The Electronic Publishing Course of the TICER Summer School on Digital Libraries brought together representatives of some of the important stakeholders in e-publishing. Amongst the participants were Librarians from academic and non-academic institutions, technicians in e-publishing and the publishers themselves. Also amongst the lecturers were consumers of e-publishing services such as librarians and high profile academics; providers of e-publishing services (small and large); and legal practitioners with experience in regulations and laws governing e-publishing. With this kind of mix amongst participants and lecturers I was able to learn a very wide variety of technical and administrative issues relating to e-publishing.
2.1 Course Theme and Introduction to Electronic Publishing (by H. Gelijnse)
The presentation gave the historical background and motives behind the development of e-publishing systems and how these have re-shaped publishing in general. The following were covered:
2.1.1 The Traditional Scholarly Journal System, its Role and Importance in the Dissemination of new information
The associated traditional information chain was defined and explained
2.1.2 The Journals Crisis
It was noted the crisis arose from the high rise in the cost of print journals to levels beyond the reach of most libraries and related consumers. This strained the relationship between libraries and publishers. Libraries found themselves unable to meet the needs of their clients.
2.1.3 The Emergence of e-Publishing Systems as a solution to the Journals Crisis
It was noted that the main reason behind the development of e-publishing was to find solutions to the Journals crisis. It was also noted that the major expectations from the move to e-journals were:
- Better use - it is believed that e-journals are used more than paper journals
- User convenience: e-journals bring information to the user or consumers' desktop.
- Better management of holdings: problems of theft, in-use by others, bindery are gotten rid off.
- Improved speed of access and retrieval.
- Improved space management (e.g. no more shelving required).
- Decreases costs.
Of the expectations in 2.1.3, the following have so far been realized:
- Better use.
- Administrative savings in shelving, serials check-in, bindery, claiming and stack maintenance.
2.1.5 Improvements/Enhancements to e-Journals Systems to solve the problems associated with the Journals crisis
Realizing that some of the Journal crisis issues had not been resolved (see paragraphs 2.1.3 and 2.1.4), initiatives have been undertaken to improve and put the situation right.
Current undertakings include the SPARC, HIGHWIRE, JSTOR and OPEN ARCHIVES initiatives. All of these aim to ensure affordable subscriptions, involvement of all stakeholders in the information chain and speedy and expanded access to e-journals.
2.1.6 Licensing Issues
The use of consortia for bargaining was emphasized.
2.1.7 Some Requirements in e-Publishing
There is need to redefine the information chain.
- On the Administrative side, there is fear that the redefinitions of the information chain may sideline the Librarians.
2.2 I.T. and Electronic Publishing : Issues, Trends and Developments (by T. Nijssen)
With reference to and examples of Practical Projects (that have been undertaken) the presentation gave an illustration of I.T. tools for supporting Electronic Publishing and Digital Library Systems. The illustrations included the following:
2.2.1 Tilburg University's KWIK Project
The project developed tools for providing good user interfaces and search tools in electronic publishing systems
2.2.2 Elise and Elise II Projects
Elise means Electronic Library Image Services in Europe.
The project demonstrated the production of large images databases and multimedia (JPEG and MPEG) documents.
2.2.3 Decomate and Decomate 2 Projects
The project successfully dealt with the development of Document Servers and appropriate user interfaces plus search tools.
From the results and observations from the above projects, some recommendations were made on technical issues relating to Electronic Publishing Systems. These included the following:
- Kind of Server to buy or the Platform to choose
Let your environment determine and ensure that your choice is well supported. Also try to determine the future of the platform - will it still be getting support ten years from now.
- Deciding on Storage and Supporting Software Requirements
Decide on storage for storing documents, metadata, software and where applicable, search indices. Disks involved in searching are very important as they determine the overall speed. Fast disks are thus recommended.
- Search Engines
They are a key component of electronic Publishing systems
- Client and User Interfaces
End users need good interfaces and search tools for effective interaction with digital library facilities.
- Putting Everything Together
Cross platform search and communication tools and protocols are essential requirements. Z39.50 has done fairly well in this area. However there is need for enhanced tools.
- Documents Formats
Some standard needs to be adopted on document formats for electronic Publishing Systems. Such standards should accommodate the technological developments and changes. An overview of XML and how its evolution is keeping up with the pace in e-publishing systems was given.
