National Library of Australia
Kinetica Kinetica
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Report to the Annual Users' Meeting 2000

1. Overview

The National Library of Australia issued Directions for 2000-2002, a statement on its strategic directions for 2000-2002 in February 2000. In this statement, a key objective is to ensure that Australians have access to information resources in Australia and overseas. The National Library’s priorities for achieving this include continuing to support resource sharing among Australian libraries and to give prominence to achieving direct individual access to online catalogues and collections. The National Library believes that Kinetica is a major vehicle for achieving effective resource sharing in Australian libraries. The National Bibliographic Database (NBD) and the National Chinese Japanese Korean Service form the core of the Kinetica service. The National Library will continue to encourage and support direct individual access to the NBD as part of Kinetica.

The implementation of Kinetica was completed during the year, with the launch of the Kinetica Document Delivery Service in September. The National Library experienced significant change management issues in implementing this Internet-based service, due in large part to the wide range of Internet connection capabilities among the customer libraries and adjustments to operations each customer made in using the new system. These issues were, and continue to be, managed on a customer by customer basis to achieve satisfactory service. As the year progressed, customers became more familiar and confident with the new system.

While Kinetica has retained its number of customer libraries, the level of use has been less than predicted due to the availability to customer libraries of alternative options for the provision of cataloguing and interlibrary lending. As a result revenue and costs have been lower than predicted for the first year of operation of the service. While there remains strong short to medium term support for a nationally operated service such as Kinetica to support resource sharing among Australian libraries, a major issue over the next year will be the investigation of the long-term need for a centralised support system such as Kinetica. This will consider other ways the National Library may be useful in assisting Australian libraries to share their resources in the broad interests of the Australian public.

Kinetica systems have achieved very high levels of availability and improved system performance throughout the year. In developing the system, the National Library is conscious of the need to improve the efficiency of the applications used in Kinetica. However, some libraries continue to report poor response times. A survey of response times in 20 libraries has been carried out, and the results will be distributed at the Annual User Meeting. The survey shows that, for many libraries, response times are satisfactory. Others have poor response times, despite, in some cases, apparently adequate connection to the Internet. In other cases, libraries do not have adequate Internet capacity or appear to have congested local area networks. National Library staff are available to work with libraries to diagnose causes of poor response times and suggest solutions. We will continue to give this issue very high priority throughout 2000/2001. Discussions are continuing with the Defence Signals Directorate on firewall and security issues for use of the Kinetica Client in federal government libraries. We are also examining options for delivering higher local Internet capacity to libraries as part of the Kinetica services.

This year’s report provides performance information, results from a customer survey and reports from Kinetica’s service areas.

2. Results 1999/2000

2.1 NBD growth and contribution

NBD at 30 June 2000

Bibliographic records 11,082,765
Authority records 1,589,682
Holdings 31,447,220
NBD contribution
ACTIVITY 1999/2000 1998/1999 1997/1998
Holdings added 1.46 m 2.14 m 2.21 m
Original cataloguing 154,843 206,616 194,916
Authority records 3,506 8,940 34,242

Around 300,000 records were amended online. The decrease in contribution rates reflects a number of large libraries moving to offline contribution with the introduction of Kinetica.

Online original cataloguing contribution

The top ten contributors of online original catalogue records are:

National Library of Australia 49,906
State Library of Victoria 10,688
State Library of New South Wales 10,294
University of Sydney Library 5,468
Library and Information Service of WA 4,768
University of New South Wales 4,361
University of Newcastle 3,624
CAVAL 3,602
Flinders University Library 2,539
Deakin University Library 2,086

Holdings contribution

The top ten contributors of holdings are:

UNILINC 81,884
National Library of Australia 78,316
University of Technology Sydney 66,651
Deakin University Library 64,713
State Library of New South Wales 52,076
University of Melbourne Library 48,944
University of Adelaide Library 42,045
State Library of Victoria 37,942
University of New South Wales 33,029
University of Sydney Library 30,655

Batch*Link

The Batch* Link service supports offline contribution to the NBD. Libraries need to work with their library system vendor to extract records for export to the NBD. This service grew in the second half of the year.

Quarter Holdings added
1st quarter 16,876
2nd quarter 16,834
3rd quarter 73,480
4th quarter 149,628

2.2 Customer retention

New customers 30
Cancellations 8
Net growth 22
Total customers 1074

In addition, ILANET, a network operated by the State Library of New South Wales, provides access to the Kinetica databases for its membership.

