution’s scholarship. This is an important element of information science in today’s global society. Knowledge sharing, capacity building, and information dissemination are all important benefits of integration. We recognize the potential for creating global partnerships that allow greater access to information for both people in Laos seeking information from external sources, and people outside of Laos seeking information on many of the valuable traditional, academic, and cultural resources available in Laos. Developing AUNLIO members’ professional networking opportunities and strategies for successful integration play key roles in the development of quality library services throughout Asia. 155 | P a g e APPENDIX 10 PHILIPPINES: COUNTRY REPORT ON INSTITUTIONAL REPOSITORIES THE UNIVERSITY OF THE PHILIPPINES’ INSTITUTIONAL REPOSITORY Brief Description The University Archives and Records Depository (UARD) is the official institutional repository of the University of the Philippines (UP) pursuant to Executive Order No. 13 dated June 7, 1974 issued by then UP President Salvador P. Lopez. The same executive order designated the University Librarian as the concurrent University Archivist. The two major functions of the UARD are: To collect and maintain archival materials that will assist researchers in tracing the development of the University and reflect the professional careers and achievement of the University administrators, faculty, and alumni; and To provide service relating to the establishment and maintenance of an efficient and effective records management program. E-prints is the system used to manage the Institutional Repository (IR). The URL is http://uard.mainlib.upd.edu.ph Contents Faculty Publications -- output of research grants to faculty members funded by the University through the Office of the Vice-Chancellor for Research and Development. Theses and Dissertations – research studies produced by students as part of the requirements for degrees granted by the University. University Publications – in-house publications of the University published by the University Press, the University’s Information Office (both system and Diliman, the flagship campus), the Centre for Integrative and Development Studies and the different constituent units and colleges, academic catalogues, academic calendars, faculty handbooks and manuals, directories, reports issued regularly by central administration, brochures, guides, alumni and student yearbooks, newsletters, community and student newspapers/bulletins. Images/Video recordings – E-resources produced by the University’s Information Offices, the Office of Initiatives for Culture and the Arts, and the Office of the Vice-Chancellor for Student Affairs, in celebration of events/occasions, and tributes held in the University such as commencement exercises, yearly awards (parangal), honoris causa given to outstanding alumni, local or foreign personalities who have significant contributions to national development and/or relevant contributions to the University and to the world. Books and Serial Articles -- include books and serial articles about the history of the University and its colleges/schools/institutes, etc., writings and messages of university officials. Cartographic Materials – includes campus maps and its environs. Extent and Restrictions to Content/Level of Access 156 | P a g e Texts of resources uploaded in the IR are downloadable in PDF. For theses and dissertations, however, only the preliminary pages, including abstracts have been uploaded in the IR. Bibliographic records of University publications are freely accessible through the University Library’s Web OPAC at http://ilib.upd.edu.ph. Future Plans The UARD is completing the digitization of the papers of two University Presidents and the outgoing chancellor of UP Diliman, faculty and outstanding alumni. Eventually, these digitized resources may be linked with the University’s IR. Also, the UP Diliman Journals Online, presently maintained and hosted by the Office of the Vice-Chancellor for Research and Development will soon be linked with the IR. The Minutes of Meetings of the Board of Regents (the governing body of the University) have been digitized in PDF and will soon be linked with the IR as soon as guidelines to access have been finalized and approved by the Board. Other University publications that have already digitized and uploaded on the IR as soon as permission from concerned agencies and authors are obtained. THE DE LA SALLE UNIVERSITY’S INSTITUTIONAL REPOSITORY Brief Description The De La Salle University (DLSU) Library has in its possession a collection of repository materials that the University has produced over the years. A huge portion of the collection has been digitized, with the intention to make these, initially, available locally. Innovative Media Management Module is the system being used to manage the institutional repository (IR). Contents DLSU’s IR