2.3 Review Session (by H. Geleijnse)
The first two presentations enlightened us on what to expect from e-publishing systems - the important technical and administrative issues. After studying the e-publishing business environment we got a chance to work out the issues e-publishing systems would need to address. We were able to identify the following:
- How academics would deal with information overload.
- The role of publishers in selecting and sustaining the overload
- The role of secondary databases
- How to measure the quality
- The specific position of Libraries in the Third World
- Copyright on parts of Theses
- Organization of Theses
- How to set up a local e-archive
- How to organize e-archiving
- How we can survive a world of monopolies and consortia packages
- The worry about decision making process being taken away from the libraries
- How libraries can co-operate at an international level
- The future of non-English Publications.
- How the world of publishing will look like in 10 years
- Libraries as publishers.
- The long term business strategy of Elsevier Science
- What to do with Print Collections
- Do we need Librarians in future
- The need for Change Management
- The skills Librarians need in future.
2.4 Legal Issues in E-Publishing: Copyright and Licensing (by E. Giavarra)
The presentation was based on European copyright law and licensing practices. The meaning of copyright and associated parameters were explained. Activities that can cause violations of copyright and methods of "enforcing" copyright such as licensing were defined and explained. Some important recommendations which came out of the presentation were:
2.4.1 Licences must be read and understood and efforts should be made to negotiate pricing and terms of a licence agreement. Neither of the participating parties should be prejudiced.
2.4.2 Legal advice must be sought.
2.4.3 Strategic alliances such as consortia can be helpful in facilitating licence negotiations.
We saw how in the e-publishing industry, access seems to be regulated more by contract law than by copyright law.
2.5 Surfing the Third Wave : The Added Value of a Publisher in a Changing World (by J. Clark)
The presentation looked at the publishing cycle, those involved in the cycle and the e-publishing market structure. The publisher's role was analyzed and ways in which the publisher can contribute to the production of a good product - one which satisfies all stakeholders - the author, reader, editors and publishers were defined. The peer review process in e-publishing was also defined and its shortcomings explained. As an effort to improve e-publishing services, it is anticipated that publishers will soon be playing a major role in archiving, something they haven't been doing. Exploiting technology developments will be a major factor for success in e-publishing.
2.6 Archiving in the Digital Age : There's a Will, but is there a Way (by K. Guthrie)
Small Publishers presentation was about electronic archiving systems. A lot of organizations have been hesitant to change to electronic forms because of the absence of clear e-archiving policies and methods. The need for e-archiving system has been realized but because of the costs and work involved, there has been very little will to develop such systems in organizations. If we are to transform to electronic publishing, the archiving challenge will have to be addressed. Current major initiatives in e-archiving include efforts at JSTOR an organization dedicated to building a central and trusted repository of back issue of e-journals. The JSTOR initiative has been proved to be viable as it has already been shown that the cost of preserving print materials is much more than the cost of electronic archiving. In addition to the cost saving, the system is providing better access to archives. As libraries and organizations move to electronic publishing, they are advised to budget for e-archiving.
2.7 The Position and Future of Small Publishers (by M. Casalini)
Small Publishers have a place and major role to play in e-publishing. Because of their small size they tend to focus a lot more on quality delivery using the same technologies used by the larger publishers. They also tend to listen more to the needs and interests of all the stakeholders. However they still face the wrath of stiff competition from the better financed large publishers. In this regard they need the support of intermediaries in marketing their products and services.
2.8 The Author's Perspective (by G. Bertola)
The presenter is a high profile Academic, a consumer of e-publishing services, an author, managing editor and editorial board member. His presentation took us through the following:
2.8.1 What it takes to produce a good journal.
Important factors and parameters include reputation, Group philosophy and circulation levels. It was noted that in all these someone has to take responsibility.
2.8.2 The beneficiaries of good journals : Students Researches, Authors (young and establishment) and the Publishers.
2.8.3 The Market place and how it has to evolve with and exploit advances in ICTs.
(The coming in of the Web based initiatives and the move to e-publishing).
2.8.4 An illustration of the above using the situation in Economics Publishing.
2.9 SPARC as an Alternative Strategy for Reforming Scholarly Communication (by Sarah Michalak)
2.9.1 What is SPARC
Groupings of universities research libraries and organizations built to resolve the problems (in scholarly communication) which have caused reduction is dissemination of scholarship and in some cases have brought down libraries to
2.9.2 Overall Objective of SPARC
To help directly or indirectly, to create cost-effective systems and models conscious of user needs which are far reaching in the dissemination and use of information in a digital and networked environment.
