Special Material: Current Trends Report for Special material under Mrs. Russel Dolendo of College of teacher Education ***Contributor

2. FACT:
No library is ever complete,
no library have all the
reading materials which may
be in demand by its readers at
any point of time.

4. BRIEF HISTORY
• Resource sharing started in 1960’s and said to be as old as
librarianship
• It firstly existed in the form of inter-library loan.
• And as evidence , inter-library loan was found in the period around
200 B.C. with material borrowed by the library of Pergamum from the
great Alexandria library of that time.
• (Kraus,J.W.) Library cooperation can be traced to the monastic
libraries in the first half of the 13th century.
• 138 English and Scottish monasteries have manuscripts that have
been indicated by location by the Registrum Librorum Angelial.

5. What is interlibrary Cooperation?
• Communities of two or more libraries formally bound to,
coordinate, cooperate on, consolidate specified
functions.
• An intent to share resources, knowledge, bibliographic
data, services and even computer facilities to provide
some or all aspects of library service.

6. • Academic, public, special and even K-12
school libraries face numerous challenges
such as diminishing funds, limited space
and staff, outdated assessment policies,
print resources as opposed to non-print
resources and technological concerns. In an
effort to address these challenges, libraries
have turned to various collaborative
endeavors. One such endeavor has been the
development of library consortia.

7. WHY THE NEED OF RESOURCE SHARING?
Inadequate utilization of overall
resources of materials and finances
Great increase in the number of
users as also their demand
Information being sought has become
extremely diverse

8. ELEMENTS OF CONSORTIUM
BUILDING
1. Mutual Objectives
Each of the partnering entities needs to have
a clear understanding of its objectives
which must be developed and combine
with those of other partners
2. Joint Desicion Making Process
All problems and decision whenever possible
must be jointly owned and resolved by the
team

9. 3. Continuous Improvement
All partners must continue to receive
worthwhile benefits from the
arrangement. This demands a
continuous review of the partners’
performance over the life of the
consortium

10. FIVE CHARACTERISTICS OF LIBRARY
CONSORTIUM ACCORDING TO BRETT BUTLER:
1. Dependent system which is operated multi –laterally in response
to the common desires of a group member libraries.
2. A duplex element, which enables which separates a network
from a publication on information service which is one-way.
3. It must also be digital which involves some use of computers or
of technology.
4. The distribution of information which may take many forms such
as catalogue card, print out , etc.
5. An independent organization separate from the administrative,
political and fiscal bounds of its members.

11. * The advent of the computer and
state of the art
telecommunication technologies
has come to play a major role in
support of resource sharing and
networking.

12. TYPES OF LIBRARY COOPERATION
1. Bilateral – materials are exchanged between two participating libraries.
-- usually calculated upon proportional basis according to some
agreed-upon-value.
Example: one for one / two for one
2. Multilateral development- pooling method more than two libraries contribute to
and draw from a pool of material.
3. Dual service – two or more participating libraries take advantage of one of the
participants to produce a common output , a union list.
4. Service centre - a number of library employ the services of a facilitating
participant to input and process material for individual purposes rather than
to end of a common output.

14. 1. Team Work
Recognition of the value of each team member
and specailty, respecting each members’ opinion
and seeking understanding of each others’ views
contribute to eam members’ feeling valued and
part of the team
2. Trust, Openness, and Honesty
Trust will be built over time with each of the
partners delivering their commitments
Trust will drastically cut down the cost of
running a consortium where partners constantly
cross check information from other partners to
avoid being taken advantage of

15.  Trust also requires openness and no room for
hidden agenda. Libraries coming together to form a
consortium must make careful choice of partners.
If every member is treated fairly then no one will
need to waste time working money issues
3. Win – Win Approach
 All partners should receive an acceptable benefit
from it rather than working for an indivuidual
short term gains, the benefit of the cosotium as a
whole must be considered
 Once the win – win mindset is in place, the
energies will be noticeable. The contributions of all
members should be recognized and apprecaited no
matter how small it is

