Barman - better make that six!

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Barman - better make that six!

• Dave Little
• Euug Conference
• Scandinavia, 6th September 2001

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Contents

• 1 Separation
• 2 FOILS
• 3 Unicorn Separation
• 4 Digitisation Project
• 5 The Future

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Separation

• Section 1

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Why?

• No longer a Government Department
• Need to be seen to be fair and equal treatment
• Security implications

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How?

• RASP (Records Audit Separation Process)
• An auditable process to identify every record and
  report and decide whether it should be held by
  QinetiQ
• Remove all those that should not be held
• Update the Unicorn entries for that stock

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IRs Divorce

• IR divided between the two organisations (50
  90)
• Porton Down and DRIC remained with R-DERA (now
  renamed dstl Knowledge Services)
• Farnborough, Malvern et al moved to NewDERA (now
  renamed QinetiQ IR)
• Unicorn system split and synchronisation process
  developed to enable both sides to see and
  share each others stock
• Stock untouched (so far) by split

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New Trading Relationship

• As a result of the way the organisation was
  split, most sites contain staff working for both
  organisations. Therefore, QinetiQ IR has been
  tasked with providing library services to dstl
  staff at sites other than Porton Down and
  Glasgow.
• This includes, not only traditional library
  services, e.g. book loans, provision of journal
  articles, but also access to the Internet,
  sharing of internal electronic services such as
  Janes, and sharing of access to e-journals on
  the Web.
• All defined by a Service Level Agreement.

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FOILS

• Section 2

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A little bit of history

• FOILS actually originated well before the PPP
  separation. It came about as a reaction to
  customer feedback on how they wished to see
  library services develop in the 21st Century.
• Customers included stakeholders as well as
  actual users.
• Overwhelming wish to see a move to much more
  information available electronically from users
  desktops (at no increase in cost, of course).
• Some customers continued to have concern for
  traditional library services such as browsing.

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Main Objectives

• Set up a new store (IW) in a central location
  with high density storage and fast turnaround on
  requests
• Weed bookstock to remove items not used in past
  10 years
• Move bookstock last used 5-10 years ago to the
  IW
• Move older journals (over 3 years) to the IW
• Move a copy of every report held to the IW
• Amend Unicorn catalogue to reflect what we
  actually hold
• Supply information electronically as first
  preference

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But, what about?

• Skips full of books
• Large card catalogues (very large!)
• Beautiful bound journals
• Lots of extra copies of reports
• Unicorn entries for stuff we aint got
• All those Individually catalogued bibliographic
  entries

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Staff Changes

• Introduction of Information Specialists to work
  in tandem with our Knowledge Agents - going out
  and talking to customers, rather than sitting
  cataloguing
• Minimisation of administrative processes at the
  counter
• Ask A Librarian
• Electronic Information Team
• Reduced Management Cell

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Unicorn Separation

• Section 3

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Unicorn - The way forward

• It was agreed that both QinetiQ IR and dstl KS
  would continue to use Sirsi Unicorn for the
  foreseeable future
• Also agreed that we would share data where this
  was permissible and possible
• We would continue to have joint representation on
  the USUG
• We would minimise the devolution to
  non-compatible processes

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3 Systems X 2

• To create these objectives, we needed to double
  our systems
• QinetiQ IR would purchase three new servers
  systems
• Restricted System - Thailand
• xxx System - Cambodia
• Test System - Vietnam
• QinetiQ IR would also have to recruit its own
  Systems Administrators (and get them
  security-cleared)

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Synchron City - CornSynch

• Although the new systems would start with
  identical data to the current systems, each
  system would only be accessible by the
  appropriate staff.
• Therefore, a need not only to synchronise between
  Restricted and xxx systems, but also between the
  QinetiQ Restricted system and the dstl Restricted
  system.

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Oh to be a cataloguer

• As part of the synchronisation process, there was
  a need to define the sharing characteristics of a
  record - the Cat 1 field
• CORNET, CORN-DRAFT, CORN-RELSD, S-CORNET,
  CORN-COPY, SEC-DRAFT, RELEASED, S-RELEASED,
  TRANSFERED, S-TRANSFRD, SEC-COPY, S-SEC-COPY,
  X-CORNREL, X-CORN-CPY, X-RELEASED X-SEC-COPY
• 16 in total

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Sorry, I cant see what you put in.

• As Cornsynch was not expected to be run every
  day, this meant that certain data might be out of
  date, e.g. loan details. Therefore, the need
  for Ask-IC as a location.
• As QinetiQ IR staff and dstl KS staff are not
  allowed to directly access each others systems.
  They are unable to see what a customer from the
  other organisation has entered.
• As QinetiQ and dstl networks are not allowed in
  the same room - WebCat loses a tail and crosses
  its legs.

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Then there was the data that shouldnt exist.
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Digitisation

• Section 4

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Meanwhile back at the ranch...

• As part of the FOILS project, it was decided that
  where possible we would deliver reports to our
  customers electronically.
• This meant embarking on a project to proactively
  digitise over half a million reports, whilst also
  continuing to reactively deliver to the customer
  upon request.
• Service aiming to deliver urgent requests within
  2 hours.

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tiffs, pdfs, gifs and all that stuff

• We had security implications
• We had network delivery implications
• We had resourcing implications
• So we chose a company that didnt look phased out
  by our briefings (and came up with radical
  solutions) and told them to come back with a
  practicable solution.
• We also wanted to see the solution working before
  we handed over the dosh.

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You put it in here and click the button

• The solution comprised a surprisingly small, but
  very fast scanner attached to a PC with some
  clever software attached
• Barcodes used to separate reports during
  processing, to provide the Unicorn identifier and
  to identify pages containing abstracts and pages
  with tables of contents
• The data is then taken to a Cornet PC for
  uploading into Unicorn

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Unicorn entries

• Every report title would have a barcode entered
  onto the Unicorn system
• Where no entry pre-exists, a very basic record is
  entered
• Scan data fields provide barcode, tiff image of
  report, pdf of abstract TOC, scan date,
  scanner, number of pages, details of colour or
  BW and the size of the image file
• When all report stock has been barcoded, the
  items on Unicorn which are not barcoded and not
  out on loan, will be presumed not to exist and
  will be removed from the system

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Dont forget the guillotine
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The Future

• Section 5

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Knowledge Store

• Knowledge Management initiative
• To be managed by IR
• Brings together several different sources of
  corporate data, including Unicorn
• Opportunity for QinetiQ staff to enter their own
  metadata regarding research results
• Opportunity for IR to move into the central
  stream of the organisation
• Trial starts in September

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Internet access from the desktop

• Initially will be a link through from Cornet
  desktops to a specific number of Internet
  locations
• Move from a restricted network to an open network
• Need to partition records and customers within
  Unicorn
• Opportunity to have outside links from 856 field
• Trial starts in Autumn with plans to be
  operational in the Spring

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Hyperion iBistro

• Our aim is to offer the customer as much of a
  one-stop shop as we can
• Hyperion may become the preferred storage and
  delivery mechanism for electronic data, if we
  ever get any money
• iBistro represents the concept that we are
  working towards - a personalised zone which
  brings together all the information needs of our
  customers

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Push, pull and browsing

• We are attempting to please a wide range of
  different customers, including users and
  stakeholders
• these include the traditional users who wish to
  have browse facilities to aid serendipity
• they also include users who want a personalised
  service which supplies them with only the
  information they require
• and it must also include the customers who just
  need to dip in occasionally and pull out what
  they need

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Thank you for listeningNow for some more
technical detail from Liane
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