2.9.3 Some of the SPARC Methods
- Encouraging setting up of New Business and Technical Models for developing new collaborative digital enterprises and models which bring together and unite stake holders in e-publishing.
- Target scholarly communication stakeholders (Librarians, faculty and editorial boards). The development of institutional repositories for work of scholars and scholarly publishing initiatives will be supported.
- Funding alternatives to high-priced journals and digital repositories.
- Educating and training to create awareness of scholarly communication issues e.g. Librarians to receive training on strategies and tools for working with faculty so that there is a change in culture in response to changes in scholarly publishing.
- Development of self-archiving systems.
2.10 Library Consortia in the United States of America (by Arnold Hirshon)
2.10.1 Classification and Models of Consortia in the USA
Consortia business has diversified so much that the New Consortia Model is now based on the 3 levels of concern that any organization considers as it starts to come together. The 3 levels are:
Strategic: Mission, funding, membership and methodologies for services programs
Technical: Programs, services and methodologies for services programs.
Operational and Practical: Governance structures, service delivery structures and operational structures.
It was noted that some Consortia were now running as private companies.
2.10.2 Getting the Best Our of Consortia in the USA
Consortia have been transformed from being loose Federations and buying clubs to being centrally organized service delivery organizations.
Services that have been realized include E-resources purchasing, Resources sharing, Educational programs, Technology support, shared technology systems, joint storage facilities, shared core collections, group financial services, shared digital library project development. The following have been observed as some of the important characteristics of successful consortia.
- Sustainable, agile, creative and innovative organization.
- Valuable programs and services (members must be convinced that they depend on the consortia for survival).
- Committed membership.
- Clear sponsorship and ownership.
- Strong leadership/governance.
- Continuous communication
- Adequate staffing.
Both seem to be benefiting from their associations in one-way or the other. For example for publishers;
- Payments (to publishers) are better managed and have minimum hassles. Publishers only deal with one office for many libraries.
- Publishers achieve rapid market penetration.
- Libraries they are bargaining for and getting lower prices as consortia.
2.11 Library Consortia Models in Europe : A Comparative Analysis (by Tommaso Giordano)
2.11.1 Focus of Consortia i.e. Classification and Models of Consortia.
There have been two main categories.
- Those founded on the initiative of libraries with the aim of sharing resources and services.
- Those established on the initiative of information providers with the aim of promoting/marketing by offering special terms.
The situation in Europe has been different from that in America. There have been various factors that have influenced the development and effectiveness of consortia. These include:
- Many cultures and languages
- Different Political Systems
- Different economic and social situations
- Different sizes of counties
- Different Library practices and policies
- Different educational/university systems and policies
- Very scarce availability of e-publications in non-English languages.
- In Belgium we have two different consortia for French and Flemish (Dutch Speaking) Communities.
- In France there is an aggressive move towards a National Consortium because of a more unified language structure.
- Some consortia are mere library networks.
- Few consortia exist as corporate legal entities
- Most consortia are based on memoranda of understanding or informal agreements.
- As in America there are centralized and decentralized situations.
- Funding systems range from self-financing by participating libraries to special funding by national and regional research organizations. Services and core programmes that have been realized include cataloguing, ILL and Electronic Document Delivery, shared I.T. infrastructures, training programmes, e-resources preservations, e-licences, academic e-publishing.
2.12 Migrating from Print to Electronic Journal Collection : Library plus User Costs and Benefits (Carol Hansen Montgomery)
The presentation was a report on the detailed study carried out at Drexel University in the USA to assess the costs of moving from print to electronic journals.
2.12.1 A major success factor and of particular significance in the move (to e-journals) was the level of institutional readiness at Drexel University.
The Drexel University Library had:-
- Strong support from the University administration.
- Computer literate users.
- Networking and PC infrastructure in place.
- A poor current print journal collection.
- Need to support growing distance education programs.
- Ready access to large print-journal collection in the immediate area.
- There are significant costs savings by moving from print to e-journals. Costs in helping users with e-journals represent the highest staff related cost in use of e-journals. Even more significant savings can be realized by buying through consortia.
- Some physical handling activities such as bindery, labeling and shelving, are eliminated giving savings in personnel.
- Elimination of shelving gives space savings.
- There will be need to re-organize staff and perhaps introduce new posts e.g. post of Electronic Resources Librarian.
- There will be more efforts on user education, public relations and marketing, improved communications systems and building of suitable user interfaces.