2.3 Interlibrary lending

  1999/2000 1998/1999 1997/1998
ILL requests 177,470
[137,392 (KDD)
40,078 (ABN)]
243,168 242,292
ILL payments 145,942 (82%) 179,664 (74%) 172,884 (71%)
Participants 471 377 370

The decrease in ILL requests can be attributed to the transition to the new KDD system in September and increased use of commercial document suppliers. During the fourth quarter, there were increases in libraries joining KDD and the weekly number of requests. The increase in transactions paid using the Payments Scheme reflects changing workflows and the efficiency in using a centralised payment system.

2.4 Database searches

By database

NBD 5,662,243 (94%)
CJK 83,041 (1%)
RLIN 333,396 (5%)
TOTAL 6,078,680 (100%)

The use of RLIN has been higher than expected, and demonstrates its value as a secondary source of bibliographic data.

NBD searches by method of access

KineticaWeb 4,435,866 73%
Z39.50 from local systems 367,490 6%
Cataloguing client 872,324 14%
Kinetica Document Delivery 403,000 7%

The use of local system access to the NBD using Z39.50 increased steadily throughout the year, with a notable jump coinciding with the decommissioning of ABN. The results demonstrate that KineticaWeb is the most commonly used interface to the NBD.

3. Customer survey

An independent contractor carried out a survey of 250 users and 200 chief librarians during March and April. The survey covered a wide range of issues. Key results are:

  • Overall user satisfaction. 8% indicated they were not satisfied. The majority were very satisfied or satisfied (57%). However, 35% indicated they were partially satisfied
  • Overall chief librarians’ satisfaction. 5% indicated they were not satisfied with Kinetica. 46% indicated they were very satisfied or satisfied, with 49% saying they were partially satisfied.
  • User satisfaction with help desk services. 70% of respondents said they were satisfied or very satisfied, 9% were partially satisfied, with 2 % not satisfied. 19% of respondents said they had not used the help desk services.
  • User satisfaction with communication. 84% were satisfied with communication, 13% were partially satisfied, with 3% not satisfied.
  • Chief librarian’s assessment of Kinetica’s success in improving access to information resources. 58% of respondents thought Kinetica was successful or very successful, while 34% rated Kinetica as partially successful. 8% said it was not successful.
  • Response times. 20% of chief librarians raised concerns about response times. The majority of users noted that response times were adequate for the task, but commented on slowness at peak periods. The best response times were noted for Z39.50 access and KineticaWeb.

Respondents provided very useful comments on the system, and suggested many improvements. The proportion of partially satisfied responses is due to respondents’ assessments of system features and interfaces. The National Library’s plans for system changes and enhancements are taking users’ comments into account.

The chief librarians emphasised the importance of the NBD for resource sharing. One commented:

Kinetica is a key node in the Australian library network, especially for Australian resources, and is therefore a major player in the delivery of research, reference, document delivery and bibliographic services to libraries and their users.

4. Database Services Report

4.1 National Bibliographic Database (NBD) maintenance

  • Australian content. The National Library funded a project to enhance the NBD by setting the Australian indicator flag in bibliographic records for works published outside Australia by Australian authors. This project was completed in June. The contractor, Australian Defence Force Academy, used its AUSLIT database to identify over 3,500 Australian authors. Bibliographic records for these authors were checked on the NBD and over 17,500 records were flagged manually. The Australiana indicator is set automatically by the system for works with an Australian place of publication code (field 008) or an Australian geographic area code (field 043) but works published outside Australia by Australian authors cannot be automatically identified by computer program.
  • NBD duplicate removal. A duplicate removal project was conducted between May and early August. Duplicate records for bibliographic items on the NBD were removed in this project. 2609 duplicate reports were processed, resulting in the removal of 2286 reported duplicates and 198 deliberate duplicates. These deliberate duplicates were created on ABN due to ABN’s limitations on the number of holdings which could be attached to a bibliographic record. The AMICUS software used in the NBD does not have this limitation. Holdings from non-preferred records were transferred to the preferred record and orphan headings created by the duplicate removal process were deleted from the database.

    In addition, over 46 000 duplicate records have been removed by automated processing as part of regular database maintenance activities.

  • Global holdings. Global holdings changes were conducted for 35 libraries. Over 260,000 holdings were updated.

4.2 NBD contribution

  • Online contribution. The rate of original cataloguing contributed online has remained steady throughout the year. Under the Kinetica Contributor's Rebate Scheme some libraries undertook to contribute original catalogue records and holdings, or holdings only, online to the NBD. In return for these undertakings, libraries have received either a 30% or a 15% rebate on their Kinetica charges. A survey of levels of compliance with these undertakings was carried out in the second half of the year. It revealed that a number of libraries that indicated that they would contribute original catalogue records online have not done so, although most have contributed holdings online. The rebate level has been adjusted for some libraries. Contributors not meeting requirements for rebate levels will be contacted and their rebate adjusted according to their level of contribution.
  • Offline contribution. The number of records contributed via the Batch*Link has increased steadily during the year as more libraries use the service. In September, Deakin University became the first library to commence regular reporting of holdings records to the NBD recently using the Batch*Link service. The University of Adelaide was the first library to use the service to contribute complete MARC records. Since then use of the service has grown steadily with over 250,000 records being processed. There are now nineteen libraries regularly contributing via the service.

