Final Volunteers Report - Nov 02-Jan 03

This is the Project Report of Karen Myers & Pamela Thompson

Final Report to APHEDA
National University of East Timor Library Project

Volunteer placement Nov 2003-Jan 2003

Pamela Thompson
Karen Myers
February 2003

Table of contents

Introduction - 3

IT and cataloging project - 4

Circulation project - 7

General issues - 9

Communication issues - 12

Outcomes - 13

Recommendations - 14

Appendix A: Current Staff positions - 15

Appendix B:Work flow chart - 16

Introduction

This report details the work undertaken by volunteers Pamela Thompson and Karen Myers during a two-month placement at the National University of East Timor (UNTL) Library. Under the sponsorship of APHEDA, the volunteers spent Nov 2002- Jan 2003 working with the local staff on several issues as well as reinforcing the training undertaken by volunteers before them. It highlights the ongoing problems faced by local staff due to lack of resources and IT support and makes recommendations as to the short-term future needs of the library.

The major objectives of the volunteers during this project placement were twofold:

· Reestablishing the cataloguing project, by ascertaining Athena system problems, and, if possible, restoring the 5000 "missing" cataloguing records.

· Establishing the membership file and the automated circulation of loans using Athena software.

IT and Cataloguing Project

The Library faces a number of ongoing system problems, primarily with the problematic power supply. The situation was to improve when a Norwegian project installed new generators in Dili in December 2002, but prior to this we were losing up to four hours a day in power outages. Spikes and surges were playing havoc with the PC's resulting in a number of hard drive failures and data loses. Heat and dust were also hazardous to the computers and peripherals, such as the UPS. Unfortunately, we found that the use of air conditioners ground the whole electrical system to a halt.

Athena Central server computer was found to be running single user version of Athena 8.1, causing error messages to constantly display when two PC's accessing the same files. An upgrade to Athena multi-user Version 9.1 on Athena Central Server solved problem and cataloguing project was able to recommence (with a certain amount of wariness from staff.)

The "missing" catalogue records were possibly lost as a result of power outages. Other possibilities include loss through HDD failure, or when system was upgraded. One PC (circulation) was found to be running the multi-user version. Its local version had more cataloguing records than Athena Central Server. Despite a thorough search of hard drives, CD's and floppy disks for backup files, zips etc. found nothing recent or likely to include missing records. A daily backup program was implemented with Jose Mendes using re-writeable CD's. to avoid future loses.

In light of the lost records, a decision was made to conduct a stock inventory of Milik Perp. in conjunction with bar coding of the collection. Approximately five bays of books (not including reserve collection, which remains to be inventoried) were found not to be on the catalogue. These books were returned for cataloguing, with some weeding taking place. Lost records were not in any particular number sequence but from all over the collection.

Of those books found on the catalogue, staff members were shown how to replace a barcode number on the system using the barcode reader. Catalogued books were returned to the shelves in Dewey order rather than the previous Faculty collections.

Nineteen computers arrived for the Multimedia Room, as well as copies of Windows 98 and Office 2000. Two wooden tables were relocated to the Multimedia Room on which six PCs were set up for use as stand alone computers running Windows 98 and Office 2000. Due to lack of time a Laser printer was unable to be networked to these computers.

Seven computer terminals were currently in use by staff: 1 X Senior Librarian - 2 X Administration - (Olga, Anibal) 2 X Cataloguing - 2 X Circulation - 1 X OPAC (these 5 running Athena) 3 X Laser printers (Adelino, Anibal. Third printer required a cartridge replacement.) 1 X Canon bubble printer (to be redeployed to Secretary's PC.)

Barcode readers were installed on two circulation computers with PS2 connectors, and two cataloguing PC's with USB connections, using keyboard wedges supplied by Barcode Direct.

Several boxes of equipment remained unopened in the cataloguing room including: 2 X Servers 1 X CD stacker 10 ? X Monitors 3 X PC's (I suspect these may have HDD problems) 1 X Switch

Of the nineteen computers received: 6 X PC's running Windows 98 and Office 2000 (set up on two wooden tables) 6 X PC's loaded with Windows 98 but not set up due to lack of table space.(stacked in corner) 6 X PC's with undiagnosed faults (stacked in corner) 1 X PC redeployed to Administration (Anibal) to replace faulty ACER PC.

In addition to the 6 Multimedia PC 's requiring repair, four Acer Computers were thought to have hard drive problems as "IDE configuration error" message displayed on boot up.