2.13 The Art of Negotiation (by H. Roosendaal)
This was a very practical presentation on the Licences negotiation process, its importance in the new value chain and associated publishing systems. We had a practical breakout session during which we practiced the negotiation process.
2.14 Open Linking in the Scholarly Information Environment Using the Open URL (by Hebert van de Sompel)
The presentation was based on technical work which has been done (by the presenter) on developing OpenURL. OpenURL is the hook connecting resources holding metadata with the service components that will provide the user's requested services. The following issues were covered.
2.14.1 Extended Service Links in Scholarly Information
From a single metadata specification one should be lead to various resources e.g. can start with linkages to a local catalogue and then extend search links to various other databases (catalogue and full text) on the Internet. In other words there will be an extension of ownership of metadata so as to provide an extended service to more resources.
2.14.2 Closed and non-context sensitive linking frameworks
These are links which don't take users context into account. In providing extended service links, there is more efficiency and better results if the contents of the user using the service is taken into account. The extent to go should be determined by the scope as may be defined by the user.
2.14.3 Open and Context-sensitive Linking Frameworks
These have been developed to resolve the problems of closed and Non-context-sensitive linking frameworks. They are links which take the user's context into account. They were developed through the SFX research project and lead to the development of the SFX server. Users are allowed to indicate preferred linking service that will lead them to resources meeting the requirements of their research.
2.15 A Progress Report on the Open Archives Initiative (by Hebert van de Sompel)
This was a technical progress report on the developments and usage of the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).
OAI-PMH is a protocol providing digital library inter operability using a two-level architecture where on one end we have data providers providing repositories of structured data and structured metadata and on the other service providers providing services enabling users of the protocol to identify and retrieve or harvest metadata and associated data to meet their research needs. Many features make the protocol special in the world of digital libraries and one such feature is its ability to allow co-existence of multiple domain-specific metadata vocabularies, collection descriptions and resource organization schemes - more like a cross platform situation.
First released in January 2001, the protocol has been in use at various institutions.
2.16 The Future of Electronic Publishing (by Hans Geleynse)
This was more of a wrap up presentation on the perceived future of the electronic publishing.
Developmental trends in ICT, the evolution of expectations and information requirements in Higher Education Systems and the current capacities and growth trends of e-publishing systems all seem to be pointing to a future where the user especially in Higher Education will determine future growth patterns of Electronic Publishing. Of particular significance in determining this future is the predicted change in the value chain particularly that of Scientific Information and the growing widespread use of ICT in Universities.
- Electronic Publishing has shortened through-put time for publications. This has put a lot of pressure on certification. In fact, the temptation to publish without certification is now very high.
- The emergence of Distance Learning Systems and the economics of running the institutions and their programmes are putting pressure on institutions involved to seriously consider self-publishing systems.
3. PLANNED POST-COURSE ACTIVITIES
The course enriched me in many ways. The following are some of the ways in which I would like to use the skills I acquired through the training.
3.1 Institutional Development of Electronic Publishing Systems
3.1.1 The next phase of the University of Zimbabwe's Campus wide Network focuses on the setting up of e-applications covering e-learning, e-library and e-administration.
I would like to see e-publishing being a component of the e-applications especially the e-library.
3.1.2 With the diversification of our operations under very limited budgets, the setting up of a University of Zimbabwe e-publishing unit is imperative.
The conditions have been made even more favourable through the introduction of projects such as SAP and DATAD. I would like to work hard to make these projects successful and make suggestions for their enhancement. The Drexel University experience would give me some guidelines.
3.2 Participation in International Developments in e-Publishing
I now have much better knowledge and understanding of electronic publishing. I am now able to participate more actively and effectively in forums such as the annual Electronic Publishing Conference.
3.3 Consortia Issues
The Zimbabwe Universities Libraries consortium is now fully operational. I now have a lot of contributions to make towards building and strengthening its administrative and service delivery structures. I will do all can to make the Information Technology Work Group which I chair very effective.
4. REMARKS
I am very grateful and thankful to those who organized the course and those who financed my training. I will make sure that the knowledge and skills I acquired are put into good use for the benefit of the electronic publishing industry.
I am also grateful to the University of Zimbabwe Executive for their support.
This report is written by Blessing Murahwi, ICT Projects Manager, University of Zimbabwe Libraries, Harare, Zimbabwe. Ticer B.V. is not responsible for its content. Copyright Blessing Murahwi.
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