is composed of the following: Faculty Research and Creative Works -- published and unpublished works and researches written by the DLSU faculty members Oral comprehensive exam (OCE) – term papers produced by the students of Master of Business Administration (MBA) Non-Thesis Program Oral history – transcripts and audio files of interviews of prominent personalities conducted by the undergraduate students of the University Photographs – photos of past presidents of the University, as well as selected faculty members, students, alumni and visitors. Also included are photos of buildings, university facilities, and in and off campus university/student sponsored activities/events. Project papers – student papers submitted in partial fulfillment of courses Theses and Dissertations – research studies produced by the students of the university dating back from 1951 to the present University publications – in-house publications of the university, including academic catalogs, brochures, bulletins, handbooks, manuals, yearbooks, directories, annual reports issued regularly by the University, newsletters, and campus newspapers. Also included are journals published by the university’s Academic Publications Office, where some of the issues are already available online through the Philippine Journals Online (an open access 157 | P a g e site of Philippine publications), and studies conducted by the Institutional Testing and Evaluation Office (ITEO). Video documentation – video recordings of both in and off campus university/student sponsored activities/events Extent and restrictions to content/level of access Taking into account the copyright and intellectual property rights of the owners of the original works, the full texts are accessible only in workstations inside the University Library, except for journals published by the Academic Publications Office of the University, which are freely available online through the Philippine Journals Online (http://ejournals.ph/index.php) – an open access site of Philippine publications. The bibliographic records and abstracts of said works, however, are freely accessible online through the Library’s Web OPAC at http://lib1000.dlsu.edu.ph/ Future Plans As bibliographic records and abstracts of these documents are available online, it is expected to draw interest from people outside of the DLSU academic community. Eventually, selected university publications such as ITEO studies, theses (with permission from the authors), and other scholarly outputs (with permission from the authors) will be made available upon request for a fee. ATENEO DE MANILA UNIVERSITY RIZAL LIBRARY INSTITUTIONAL REPOSITORY Brief Description The Rizal Library is the information support arm of the Loyola Schools of the Ateneo de Manila University in the Philippines. It is made up of three units in three separate buildings, namely the Main building where the general collection and audio-visual collections are housed, the old main building which houses the special collections and preservation unit, and the Matteo Ricci Study Hall which is a paperless library and used mainly for discussion and silent study. The Digital Repository The library has three archival special collections. These are: The Ateneo Library of Women’s Writings (ALIWW) The American Historical Collection The Pardo de Tavera Library The Library also has two other Special Collections. These are: The Filipiniana collection The Microform and Digital Newspaper Collection 158 | P a g e The Digital Repository Contents The Digital Repository consists of images produced from its special collections which make up the digital repository of the Rizal Library. Among the resources in the Digital Repository that the ADMU has produced over the years are the following: Theses and dissertations of the graduates of the University Selected publications of the faculty Journals published by the Loyola Schools, Ateneo and edited by its faculty are uploaded in Philjol, a facility currently maintained by INASP, UK. Access and Restrictions Not all have been uploaded for viewing from the Rizal Library Website. Many are awaiting copyright waiver from the authors and publishes. All are however available for viewing in the library premises upon request. Among the institutional materials from the Digital Repository readable from the Web are some full text theses and dissertations. All abstracts are currently accessible in the OPAC. Future Plans Despite problems with Hardware, software, and staff, the Rizal Library is committed to making the digital repository of its special collections available to the general public. It will continue to work on getting copyright waivers and on converting its print files to digital files. It believes that reformatting is the only way to preserve the contents of books and other information materials. To this end the library has acquired equipment that converts from print to microform and microform to digital. It has also