Circulation Project

6500 student records entered and circulation staff were working on the completion of these records. The names were taken from student faculty class lists supplied by Venceslau do Rego, Librarian. 5,000 of these were current students in 2002 and a further 2,000 were new enrolments in 2003. The Librarian explained that although these students were enrolled many of them were not actually actively studying at the University. During this process a total of 1,400 records were lost due to power surges and were re-entered.

Several difficulties arose with the entry of the East Timorese names due the multiplicity of surnames and Christian/surname/single letter combinations. The staff had difficulties with the concept of a surname and tended to group all the names together. It was decided to set a format and follow this throughout the entries.

The format used : e.g. Jose Ximenes F. X. da Silva, would be entered as: Surname: da Silva, and all other names and letters in the first names area. If a name ended with a group of letters e.g. Manuel da Sousa Guterres F. X. D. This would be entered as Surname: D, and all other names and letters in first names area. There were many exact duplications of names e.g. Jose Martins, Jose da Silva etc.

Using barcodes on Student Memberships to distinguish identities could best separate these. A separate barcode number sequence (from book barcodes) would be needed to be allocated to each student record and recorded on student cards

Circulation staff was given training, with the aid of an instruction sheet, on basic "Checking out" and "Checking In" procedures and each staff member found their own student record and checked books out and in during a "hands on" time. Staff were also shown how to "Add Patron" if the student was not found on the records. Generally the staff was impressed with the ease of this system - but no discussion was made to implement the automated system due to power failures.

Training was given to staff in Dewey shelving. This was implemented as part of the daily work flow chart (See: Appendix 1) created to give them an understanding of who was responsible for which work area, from Acquisitions through Cataloguing to Shelving, and re-shelving when the books were returned or used "in-house", on a daily basis.

Books were arranged in a very basic number order, owing to a variety of quality and type of existing spine labeling. Because the students had been used to books shelved in faculty subject order, when the reorganization to Dewey order was completed each shelf area had a Dewey reference number and a basic faculty subject label to assist with the change over.

The Reserve Collection is divided between the administration and circulation offices. It seemed to be used by some students and University staff before the library opened. It remains shelved in Faculty order.

At the time of the library re-opening to the students on the 13th January 2003, books were being borrowed, but we were unable to ascertain the procedure for recording loans or what follow up for recovery was being used.

General issues

The active collection was shelved on the wooden shelves in the main library with enough space to add considerably to each area as cataloguing flowed through. Several bays of unused wooden shelving from the main library were separated and moved into the cataloguing room to create a visible collection awaiting cataloguing. University of Sydney shelving delivered in error to library was stacked in corner of library awaiting redistribution. ANU shelving destined for library use remained in shipping container. (Instructions and floor plan for this shelving and other library furniture was given to Librarian, and two further copies kept with Volunteers Record book held at APHEDA office.) All storage shelves were filled to capacity and other boxes awaiting sorting were stacked on and under table outside cataloguing area.

A general clean up and sorting of boxes and equipment in each work area was undertaken. As there is no rubbish collection, any items deemed not appropriate or just of no current use were packed into boxes, labeled appropriately and then stored in the second woman's toilet. This gave each office a clean floor space and allowed maximization of work areas.

1 X dump bin being used in cataloguing room 2 X wooden book trolleys. One wooden book trolley had been broken due to damp conditions affecting MDF construction. 2 X upright moving trolleys however repair needed on second trolley.

Existing stationery cupboard cleared out and donated stationery supplies sorted and stored. Shelf area provided for library processing materials.

Each staff member given set of desk equipment including stapler, pens, post-it notes etc. (Two boxes of donated stationery missing from shipment.)

Lighting: Adequate only if power is on in work areas. Main library could function without power.

Work comfort: Little or no ventilation in offices and main library. When power is on overhead fans and an office pedestal fan created reasonably comfortable conditions.

When power is off, these areas become extremely uncomfortable to work in for long periods of time. Dust is a concern in all areas.

Toilet facilities: These are also power dependant. The water for toilets and washbasins powered by electric pump, therefore, no power, no facilities.

Two security staff members were in attendance during working hours and library opening hours. A bag check system was in place for students entering the library. When the library was open to students, general office area was locked to the outside.

The internal loans/reserve collection room has an open window to the courtyard that is "boarded up" by cardboard etc. when Library is closed. If someone accessed the courtyard via the roof they would then have easy access to loans room and main library if they were small enough to slide through loans window into main library.