16. EXAMPLES:
• The Farmington plan and the Latin American Co-
operative Acquisitions Project(LACAP)
• Midwestern Inter-Library Centre (MILC)
• Calcutta library nerwork (CaLibNet)
• Delhi Library Network (DelNet0
• Madras Library Network (MalLibNet)

18. What is Information Technology?
- Is the use of any computers, storage, networking and other
physical device infrastructure and processes to create, process,
store, secure and exchange all forms of electronic data
(Harvard Business Review).
- Set of tools, processes and methodologies (such as coding or
programming of data communications, data conversion, storage
and retrieval, systems analysis and design, systems control)
and associated equipment employed to collect, process, and
present information in broad terms, IT also includes office
automation, multimedia and telecommunications.

19. SPECIALIZED COMPETENCIES
OF SPECIAL COLLECTION
PROFESSIONALS:
INFORMATION TECHNOLOGY

20. • Special collections professionals use the tools of
information technology to manage collections and
provide enhanced access to primary resource
materials. As part of their mission to make their
collections available to research communities and the
general public, they explore, evaluate, and adopt
appropriate technologies to achieve their goals.
• Working with rapidly changing information technologies
requires them to be flexible, committed to continual learning,
and able to collaborate with librarians and staff in other
areas of the library and parent institution.

21. • Special collections professionals develop standards
and best practices for the application of information
technologies to functions relevant to their profession.

22. COMPETENCIES:

23. • B.1. Maintains awareness of issues, standards, trends, and
current best practices regarding the full range of information
technologies
• B.2. Understands the use of methodologies, including digital
imaging and recording technologies, for creating
reproductions of primary source materials
• B.3. Is familiar with the use of digital asset management
systems and metadata for providing access to digitized
primary source materials
• B.4. Is familiar with schemas used for encoding digital
collection resources and descriptions

24. • B.5. Is familiar with the creation and maintenance of web
sites
• B.6. Is familiar with publishing trends related to digital
resources
• B.7. Maintains awareness of changes in the scholarly uses
of information technology and user expectation

26. • conversion of an analog format into a digital format
• digitizing rare materials for access and preservation is
one of the most challenging aspect of modern rare
book librarianship
• the demand for digital access in all its permutation is
increasing just as quickly as technology develops and
changes
What is Digitization?

27. • all the while digitization is a relatively new function for
libraries, which are adopting as quickly and effectively
as they can
• in the near future digital access will be an integral part
of the day-to-day operation of special collections
libraries
• Reference service, interlibrary loan, user requests for
digital images of rare materials arte already more and
more becoming a free, or self-service, offering for the
library’s communities.

28. Digitization for Preservation
>It creates valuable new digital asset worthy of long-term preservation.
>Association for research Libraries (2014) endorsed digitization as an
acceptable preservation strategy.
>Lessens use of original
>Long-term commitment to maintain files
-Technology, funding, equipment, personal needs to maintain
accessibility to files.
> combines policies, strategies and actions to ensure access to
reformatted and born digital content regardless of the challenges of
media failure and technological change.

29. > The goal of the digital preservation is the accurate
rendering of authentication content over time
> Serious concerns re: fragile materials as demands
increase to have them in digital format.
-Need to consider preservation/conversation
requirements of original prior to digitization

30. * There is considerable unease within the library sector at the
prospect of relying on a digital copy as a substitution for other
formats.
* Many librarians felt that film still provided the best
preservation medium.
* There was a general acceptance among librarians that “ digital
surrogates could assist in deflecting demand away from
handing originals.”
* Digitization should not be allowed to detract from traditional
conservation efforts to preserve the original.

31. Challenges and Issues of Library Digitization
1. Digitization entails policy initiation, setting priorities and
planning.
2. Libraries need to do benchmarking of digitization projects.
>Managing staff resistance to change.
>Orientation of library users.
> Copyright permission to digitized library materials
> Institutional buy-in
> Technical drawbacks
> Plagiarism
> What access is allowed.
> Electronic Theses/Dissertations and publishers

32. Threats to Digital Assets
Ø Storage medium deteriorate overtime.
Ø Obsolescence of the carrier
Ø File format obsolescence
Ø Older versions of software may not work on new harder or
operating system
Ø Valuable digital assets of institution are at risk of being
inaccessible
Ø The success of preserving digital materials requires standards
for file formats.