developed a software to access the newspapers in digital format.. It will always keep special information materials in three formats: print, digital and in microform. The library also plans to digitize many of its collections in the University Archives which are truly Ateneo’s institutional resources. SUMMARY The Ateneo de Manila University, De La Salle University and the University of the Philippines have for their institutional repositories faculty publications, theses and dissertations, university publications, images and video-recordings, including project/term papers of students, oral history materials, photographs, cartographic materials, and journals published by these institutions. Texts of these resources uploaded in the institutional repositories are downloaded in PDF. For theses and dissertations, however, only the preliminary pages, including abstracts are accessible in these institutional repositories. Bibliographic records of resources in these institutional repositories are accessible in their OPACs. Taking into account the copyright and intellectual property rights of the owners of the original works, the full texts are accessible only in workstations in these libraries. Journals published by these universities are freely available online. 159 | P a g e Future Plans The resources of these institutional repositories are envisioned to be linked with the AUNILO portal to maximize access and share utilization of academic research materials. We will continue to work on getting copyright waivers and on converting our print files to digital files. We hope to enhance our hardware capabilities to store larger number of resources in our institutional repositories . 160 | P a g e APPENDIX 11 161 | P a g e 162 | P a g e 163 | P a g e APPENDIX 12 Institutional Repositories : Thailand Report Dr. Pimrumpai Premsmit with Dr. Sriwan Mekhun and Chaweewan Swasdee Introduction Institutional Repositories (IRs) has been initiated in Thailand since 2005. Chulalongkorn University Intellectual Repository (CUIR) was the first IR of the country followed by Mahidol IR of Mahidol University. The IR environment in Thailand is evolving. Most IRs are developed in academic institutions and managed by libraries. The goals for IRs may vary. However the IRs in universities focus on the long-term preservation of institutions’ academic work, while adding on to the university’s prestige by show casing research and scholarship. Other university IRs are, for example, Thammasat University Knowledge-Based Website, Suranaree University of Technology Intellectual Repository, PSU (Prince of Songkhla University) Knowledge Bank, Knowledge Bank Sripatum University Library, SIU Knowledge Bank of Shinawatra University, and Rajamangala University of Technology Phra Nakhon Intellectual Repository Content of most university IRs include theses and dissertations, research reports, and technical articles. Other content range from conference proceedings to lectures, tutorials, learning materials, manuals, and videos. The collections of university IRs at present tend to be fully available only to their university communities. The public can access only descriptive metadata (bibliographic information & abstracts) of materials in IRs. There are also ongoing discussions on pros and cons of open access. Barriers facing the development of IRs in universities are not only getting 164 | P a g e or finding authors to submit materials but also the reluctance to change the way things are done such as academic publishing and research dissemination. The most commonly used IR software package is DSpace, an open-source software from Massachusetts Institute of Technology (MIT). Chulalongkorn University Department of Computer Science developed the Thai version of DSpace and Center of Academic Resources (CAR) has been a focal point for DSpace user network. The digital collection and IR development in member institutions of AUNILO, namely, Burapha University, Chulalongkorn University and Mahidol University are described respectively below. Burapha University (BUU) Digital Collection The digital collection of Burapha University comprises thesis and dissertations, research works, and student projects. It can be accessed via Thai Digital Collection or TDC. TDC is one of the main projects of ThaiLis – a major university library network under the Office of Higher Education Commission of the Ministry of Education. The TDC concentrates on building digital collection of theses and dissertations, research works, and rare books of 86 member libraries. It aims to provide full text search service for member library community. The TDC is available at http://tdc.thailis.or.th/tdc/basic.php. BUU library digital collection totals over 10,000 items. At present the library does not use any IR software is in the process of software transition. The Chulalongkorn University Intellectual Repositories (CUIR) CUIR is CAR’s initiative for storing, disseminating and preserving the university scholarly works in digital format. It is also established to offer services and access to Chulalongkorn University’s intellectual asset and disseminate to CU community and society. 