Digital Archives as Space Saver: A case study of TIFR

1. Digital Archives as Space Saver: A case study of TIFR B.T. Kurahatti and R. Prabakaran Scientific Information Resource Centre Tata Institute of Fundamental Research Mumbai NACLIN 2009, September 22 - 25, 2009

2. Introduction • TIFR was founded in 1945 by late Dr Homi Bhabha. • Started with a small research group functioning from a small building near Gate Way of India, Mumbai. • In 1962, it moved to present campus. Currently, 400 scientists are working in the core areas of Physics, Chemistry, Biology, Astronomy, Computer Science and Mathematics.

3. Library Established with parent organisation with the objective to cater to the scientific literature requirements of the academicians. TIFR being a National Centre of the Government of India for Nuclear Science and Mathematics, Library also provides services to Scientists of other Institutes in the country.

4. Library • Users: Around 1,500 • Collection: 1,42,000+ Books & Journal Volumes 1,000+ Books added every year 650+ Journals subscribed 2,000+ Bound Volumes added every year Besides, Theses, Dissertations, Manuscripts, Maps, Newspapers & Magazines, Audio Cassettes & Video Cassettes and CD-ROMS.

5. Library Fully computerised. Access to 3000+ electronic journals, Bibliographic databases, E-books and E-Resources through CD Mirror Server. With these developments, in 2007 the Library nomenclature changed to Scientific Information Resource Centre (SIRC).

6. Space: the Problem Area • Space had been a serious problem faced by all the libraries. • Journals form an important source of information and are stored in the form of bound volumes. • In big libraries the collection of bound volumes runs into lakhs, leading to acute space problem. • Two decades back, microfilming technology was projected as a solution, but it did not prove to be a viable alternative.

7. Present campus & the SIRC • TIFR has two structures – the main building and an annexe. • SIRC has two divisions - one each located in these two buildings. • There is little scope for any further expansion of the Structures. Consequently, SIRC too has serious space constraints.

8. Stacking of bound volumes • Present bound volume collection is scattered. • Bound volumes of the last 25 yearskept in the main building and older volumes are held in the Annexe. • Stacking area in the main building is overflowing with new bound volumes and exceeded the point of saturation.

9. Unavailability of Additional Space • Recommended separate library building some years back, but it could not come up. • Authorities remarked that to mitigate the problem of space, technology should be put to good use. • SIRC planned to go digital. • Libraries elsewhere are encountering similar institutional reluctance to alleviate the problem by providing new or extended buildings. • The uptake of digital content should reduce the need for additional space. - ‘Cathie Jilovsky’

10. Electronic Journals • With advent of electronic publishing, most of the publishers started bringing out digitised version of their journals along with print. • Initially, the access to electronic version was offered free to print subscribers. • Later, the publishers started charging additionally certain percentage (between 10 and 20) of amount for electronic access.

11. Electronic Journals • Most of the publishers offering three options – ‘print only’, ‘online only’ and ‘print + online’. • Online subscription prices are generally lower than the print, in some cases, they are almost equal. The prices for print + online are obviously still higher. • Some publishers, who initially insisted maintaining print journals along with online package subscription, later changed their policies to allow the subscribers to switch to online only subscription (e.g. Elsevier, Oxford).

12. Electronic Journals • Some journals are now appearing online only. All these developments are indicators to the impending shift from print to online. • Though online version has many advantages, the users still prefer the print version for archive purpose due to the apprehension about the availability of continued electronic access to the journal content hosted remotely. • Funds position may not allow the library to subscribe to both print and electronic versions.

13. International Scenario Many libraries are migrating from print subscriptions to electronic only. Primary Reasons: Integration with other digital resources, saving cost and space. In western countries emphasis on saving space does not seem to be as much as saving cost on subscriptions and the staff.

14. Some Prominent examples • The Hagerty Library of Drexel University was one of the first Institutions that committed to convert print journals to electronic only. • Beginning 1999, it migrated to mostly electronic by 2002.

15. Some Prominent examples Los Alamos National Laboratory Research Library cancelled nearly 750 print subscriptions in favour of electronic in two subscription cycles (1999 & 2000). It also achieved considerable saving in terms of space tax amounts to 14% of their total budget. Central Michigan University migrated almost 70% of their journals from print to electronic during the period 2006-2008.