33.  Digitization of library resources “ is changing the ways in
which collections are used and accessed.”
 “It is important to evaluate whether or not digitization is
truly worthwhile before undertaking a digitization initiative.”
 “Valuable digital resources, which will bring prestige to
the institution that create and maintain them, wil be those
that can support scholarship without any loss of the
benefits of working with the originals.”

35. • Digitization for Access
Most special materials, due to their rarity and fragile
state, are usually withdrawn from the main collection
and given only limited access. Digitization tackles this
problem by creating accurate facsimile of the original
item.
1. Simultaneous access to digital asset by multiple users
• digitization creates broader and enhanced access to a
wider community

36. 2. Efficient comprehensive search to digitized library
resources from anywhere at any time.
- Digitization makes the invisible to be visible
- Digital information can be accessed without any geographical
limitation, thus providing remote access
- It removes the problem of distance, as users do not have to be
physically present in the library
- Original materials are fragile and must be consulted in person and
on-site; digital materials appear robust, arte readily duplicated,
and can be transferred anywhere the network reaches.

37. 3. Clearer image than microfilm and easier to read.
4. Provides excellent surrogates of originates.
(e.g. Exhibitions, research, publicity, etc.)
- Easily retrieved and manipulated, transmittable, and transportable
from a repository to the sites of research, presentation, and
teaching.
- Increasing researcher’s expectations on availability of materials
in digital format.
5. Sourcing of sufficient funds
- The proportion of additional materials to be digitized will
depend upon the available fund.
- Allocation of adequate fund by the appropriate authorities.

38. • Digitization as a Preservation Strategy
Association for Research Libraries (2014) endorsed
digitization as an acceptable preservation strategy
The availability of high quality digital surrogates will satisfy
most users' need to look at and handle the source item
itself.
Most holders of rare and valuable materials are acutely
aware of the damage of repeated handling can do to the
original documents and are constantly seeking to limit the
access. The availability of high resolution digital surrogate
can then be ofhelp to the archivist or curator or librarian as
it will act as another possibility for the researcher to gain
access to the original material.

39.  It is important to stress that digitization must only be viewed
as a preservation strategy in the sense that it provides a
surrogate that can be used to facilitate access and therefore
enables the original to be protected more than would
otherwise be possible. By minimizing the extent to which a
fragile document has to be exposed to light and handling, risks
that will impact on its ongoing preservation can be minimized.
 Digitization should not be allowed to detract from traditional
conservation efforts to preserve the original. Most librarians
still consider microfilms as the best preservation medium as it
can last for hundreds of years.

40. • Increasing Awareness
 Since special materials are usually of limited access most
users are not aware of the full of the collection, a digital
process may increase knowledge of a particular
collection.
 A digital copy of the item will reintroduce it to the public
without any security risk or the danger of possibly further
damaging the original

41. • Generate Income
 It should be recognized that an online presence raises the
profile of an institution, especially if it is making available
items of high value. This, in turn, may attract more
income from external sources such as increasing the
chances in grant applications or drawing potential
sponsors to the institution

42. GUIDELINES FOR DIGITIZATION
PROJECTS
• User driven - based on a high demand for enhances access to
content
• Opportunity driven - when money is available for a particular
initiative
• Preservation driven - when money is available for a particular
initiative
• Revenue driven - where there is an opportunity to generate
income from digital resources

44.  In online exhibitions, digitized holdings are combined with
descriptive text that usually offers more information than a
basic catalog record would provide
 Because archives, historical and special collections exist to be
found and used, for most archivists, the rise of the Internet
and the World Wide Web has been a welcome means
ofexpanding the audience for collections.
 The Web is a powerful platform for promoting repositories,
sharing information about collections and reaching out to
potential new users.
What is Online Exhibition?

