A Multidisciplinary Perspective for the Design of a

A Multidisciplinary Perspective for the Design of a Collection Management Model 13 th of March, 2008 Carlos E Montano D Head Librarian, Universidad Autónoma de Ciudad Juárez

The Library System Young system, with less than 15 years of service l Serves around 20, 000 users among students and faculty members l 250, 000 volumes distributed in one central library and three specialized libraries l Archive management for the university recently added to our range of activities BIVIR is a comprehensive virtual library with access to the most important third party databases l Centralized Technical Processes l Strong and wide renowned Information Literacy programme l l

The Paradigm of Complexity, from Edgar Morin Nothing is simple, we decide to simplify If nothing is simple, a problem must be approached from many perspectives l A Multidisciplinary vision is more accurate to describe the problem l Once we reflect on the problem, we can only approach to it, and new reflections will bring new visions l l

Defining the Problem l Cataloguing, classification, preservation, evaluation, selection, discard, and acquisitions (purchases, donations and exchanges) – ISO 9001 certification requirements – Fiduciary needs – Addition of Archive Management for the university Knowledge management functions and the new kind of information to manage: multimedia, management documents and dynamic forms of information sources (forums, email, etc) Curation of special documents for Special Collections section and the Historical Archive – – – Designing a Collection Management System to face

Disciplines immersed Library Sciences l Knowledge Management l Organisation Management Industrial Engineering (Logistics and Ergonomics) l Information Technology Management l Higher Education l Archive Sciences l l

Background to the multidisciplinary scope In 2003, the Library System was required to certify ‘essential’ processes under the norm ISO 9001 l The same year, a group of students leaded by a faculty member of Engineering Department, applied logistics, manufacturing and ergonomics to the analysis selection, acquisition and to cataloguing processes. l

The Goal… To minimize delays in cataloguing was the main atask, but then it was extended to the selection and acquisition processes. l To adopt the ‘new philosophy’ of continuous improvement, removing waste, and adding value to the user. Improve the general conditions in all the operations. l l

What happened? Many of the team’s suggestions were taken and the processes were certified in 2005, and every year since then. l The addition of information technology tools for selection and acquisition l Design the appropriate items to make the activities more fast (bar codes, security stickers, etc) l Time to process an item: 8 minutes l But also, many other suggestions were filed waiting for a better chance… l

What was left behind? l Selection and distribution of new furniture and equipment l Study of the sequential activities y the appropriate movements

The 2008 CM model to face the challenges ARCHIVES Philosophy Strategy INFRAESTRUCTURE Structure Systems and methods Operations TECHNOLOGY SELECTION PRESERVATION ORGANIZATION (C&C) EVALUATION

The re-organisation of the processes

The performance indicators Usability l Availability l Pertinence l Quality l Integrity l Effectiveness l Coverage … among others l

The performance indicators, an example

UACJ HOMOLOGACIÓN DE LA ESTRUCTURA ORGANIZACIONAL DE LA UACJ (DIRECTIVA Y OPERATIVA) Nivel JEFATURA DE DESARROLLO Y ORGANIZACIÓN DE LAS COLECCIONES 26300 HEAD LIBRARIAN IIIB IV B 26320 COLLECTION MANAGEMENT LIBRARIAN IV C PRESERVATION LIBRARIAN EVALUATION LIBRARIAN SELECTION LIBRARIAN CAT AND CLASS LIBRARIAN VA ASSISTANT VI B STUDENT ASSISTANT 26320 STUDENT ASSISTANT

Conclusion We have witnessed the wide range of problems discovered and solutions using a multidisciplinary perspective l We could find a way to face the challenges and respond to the effectively l The high value of the learning experience for the librarians l