165 | P a g e The initiative project started in 2005, when a librarian of CAR-Ms. Supaporn Chaitammapakorn received UNESCO support to attend a workshop on Information Management and proposed the building of IR with DSpace open source software, In October 2005, CAR and the office of Research Affairs co-organized the seminar on “Problems in Managing and Providing Service of Intellectual Properties in Digital Format”, where the launching of CUIR was taken place. In 2006, the Committee for Developing CUIR Plan was appointed by the University with the Director of CAR as chairperson. The Plan has been integrated as part of the University’s Research Master Plan. CAR appointed CUIR Task Force Committee in 2006. From 2007 CAR has offered trainings & workshops on Thai DSpace for buiding IR, IR self submission. CAR also assisted government agencies in establishing IR, namely, the Heath Research Institute, Ministry of Public Health; and the Office of National Research Council of Thailand. (Yupin Chancharoensin, Wiwat Vatanawood, and Chanida Chariyapornpong 2008) CUIR was developed, using DSpace open source software. The Thai version of DSpace by chulalongkorn University, has been implemented and distributed for public since 2005. Realizing the importance of sharing the digital resource, CUIR is registered as an OAI-PMH repository and is a data provider with OAIster – a union catalog of digital resources, offered by OATster.org. Communities in CUIR comprises 5 major groups, namely, Center of Excellence, Faculty and Institute, Office of the University, Research Institute, and Research Units. The major contributor is Faculty and Institute with over 12,000 items. Content include research reports, theses and dissertations, journal articles, learning materials, lectures, e-journals, and best practice manuals. As of November 2010, there are over 5,000 technical reports, about 10,000 theses, 1,000 journal articles, 32 learning materials, 140 lectures, and 1 manual in the repository. About 82 per cent of items are in Thai and 18 per cent in English. CUIR employs Dublin Core Metadata 15 elements with some additional sub-elements for appropriate storage of digital content. Chulalongkorn University community can access both 166 | P a g e metadata (bibliographic information & abstract)) and full text of items. The restriction is that they can save a file but cannot print the file out. The general public can access only metadata part. CUIR is accessible by browse search, basic and advanced search, community and/or collection search. CUIR has existed for 5 years. The primary administrative focus is not only adding content, but also promoting CUIR and bringing it to users. A research is conducted on the use of CUIR by CU faculty members and students (Premruedee Tanmala, 2009) The results indicate that the majority of the faculty members and graduate students use CUIR for conducting research. The type of information resources mostly used is thesis and the subject mostly searched are technology. They mostly use materials in English and use the material published within the past 4-6 month. CUIR evaluation is also planned to ensure that CUIR is able to meet academic and research needs of CU community. Full-text access for general public is also discussed and the implementation of such initiative will be soon in place. CUIR is available at http//cuir.car.ac.th. The Center of Academic Resources, as a member of ThaiLis, has also contributed to the content of the TDC. The full text of over 5000 CU theses can be accessed via the TDC. Mahidol University – IR Phase I of Mahidol-IR project started in 2008. The project intended to store research reports, journal articles, proceedings, CAI and books. Greenstone Digital Library was used to create and managed Mahidol – IR. At that time, 7 Faculties, Colleges and Institutions contributed their contents more than 300 records overall. In 2009 the phase II of Mahidol – IR began. The IR have been transferred to MU – IR (Mahidol University – Institutional Repository) by using DSpace as a software tool to create and manage the database while Dublin Core is still the metadata schema used. Contents coverage in MU – IR include 125 books, 586 journal articles published by 167 | P a g e Faculties of Mahidol University, 76 research articles previously published peer-review articles, and 5120 theses with 10% growth each year. For Mahidol University, policy on access to digital collection or electronic resources licensed by university or institutional repositories required university internet account. The registered student will be provided the authentication to university computer network. Through this regulation, whoever register or transfer credit to Mahidol University should be enable to