45.  In the 21st century, telling a user he/she will have to travel to
you to get an answer toquestions is becoming less and less
acceptable
 Users want everything to be easy to discover access and share.
 Finding and telling the stories contained in collections used to be
the province of researchers; now, to make the archives a
compelling and relevant online destination, archivists are finding
it’s also part of their job to promote the value of their holdings.
 For most archives, sharing descriptions of collections on the
Web has brought an overall increase in the number of requests.

46. A. BLOGS
 originated as an abbreviation of “web log”
 are Web documents created by softwares that allow
material to be published on a Website in the same manner
as log -or diary- entries and written in a journal.
 Archives, historical and special collection organizations
are using blogs to share information about their collections
and activities, highlight processing projects, publish data-
based archival content and provide innovative ways to
support archival processes like description and reference
while including a public-facing component.

47.  sponsored as a general outreach tool
 Several archives are also taking advantage of the flexibility of
blogging software to create innovative approaches to sharing
information about their collection
eg. Dickinson College’s Reference Blog
 Blogs also provides archivists with a tool for searching past
answers to help respond to questions on similar subjects
eg. Special Collections and University Archives at the
University of Massachussetts Amherst

48. B. PODCASTS
 coined in 2004 by combining the words “iPod” and
“broadcast”
 a series of digital audio or video content made available
on the Web for subscription and/or download.
 also described as audio blogging or video blogging
 the key aspect of podcasts is that they are downloaded
by users rather than streamed to users.

49.  Podcasting allows archivists to share a wide variety of
information about your collection
o share digitized audio or video archival content and
recordings of public
o create an ongoing open-ended podcast series
o create a podcast series around a specific topic
designed to have only a programs or tours
predetermined number of episodes

50. eg. The National Archives of the United Kingdom Podcast
- this series captures and publishes talks and events given at
the National Archives that are of broad general interest
- invited experts to talk about their collection but also has
videos coming from their collection
Los Alamos Historical Society’s Series
- shares exerpts from its oral history and events of the building
of the world’s first atomic bombs
- draws on the archives and existing collections bringing
attention to materials that the public might not otherwise
access or even aware of.
- Audio files came from their collection

51. C. FLICKR AND OTHER IMAGE-SHARING
SITES
 Image - Sharing Sites
 Web sites that allow users to upload digital ages and share them on
the Web. (eg. Flickr, Photobucket.com, Webshots.com, Snapfish.com)
 has been embraced by the cultural heritage community and is widely
used by libraries, museums, archives and historical societies because
of low cost and level of expertise needed to post images and because
of its enormous public popularity in:
o Sharing Digitized Archival Material (eg. Library of Congress)
o Sharing Current Photographs of Your Organization - some are also
using these sites to share photographs of theirpresent day activities
(eg. Special Collections Research CenterAlone in the Archives)

52. D. YOUTUBE AND OTHER VIDEO-
SHARING SITES
 sites that allow anyone with an account to post and share
digitized videos of any kind
 used to share original content that they have created and to
share digitizedmaterials from their collections.
 Unlike still images, film, or video content requires the right
type of player toaccess it. Many collections that hold videos
do not necessarily continue tomaintain the type of machines
necessary to view them. Older machines aresubject to
breakings that are expensive and difficult to fix. For these
reasons filmand video content are ideal candidates for
digitalization and distribution via theWeb.

