5es Journées professionnelles du CTLes des 23 et 24 juin 2014 à la BULAC.

1. Keeping print collections alive:
long tail management of print
library materials in Finland
Pariisi 23.6.2014
Pentti Vattulainen
Director, NRL

2.  Finnish library network
 NRL - background: why established, governance
 Development in 25 years
 Impact for libraries
 Success or not: digital era
Contents

3.  university (15)
 polytechnic libraries (25)
 public libraries
 special libraries
______________
 University, polytechnic and public libraries are open for all citizens.
 Universities get main part of their funding from the government and
they decide independently about the funding of libraries.
 Polytechnic universities get funding from both the government and
local authorities.
Finnish library network

4.  provision of electronic resources. Main actor in this is
the National Electronic Library (FinELib),
 digital library development. The National Digital
Library – a project of the Ministry of Education and
Culture
 print material availability and preservation. This is the
duty of the National Repository Library.
Centralised collection services for
Finnish academic libraries

5.  The National Digital Library started in 2008 as a
project of the Ministry of Education and Culture. It
has intensified co-operation between libraries,
archives and museums. The National Digital Library
aims at better provision of digital resources and
developing long-term preservation of these
resources.
National Digital Library

6.  Preservation of printed cultural heritage is guaranteed by
legal deposit system.
 The Act on Deposit and Preservation of Cultural Material
(2007) covers Finnish cultural heritage in all formats.
 The National Library has full legal deposit rights.
 There are five other university libraries with limited rights.
The use of this material is possible only within these
institutions.
 The National Repository Library in an institution that
guarantees access to all materials in its collections to all
Finnish libraries.
National Imprint

7. NRL - background: why established,
governance

8.  founded on March the 1st, 1989.
 Collection space problems in university libraries
 Zero growth collections
National Repository Library

9.  The basic function of the NRL is to receive, store and offer
material for the use of other libraries. The NRL serves
university and special libraries as well as public libraries,
and acts as a connecting link in the library network.
 The National Repository Library (NRL) is a resource shared
by all Finnish libraries and information service centres. The
NRL is the most economic way of storing library material.
Because of the NRL, the need for extra shelf space in
libraries throughout the country is decreased and can be
controlled.
Aims and functions

10.  The NRL’s activities are directed by a Board whose
members are appointed by the Ministry of Education
and Culture for three years at a time. The members
represent different library sectors. The Board was
established in order to develop interaction between
the NRL and other libraries in Finland. This is
important, since the library has no framework
organization of its own.
Governance

11. Development in 25 years

12.  Originally locally less-used material; recently also
locally needed
 Valuable research material
 Valuable library material which is not held anywhere
else
Materials – collection policy

13.  Total: 134 shelf kilometres
 University and research libraries: 90 %
 Monographs: 55 shelf kilometres
 Serials: 75 kilometres
Materials transfered from libraries

14.  Hall 1: 2715 m2, 27450 metres
 Hall 2: 1843 m2, 26826 metres
 Hall 3: 1843 m2, 29451 metres
 Hall 4: 870 m2, 28700 metres
total: 7271 m2, 111427 metres
____________
Halls 1 – 3: 13 shelf metres/m2
Hall 4: 33 shelf metres / m2
Total: 15 shelf metres / m2
Shelving

15.  Monographs: 1,58 million items
 Periodicals: 100 500 titles; 1,5 million volumes
 Other: more than 500 000 dissertations
Collections

16.  Biggest ILL services centre in Finland
 In 2012 sixty per cent of the materials borrowed from
university libraries were delivered by NRL.
 All Finnish university libraries as well as all municipal
libraries and almost all other public libraries are NRL’s
customers.
 loans and electronic copies of articles are free of
charge.
Services

17.  Book scanners with colour
 PDF files via e-mail. PDF files preserve all the formatting,
the graphics as well as the colours of the original
document.
 Electronic copies of articles will be delivered to the
customer within 24 hours of the request.
 Contents: STM
 Use by library types
 90 % to research libraries
 43 % of all requests
Article service

18.  Cataloguing
 Union catalogue of Academic Libraries: Melinda (Aleph)
 Local catalogue for holdings information and control of
lending: Vaari (Voyager)
 All databases free of charge
Discovery

19. Impact for libraries

20.  NRL helps them to control collection space and make
savings locally,
 NRL preserves and keeps available important
research material (long tail) and acts as a national
interlending and document delivery centre,
 NRL can be used as a tool for collection management
in an individual library.
NRL has three impacts for libraries.