access digital resources of the university operated by Library and Knowledge Center. While in 2009, Mahidol University joined the Commission of Higher Education on the Digital Contents Management System (DCMS) or now ThaiLis Digital Collection (TDC) program which is an open access institutional repository house more than 200,000 records of theses and dissertations, journal articles, research reports, proceedings fulltext contributed by more than 100 Thai public universities. An in-house software was used to manage this database. The Policy of Commission on Higher Education, Ministry of Education regarding digital collection is open access to public. To enable access, Thai identification card is required to register. Mahidol University contributed more than 5000 full text theses to this IR. the project to enable accessibility and discoverability of articles research from local journals at faculty repositories including IRs open access enable soon can be access at http://www.li.mahidol.ac.th/resources/research.php , and the databases of digital versions of theses produced by the postgraduate research students at Mahidol university is available at http://www.li.mahidol.ac.th/e-theses/list-e-theses.php. ------------------------------------------------------- 168 | P a g e References Yupin Chancharoensin, Wiwat Vatanawood, and Chanida Chariyapornpong. “CUIRChulalongkorn Universoty Intellectual repository”, in Reaching the 31th year of CAR.27-40. Bangkok: Center of Academic Resources, Chulalongkorn University, 2008. Premruedee Tanmala. “ Chulalongkorn University Faculty Members’ and Gradiate Students’ Use of Chulalongkorn University Intellectual Repository (CUIR).” Master’s thesis, Chulalongkorn University, 2009. 169 | P a g e APPENDIX 13 AUNILO ASEAN UNIVERSITY NETWORK INTER-LIBRARY ONLINE REPORT ON CONSOLIDATED INSTITUTIONAL REPOSITORY OF VIETNAM NATIONAL UNIVERSITIES Dr. Nguyen Huy Chuong, VNU 1. Introduction: In Vietnam, the national library has the function as national repository, where reposits all domestic publications, dissertations and research works on the national basis. Universities keep a repositories on the institutional basis. Big universities as University of Technology, Hue University, ThaiNguyen University ... all have their own publishers, and their repository collection includes all publications of the university’s publishers, theses, dissertations and research works. This report focuses on the institutional repository of the two Vietnam national university libraries: Vietnam National University, Hanoi (VNU) and Vietnam National University, Ho Chi Minh City (VNU HCMC) The library structures of these two national universities are a bit different. At VNU, LIC – VNU (Library & Information Center – VNU) operates as a centralized library system, in which technical processing is centralized in the institution’s headquarter. LIC – VNU has 5 public service departments in different campuses of all member colleges. VNU users (including teachers, lecturers, researchers, staff...) are offered unique user-cards, which can be used in every public services department, whether to read in-house or to check out (public services departments are about 10 km far from each other). 170 | P a g e At VNU – HCMC, besides the Central library serving all VNU users, there are 6 other separate libraries in 6 member universities: University of Social Sciences and Humanities; University of Natural Sciences, University of Technology, .... The libraries operate independently, provide independent usercards which are used in that specific library only. Consequently, users in each member university are allowed to use only two libraries: The Central Library and library in their local university. Related to repository, each library collects materials and processes separately using different management software and classification system. 2. Content: The Institutional Repositories in both university libraries include all university related documents as follows: 1. University publications 2. Lecture notes 3. Theses & dissertations studied at the universities or of university faculty studied in other universities in the country or abroad. 4. Scientific research works from VNU level to national level. 