    These are:

  • ACT Library Service
  • Australian National University
  • Deakin University
  • Edith Cowan University
  • Glen Eira Library and Information Service
  • Jessie Street National Woman’s Library
  • Monash Public Library
  • Randwick City Library Service
  • Sydney City Library
  • UNILINC
  • University of Adelaide
  • University of Ballarat
  • University of Queensland
  • University of South Australia
  • University of Tasmania
  • University of Technology (Sydney)
  • University of Western Australia
  • University of Wollongong
  • Victoria University of Technology

Several of these libraries contribute via their library supplier. John Coutts Library Services and Masons Library Services provide regular files on behalf of a number of Kinetica customers. Test files from Blackwell and DA Direct have also been successfully processed.

Among the library management systems supplying Batch*Link contributions are Innopac, Epixtech, DRA, and Athena.

The Batch*Link service will be automated during 2000/2001 through the development of a Batch*Link gateway. Only file management processes such as retrieval, loading and reports will be automated. The review of tentative matches will continue as a manual processes. In 1999/2000, 10% of all incoming full MARC records were sent for human review.

4.3 National agency data loading

The National Bibliographic Database grew with contributions from the Library of Congress, the British Library, the New Zealand National Bibliography, and the Singapore National Bibliography. In addition, almost 44,000 Blackwell TOC (Table of Contents) records were acquired to enhance existing records on the NBD. National agency files are loaded to the NBD as they become available, and the majority of records are available for copy cataloguing within 5 working days of receipt.

4.4 Expert advisory group on reference and end user access

An Expert Advisory Group was established to provide advice to the National Library on matters relating to the use of Kinetica by library staff and end users for general research and reference purposes. It provides advice on the functionality, interfaces and performance of the Kinetica system for reference services and end user access. The members of the Expert Advisory Group are experienced reference librarians from the state, university and special library sectors.

The current membership of this EAG is:

Therese Lake State Library of New South Wales
Pamela Leuzinger University of Technology, Sydney
Julie Marshall LaTrobe University
Roxanne Missingham    National Library of Australia
Margaret Thornton CSIRO, Black Mountain Library
Bryony De La Motte National Library of Australia
Rob Walls National Library of Australia (Convenor)

The group has provided valuable advice on the development of the KineticaWeb service. These recommendations have been incorporated into the planning for the future development of KineticaWeb. Two members of the EAG have conducted end user trials of KineticaWeb within their organisations. These are reported elsewhere in the agenda papers.

4.5 Te Puna access

Discussions with the National Library of New Zealand on linking Kinetica and Te Puna for bibliographic and document supply purposes are continuing. Access to Te Puna via KineticaWeb has been successfully tested.

5. Cataloguing services

5.1 Kinetica Client

The first upgrade to the Kinetica client software (Version 3.2) was implemented on 28 February. This new release featured a more Windows-like interface, improved support for the MARC standard, and more keyboard alternatives to reduce use of the mouse. The implementation was successful, however some users reported slower response time and an occasional problem causing records to lock. A software patch to improve response time for a number of transactions was distributed in April. Another patch is planned for release at the end of July to prevent records locking unnecessarily and to further improve response time.

5.2 KineticaWeb

  • ALG link. A link was implemented from the NUC symbols in KineticaWeb holding displays to the Australian Libraries Gateway (ALG) page for the holding library. This enabled KineticaWeb users to easily identify and obtain information about the library that holds a particular item by clicking on the NUC symbol. This link will be redirected to the ILRS Directory when the redeveloped web version of the directory becomes available later in the year. This redevelopment will enable improved reporting of supply and charging policies for interlibrary lending and document supply.
  • Interface changes. An upgrade of KineticaWeb is planned for mid-August 2000. The upgrade will contain a number of developments which have been requested by Kinetica customers including: a number of keyboard shortcuts and improved default placements of the cursor to reduce the amount of mousing; a ‘Clear’ button to reset the Search screen; and fine tuning of record displays. A major upgrade of the KineticaWeb service is expected later in the 2000/2001 year. It will include an expert search interface, sorting of results and a link to the Kinetica Document Delivery System.
  • Authorities file. The Kinetica authorities file will be made available via KineticaWeb in the first quarter of the 2000/2001 year.