53. eg. National Library of Scotland
(www.youtube.com/user/NLofScotland)
BFI films (www.youtube.com/user/BFI films) – holds
collection of films from the birth of the cinema to the
present
University of Michigan – Armstead Snow Motors
Visiting Special Collections

54. E. TWITTER AND MICROBLOGGING SITES
 blogging on a very small scale
• How Can Your Institution Use Twitter?
o Providing News about Your Institution
 many large archives and historical organizations have
embraced Twitter as another way to communicate news and
establish connections with their audiences.
eg. Library of Congress (@librarycongress)
 Twitter can be a way of both keeping in touch with established
audiences and reaching out to new ones by promoting their
institution

55. o Innovative Uses for Twitter
One way to create a different voice for your Twitter account is to
literally give it a different voice
eg. Tenement Museum's Twitter Account (@tenementmuseum)
written from the point of view of the building but still provide the
usual news about the events
Wiltshire and Swindon Archives (@heritagewshc)
including messages that describe the document that has been pulled
for researchers
this gave the account's followers insight into the holdings of the
archives and also allowed this information to be discoverable by
those searching Twitter
Genny Spencer's Diary (@genny_spencer)
short entries recorded in an early twenties

56. F. WIKI
 a Web site that allows many people to contribute by editing content and
adding pages, working collaboratively to create an information resource
 creating and maintaining a successful wiki takes sustained effort from a
community of participants
 the wikis that archives and historical organizations have created seem to
fall into two distinct categories based on who the primary group of
contributors is expected to be:
a. Wikis Created Primarily by Internal Contributors
 many archives use wiki software to create Web resources that describe
their own holdings or institution
 this type of use seems particularly popular among colleges and
universities to create wikis describing their institution's history.

57. EXAMPLES:
You Mass wiki (www.library.umass.edu.spcoll/youmass/doku.php)
Drew University wiki (http://wiki.drew.edu/Special:Allpages)
SCRC wiki (http://scrc:swem.wm.edu/wiki) from the College of
William and Mary
Montana History Compass
(http://mthistory.pbworks.com/w/page/97588818/Home)
from the Montana Historical Society

58. b. Wikis Targeted at Public Contributors
include wikis whose expected contributors are members of
the general public
eg. Chinese-Canadian: Profiles from a Community
the site provides a model for using a wiki to promote and
me accessible a set of records that is of vital interest to
one particular community as well as providing background
information and resources to help members of that
community locate and expand on the information in the
records
eg. Your Archives Wiki

59. G. FACEBOOK AND OTHER SOCIAL
NETWORKING SITES
Social Networking Sites- is an online platform that
allows users to create a public profile and interact with
other users on the website.

60. ADVANTAGES OF USING FACEBOOK
1. Providing General Information – Facebook allows archivists to
share essential informations about theirorganization such as
address, contact information, and Web site address
Facebook also allows users to upload a profile image to be
displayed; most archives use their logo, an image of the
building or reading room,or an image of an interesting object
from their collection
2. Sharing Content and News – most archives seem to be using
Facebook groups and pages more topromote their current
activities than to share information about their historical
collections (eg. Historical Society of Washington)

61. 3. Communicating with Supporters
4. Sharing Information from Other Web 2.0 Sites – one of the
strenghts of Facebook has been the ease with which users
canshare content from other popular Web 2.0 applications via
Facebook.For example, many archives have added
applications to their pages thatautomatically pull in the latest
images added to their Flickr andYouTube accounts
5. Collecting Documentation of Your Community – Some
Facebook users use Facebook extensively to communicate
withtheir peers. For these users, communication on Facebook
may havereplaced traditional forms of communication, such
as hardcopy fliers forevents, memos or minutes

62. H. ONLINE CHAT
 provides another venue for users to interact with the
archivist in real time
(eg. Meebo,Google talk, Gmail, Facebook)
 provide a fast and convenient way for users to get their
questions answered andmakes the archivist to users in
the Web.

63. CHALLENGES:
 if the archivist is unavailable at the time and the person
asking question doesn't have an account or any
identifying information, there is no way to contact the
usef later to provide an answer.
 whenever you have set your chat feature "on" you must
be available at any time to answer questions. Letting a
question go without a reply can resuult in frustrated
users.

65.  Describes the exchange of data between various
organizations, people and technologies
 In the library world, resource sharing means that you are
collaborating with one or more libraries to maximize access to
a larger array of resources by sharing the collections of the
cooperating libraries or pooling funding to purchase shared
digital resources. In this day of shrinking resource dollars, most
libraries participate in some type of resource sharing, even
whenthey may not be aware of it.
 Resource sharing provides the cooperating libraries with an
opportunity to access materials from other libraries, which
should result in a cost savings.
What is Information Sharing?