5. Reports on study tour or research tour abroad by faculty, researchers and staff (text documents, CD-ROM, photos) 3. Guidelines on access and Restriction: Organizations of the collections are different in two library systems: - At LIC – VNU: + All documents are collected and processed at the headquarter, and organized as one single collection for each type of materials. The document are then placed at two different reading rooms suitable for users: the Central library in Caugiay for documents of economics, law, technology, pedagogy, and language 171 | P a g e studies; The Thuongdinh areas for documents of social sciences & humanities and natural sciences. + Hard copies of repository collections include: o Dissertations and theses: 6072 titles o VNU Publications: 3070 titles o Research works: 1008 titles o Reports on study tour or research tour abroad by faculty, researchers and staff (text documents, CD-ROM, photos): several dozens - Hard copies of all materials are in-house use only. If pages are required, photocopy service will provide users with fee + Soft copies: - Bibliographic databases (formally LIBOL, currently Virtua software) can be access freely through LIC’s OPAC. Also, through LIC website, all bibliographic information of these materials can be accessed from any location inside or outside the country - LIC has a separate database for theses & dissertation; VNU publications and research works are mixed in the book database; - CD – ROM versions of theses, dissertations and research works: nearly 4000 pieces - Digital textbooks and proceedings: 13 titles At HCMC library system + Each member library operates separately. They use different management software: Dspace, Green Stone, Libol (local developed). Collections is accessed separately. + At the Central Library, materials are organized in different topics for free access, statistics as follows: 172 | P a g e - Database of Journal of scientific and technology development: PDF files in Vietnamese; abstracts in Vietnamese and English: more than 700 entries - Database of theses & dissertations: 43 titles in PDF files - Lecture Notes: 30 in PDF files + Hard copies of all materials are in-house use only. If pages are required, photocopy service will provide users with fee 5. Plan: LIC – VNU Hanoi - The library owns all soft versions of the newly collected theses, dissertations and research works. Formerly collected materials are being scanned. LIC intends to digitize the whole repository collection and make is available online for users’ free access. - Most of the VNU publications are purchased by the library, so that the repository collection will not be used much by students. However, the majority of VNU publications are textbooks that are in consideration of VNU to digitize. In the near future, LIC will have two versions for VNU publications: hard copies and digital copies. - Reports on study tour or research tour abroad by faculty, researchers and staff: Recently, LIC cannot collect all reports of this kind. LIC will suggest VNU to issue a hard regulation so that every delegation will have to submit their study tour or research tour reports to the library. - Putting into practice for documents related to VNU activities be kept and organized by the library VNU – HCMC 173 | P a g e - The university is considering to build a common network among member libraries so that they can share resources and they can have a “one stop shop” access to repositories of all member libraries. Conclusion: Repository collections are very important parts of the two libraries. Most of materials are not yet published and they are used very frequently by users, especially for postgraduate students and researchers. The two libraries are preparing to digitize them so as to make them available online to users. 174 | P a g e RESOLUTIONS DISCUSSION ON AUNILO ENHANCING INFORMATION DISCOVERY THROUGH MOBILE TECHNOLOGIES 1st – 2nd JUNE 2012 NATIONAL UNIVERSITY OF SINGAPORE No. RESOLUTIONS ACTION 1. Preliminary Meeting between the AUN Secretariat, AUNILO Secretariat and host country is recommended before the Meeting. AUN/AUNILOSecretariat, Host 2. Next Meeting agenda should discuss the change of name of AUNILO. Secretariat should initiate the email of discussion for that matter. Secretariat, Member countries 3. Members are encouraged to contribute to enhance AUNILO portal. RSS feed will be created in the portal . Login id and password of the portal will be given to each member libraries to make it easy for them to post any relevant updates. USM, UM, Member countries 4. The option whether discovery service for central repositories or a server for harvester to be developed will be reviewed and a proposal will be drafted. Member libraries will be notified through email for further discussion. NUS, SMU 5. AUNILO Secretariat will send invoices to all members regarding AUNILO portal enhancement fee at least 2 months before end of the year. Secretariat 6. Pathfinder on Peranakan collection will be uploaded into AUNILO Portal. USM, CMU Lanna collection of CMU will also be linked into the portal to enhance its content. 7. Proposal for training on Social Media will be drafted by UP and will be discussed among members. UP 8. The theme and the date for the 9th Meeting will be announced later by the host. UM 175 | P a g e 9. Refined proposals on requirements of Institutional Repositories will be prepared within 3 months time. 10. Meeting minutes and resolutions should be distributed 2 weeks after the meeting. 11. AUN will email the criterias on becoming AUNILO members to the Secretariat. UM AUNILO Secretariat AUN 176 | P a g e
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