21. Source: http://seeingcomplexity.files.wordpress.com/2011/03/a3.gif
Long tail, Chris Anderson

22.  Avoidance of unnecessary duplication
 Extending the range of material available
 Cheap land / location
 Cheap storage mathods
Savings

23.  University libraries have transferred more than 81 000
shelf metres. Space savings in university libraries is
minimum 19 000 square metres. Because libraries can
also discard locally material that already is in the
repository, the space savings are much bigger
 Total amount of transfers from libraries is 134 shelf
kilometres of books and periodicals
(Research libraries have books in open collections usually
4,33 shelf meters/square metres)
Impact: space

24.  For unversity libraries: 19 000 square metres
 Average annual rental costs: 205 euro/square metre
 Theoretical savings: 3,9 million euros / year
Impact: savings in space

25. Library premises, m2 Closed stacks, m2
1990 2012 1990 2012
University
libraries, total
134 796 149 314 39 557 41 136
Legal deposit
libraries
52 231 87 774 28 649 35 402
other university
libraries
82 565 61 540 10 908 5 734
premises in university libraries

26. Success or not: digital era

27.  elements to ensure mutual interoperability between
libraries, better cooperation
 joint library automation systems
 the National Repository as the hub for the resource
sharing of printed materials
 digitization projects (being especially implemented by
the National Library)
 policy work in order to define the roles and
responsibilities of each of the libraries.
To the future

28.  Two Finnish universities that have recently merged from
previous universities have invested in digital collections. Both of
them - Aalto University in Helsinki area and University of Eastern
Finland – are multi-campus universities that are building their
collections mainly on digital basis. Both of them have almost
completely outsourced their printed collections to the NRL.
 Efficient outsourcing requires good database facilities so that
the libraries can easily find whatever they need.
 It also requires efficient logistics that provides libraries with easy
access and fast delivery of requested material. This means digital
delivery whenever possible and fast postal services combined
with services free of charge.
An example

29.  Due to economic pressures the University of Eastern Finland
library had to get budget cuttings and reduce the costs of
premises at least 5 per cent.
 As more and more of the needed publications are published
digitally the need to hold print collection locally was discussed.
The library decided to radically resize the Kuopio Campus Library
and its premises were reduced almost to the half of the size.
 As a result there were new options to offer better premises for
the students. And in spite of leaving only a small printed
collection locally available, the number of loans remained almost
the same as before. At the same time the use of the digital
collection expanded constantly.
An example

30.  Structural development of universities
 The teaching and research environment in Finland i
2020: university and polytechnic libraries in a digital
service network
 the Repository should prepare for increasing
transfers and develop its services to be fast and
reliable
Need to transfer materials to the NRL
by academic libraries

31.  The NRL has been actively involved with international repository
library co-operation and in keeping up the discussion of the role
of print repositories in a digital era. A special institution is Kuopio
conference series, which has already four times collected
librarians from all over the world to discuss problems and views
around preservation and availability of print collections.
 The Finnish model of keeping print material available in digital
time is a solution that has gradually developed from a storage
facility whose main aim was to make savings for academic
libraries in collection facilities. It is now an important part of
resource provision and as such a guarantee for the sustainability
of the digital copy
International options

32.  http://www.varastokirjasto.fi/en/
 www.nrl.fi
 pentti.vattulainen@nrl.fi
More information

33.  The National Repository Library of Finland, by Kari Paakkinen and Pentti
Vattulainen. Alexandria, vol 22, 2/3, 2012
 The teaching and research environment in Finland i 2020:university and
polytechnic libraries in a digital service network, by Kristiina Hormia-
Poutanen et al. Library Management, vol 32, 8/9, 2011
 Managing the life cycles of the document and collections in Finnish
Academic Libraries, by Ari Muhonen et al. Library Management, vol 31, 8/9,
2010
 From the centralized national collection policy towards a decentalized
collection management and resource sharing co-operation – Finnish
experiences by Ari Muhonen et al. Library Management, vol 35. 1/2, 2014
 Kuopio conferences:
http://www.varastokirjasto.fi/calendar-of-events/
Even more information

34.  19-20.3.2015
 Theme: Collection scenarios
 The role of print in library service provision in the
future
 What can we do? What should we do?
Kuopio 5

35. Football in
Kuopio
NRL participates also in
athletic events