16. Indian Scenario The published data on such practical issues is hard to come by. Discussions in the professional circle point to the fact that libraries are not aggressively pursuing it. There are a few premier Institutions which have taken initiative to convert their print subscriptions to online only.

17. Approach of TIFR The problem of storage space has two dimensions, one caused due to the existing collection & the other due to the in-flow of new volumes. Availability of digital version has provided an opportunity to attack both these problems. The task needs to be done as a well thought out policy. An integrated approach about the current journals and also their archives is essential. TIFR has attempted this.

18. Approach of TIFR towards Current Journals Users’ response to convert print journals to ‘electronic only’ has been a mixed one. Majority of them were for moving to electronic. But a section of the academic community was not so favourable to the idea. There has been a general perception that eventually ‘electronic’ is going to stay. Decided to go digital in a phased manner.

19. Approach of TIFR towards Current Journals Some general policies were laid down. Subscription to any new journal would be ‘electronic only’. In 2004, made a modest beginning to convert the existing journals to ‘electronic only’. Progressively by 2009, converted almost 300 journals (half of the total number of journals currently subscribed) to ‘Online only’. It has been decided to covert some more journals to electronic in the year 2010.

21. Migrating from Print to Electronic: Criteria used Perpetual access to the subscribed content is provided even after discontinuation. Availability of year-end CDs (AIP, OSA, etc.) Ensured continued access through a third party in the event of publisher winding up operation. Availability of third party arrangement to host the content in the case of trigger events (these agencies may offer paid services or voluntarily accept the responsibility). Signed agreement with the publisher incorporating the above.

22. Journal Archives • Many publishers have digitised their archives and made available as package for outright purchase / annual subscription. • Provided opportunity for the libraries to shift their bound volumes to remote place / add more archives at a reasonable price without bothering about the space. • TIFR has already purchased archives of important publishers and plans to acquire more. • The policy of TIFR towards current electronic journals and archives is consistent with the developments seen in many other International Institutions.

23. What to do with hard copies? International Scenario • Difficult to discard the hard copies, even if the libraries go digital, as the users may strongly oppose. • Print repositories exist in foreign countries to provide storage space for library materials. Examples: U.S. Washington Research Libraries Consortium (WRLC) has a common storage facility. In Australia, there is a collaborative repository between Flinders and Adelaide Universities.

24. What to do with hard copies? Indian Scenario • Common storage concept is yet to evolve in India. Space being the constraint for all organisations, it is unlikely to happen in the near future. • In the Indian context, the journal volumes form an asset, accounted for audit purpose and therefore preservation becomes essential.

25. Managing the Space • In TIFR, when the space became a serious constraint, SIRC was allotted a small storage space in the basement. It was made conducive to be used as a stack room by making it air-conditioned and also controlling the humidity level. • High density racks (compact shelving) were installed, which enabled SIRC to shift around 15,000 volumes (one fifth of the present bound volume collection). Mostly included journals that are available electronically and the less used foreign-language titles.

26. Managing the Space • Shifting has released a considerable space in the main stack room and should be enough to accommodate the new volumes to be received in the next decade or so. • TIFR is establishing its second campus at Hyderabad. A separate building for SIRC is planned in this second campus and a vast storage space for old volumes would be created in this building.

27. Some Concerns and Opportunities • By going digital, there may be a fear of losing the space occupied by the library to other departments. • To prevent this, an ideal way is to convert the existing library into a Learning Centre in which there is a space for study and research, services, socializing, and a computer lab and classroom, serving as the campus information hub. This is an emerging trend. • SIRC does not anticipate any problem of losing existing space. The library in the second campus at Hyderabad will be developed as a Learning Centre rather than a mere conventional Library.

28. Conclusion • The availability of current journals and their archives in digital format have provided the libraries with an opportunity to overcome the budget problem to some extent and the space problem to a larger extent. • Policies adopted by TIFR in migration to electronic are consistent with the policies of the important Institutions elsewhere in the world. • By going digital, TIFR, by and large has achieved its major objectives viz. optimum utilisation of available space.