66.  Resource sharing is a mode of library operation wherebyall
or part of the library functions are shared in common among
several libraries, as the goal of resource sharing is to
maximize the availability of materials and services at the
minimum expense. Library resources comprise manpower
material, function, method and services.
 Resource sharing encompasses information,bibliographical
and textual database, cooperativeacquisition, cataloguing,
manpower, equipment,expertise and services. Resource
sharing via network implies automation, data communication
and effective cooperation.

67. APPROACHES TO RESOURCE SHARING
1. State or National Cooperation
2. Regions
Eg. Cordillera Administrative Region Consortium (CARe)
3. Networks
- In the past two decades, information technology has made
significant progress. The current state of information handling is
indeed sufficient to support and encourage the sharing of
resources among libraries.
- The pace of technological improvement shows no signs of
abatement and libraries will find it rewarding to explore the realm
of networking possibilities that this new technology makes
feasible

68. - Especially, the present decade has seen a greatly
renewed interest in library cooperation and mutual benefits,
prominently at national and international levels.
 A library network is broadly described as a group of
libraries coming together with some agreement of
understanding to help each other to satisfy the
information needs of their clientele.

69. • Characteristics
• Two or more libraries with a common desire and goals;
• Two way communication system for free flow of
information from one source to another
• Objectives
• Centralize the information processing system; and
• Reduce communication gap among libraries.
Eg. Filipiniana Heritage Library

70. 4. Consortia
Eg. Baguio Benguet Theological Library Association (BBTLA)
5. Interlibrary Loan Agreements
Interlibrary Loan- is the process by which a library requests
material from, or supplies material to, another library.
(Interlibrary Loan Code for United States)
 is a system that allows for libraries to borrow and share materials
across a wide variety of topics as well as vast geographic
locations. It is the most common use of cooperation between
libraries as well as within specific consortia. Consortia can grow
into something that covers much larger ground than a simple inter-
library loan agreement. Many consortia within the United States
have ventured further and developed integrated library systems, or
ILS.
e.g. Archive Grid

71. Special Collection guidelines on Interlibrary Loan
- Only certain collections were available for ILL
- Special Collection Development would review every request as to
whether not to or to lend the item
- If the requesting library did not have a controlled reading room, it
was not available for loan
- Items must be lent or returned using UPS/FedEx
- If with 50 mile radius, costumers must come to the library
themselves
- No removable book label on materials
- Bookband must have instructions on how to handle materials (e.g.
No photocopying, wear with gloves, etc.)
- ACLR/RBMS Guidelines for Interlibrary and Exhibition Loan of
Special Materials

72. ILL WITH SPECIAL COLLECTIONS FLOW (USING
OCLC’S WORLDCAT)

73. ILL WORKFLOW PROBLEMS
• Special collections location information and local notes
are not generally available through WorldCat Local
Holdings Record
• Special collections rarely work with ILL to add lending
policies and deflection rules to OCLC Policies Directory
• Libraries lack efficient systems for communicating special
collections handling instructions
• Librarian

74. That’s the end
of our report
and thank you
for listening…

75. References:
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http://www.ala.org/tools/libfactsheets/alalibraryfactsheet08#intl.
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guidelines, new policies, new horizons. Retrieved March 3, 2016 from
http://www.slideshare.net/christiandupont/2011-il-liadconference-ill-and-special-collections
• Dupont, C. (2010). Enhancing Access to Archives and Special Collections through Interlibrary Loan.
Retrieved March 2, 2016 from http://www.slideshare.net/christiandupont/enhancing-access-to-special-
collections-through-interlibrary-loan
• Dupont, C. (2010). 2010 ILLiad international conference: ILL for archives and special collections:
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• Gregory, V. L. (2011). Collection development and management for 21st century library collections: An
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76. • Guidelines: Competencies for special collection professionals. Retrieved March 2, 2016 from
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