With the assistance of Olga dos Santos a staff list and their areas of responsibilities was prepared. (See Appendix. 2)

Two staff members (Adelino, Jose Mendes) were attending lectures for half days, but generally the hours seemed to be 8.30 am - 12 noon - with a two hour lunch break - 2 - 5pm

Library hours were planned as Monday to Friday 8.30 am - 12 noon - 2pm to 4pm Saturday???

The books from the English language storeroom were relocated to a shipping container behind the Library. We were unable to access the container during our placement and therefore we are unable to comment on the state of the books

Communication Issues

Generally good, considering language difficulties. Olga dos Santos was particularly helpful in conveying problems and messages to Librarian. Efforts were made to exchange language instruction both ways. Weekly meetings with the Senior Librarian, Venceslao do Rego, were held, (with translator), to exchange ideas and generally maintain a open avenue for communicating any problems encountered, or discuss plans to be implemented.

The support given by the Dili APHEDA staff and the Sydney APHEDA staff was excellent. We felt comfortable at all times to discuss any problems and incidents which occasionally arose, and appreciated the concern and assistance given during the riots.

This book was created to assist any future volunteers and outlines the work undertaken, the staff structure, useful contacts, accommodation recommendations, contact numbers and any other information which might be helpful to create the ground work for any follow up workers on the library project. Basically, anything that sprung to mind that we thought might assist the next volunteer. This book is kept at the Dili APHEDA office, along with a copy of Judy Blood's assembly instructions for the ANU shelving, proposed library floor plan, and a set of keys: one for outside door and one for cataloguing room to avoid lockouts!

Outcomes

· The library was able to reopen to students prior to our departure.

· The staff seemed to be enthusiastic and motivated to follow work chart and procedures associated with the library operations.

· The cataloguing project was able to recommence.

· Roof renovations seemed to be successful

· Unable to resolve the shelving situation, which took up a considerable amount of our time.

· Twenty-four hour power still not assured, despite a government announcement that it would be available from Dec 24 2002. As power failures caused most of the problems associated with computers and, thus, the continuity of the library's day to day automated functions, the future of the automated system is only as good as the power supply. Need to monitor situation carefully over the coming year for improvement

· Automated circulation system not implemented at this stage.

Recommendations

· The electrical system to be assessed for capacity and load distribution, and upgraded if necessary, to enable future use of air conditioners to protect PC's.

· Funding be sought to purchase quality surge protectors to protect PC's

· Although Athena support was excellent, it's probably not worth paying support as no one at Library to take advantage of it. Circulation

· A laptop would assist continuous library operations, allowing any data to be exported daily and immediate back up of stored information.

· Follow up by next volunteer with USAID(?) re : circulation desk to be built Equipment

· Funding be sought to purchase a photocopier for student/staff use.

· Metal trolleys for library and workroom. Shelving

· ANU shelving to be relocated to back room (i.e. room next to Multimedia Room) for assembly and gradual introduction into library, with wooden shelving to be redistributed to reserve collection or University as deemed appropriate. General

· Possible arrangements for staff to undertake some kind of "work experience" arrangement with an Australian library so that they can see the "big picture".

· Needs to be co-coordinated system for sorting of any equipment and printed materials before sending to Library.

Appendix A: Current staff positions at UNTL Library December 2002

VENCESLAU DO REGO - LIBRARIAN

CELESTE SOARES - SECRETARY/ASSISTANT

OLGA OLIVEIRA DOS SANTOS - SECRETARY/ASSISTANT

ADELINO MAU META - CATALOGUING

JOSE FRANSISCO MENDES - CATALOGUING

ANIBAL DE ANDRADE - CIRCULATION

CAMILO DE CARVALHO - CIRCULATION

JOSE DA SILVA - ACQUISITIONS/INVENTORIES

DIMENTINO AMARAL DE ARAUJO - LOGISTICS - UNIVERSITY

BATISTA SOARES DE OLIVEIRA - SECURITY

JOAQUIM SORIANO - SECURITY

MANUEL PEREIRA - HANDYMAN

Appendix B:Work flow chart

ANGKAT BUKU KELUAR DARI BOX

JOSE DA SILVA

(KEMANIRAN/INVENTARISASI)

(CATALOG)

ADELINO

JOSE MENDES

BERIKAN NOMOR BUKU

ANIBAL CAMILLO CELESTE BATISTA

ATURKAN MENURUT POSISI MASING- MASING