5.3 Expert advisory group on access to electronic resources

The goal of this expert group is to develop strategies to improve coverage of electronic collections on the NBD. The group has representation from Kinetica Libraries, the National Resource Sharing Working Group, the CAUL Electronic Information Resources Committee, and the National Library. The EAG advises the National Library on:

  • identification of major electronic resources acquired by Australian libraries;
  • availability of cataloguing data corresponding to collections of electronic resources;
  • bibliographic standards for cataloguing of electronic resources;
  • preferred practice in reporting availability for interlibrary document delivery;
  • maintenance issues for NBD and local systems; and
  • pilot project to demonstrate use of Kinetica to improve access to electronic resources.

The first task of the EAG was to conduct a pilot project to use Kinetica to provide national access and resource sharing for the Elsevier Science Direct collection of over 1,000 electronic journals. 1096 bibliographic records corresponding to this collection have been added to the NBD and the first holdings, from the University of NSW have been added to the records. Feedback on the bibliographic standards employed for this pilot, the challenges of local systems and NBD maintenance, and issues affecting resource sharing will be used to develop a service model. In addition, the EAG has prepared a survey aimed at building a picture of electronic collections in Australian libraries, including the collections held, how they are acquired, how they are accessed, who has access to these collections, and if they are available for interlibrary lending. This survey will be widely distributed to a range of institutions including academic, public and special libraries in the third quarter of 2000.

This EAG was established on 8 February 2000 and currently consists of the following nominated and National Library representatives:

Toby Burrows (WU) National Resource Sharing Working Group
Ritva Matero (WU) CAUL Database Access Working Group
Annette McNicol Griffith University
Glenys Oxlee Macquarie University
Rob Walls National Library of Australia (Convenor)
Roxanne Missingham National Library of Australia
Chris Foster National Library of Australia
Bemal Rajapatirana Manager, NBD (Secretary)

National Library membership of the EAG has altered due to temporary changes in staffing. Julia Trainor (the original convenor of the group) and Jasmine Cameron (NLA) have been temporarily replaced by Rob Walls and Chris Foster respectively.

The EAG also has observers who participate in the discussion list and teleconferences:

Sandra Henderson Australian Library Collections Task Force
Margaret Phillips Project Officer, Electronic Consortia and Licensing, National Library

5.4 Authority control

Authority control by Kinetica users remains at the low levels of the past few years. Kinetica staff focussed on the following maintenance activities within the authority file and indexes:

  • maintaining Australian extensions to the Library of Congress Subject Headings;
  • proposals to the Library of Congress for new and changed subject headings;
  • correction of filing indicators and preceding blanks in title and subject headings; and
  • correction of Name/Title headings and authorities

5.5 OCLC transfer arrangements

Under an agreement with OCLC, data added to WorldCat by Australian libraries is transferred weekly from OCLC to Kinetica. Although over 30 Australian libraries have registered to use the service, only six libraries are regular users. Just over 4,000 bibliographic records have been supplied and of these approximately 50 percent were new to the NBD.

5.6 Australian Library Collections Task Force

The Australian Library Collections Task Force was established as a result of the recommendations and resolutions made by the National Round Table on Access to overseas Monographs through Australian Libraries. At the first meeting of the Australian Library Collections Task Force, in February 1999, members of the Task Force concluded that it would be valuable to collect information on participation in the NBD across the key library sectors. The study collected information on:

  • the extent to which materials in Australian libraries are actually recorded on the NBD;
  • the types of material most likely / unlikely to be recorded on the NBD;
  • the nature of any records for material not recorded on the NBD;
  • the possible existence of special collections of materials not recorded on the NBD, that may be of particular research value; and
  • patterns of contribution / non-contribution to the NBD amongst particular library types.

The main findings were:

Academic Libraries

  • These libraries are the major contributors to the NBD. Most libraries record a high percentage of their collections on the NBD.
  • There are, however, substantial numbers of older books and non-book material such as maps and music, held by these libraries, which are unrecorded on the NBD.

The National, State and Territory Libraries

  • It is likely that there are over one million books published before 1980 in the National, State and Territory libraries that are not recorded on the NBD.
  • These libraries typically have substantial collections of material such as photographs, maps, music scores, oral history recordings and other special collections that are not recorded on the NBD. Of the non-book materials, a substantial proportion is also not recorded either in card or online catalogues.
  • A number of these libraries have special projects underway to ensure that these materials are eventually recorded on the NBD, but progress is often slow due to funding constraints.

Special Libraries

  • While some special libraries record a large proportion of their material on the NBD, many record relatively little, and it seems that staff in many special libraries are unaware of the existence of the NBD.
  • The special library sector appears to hold a large amount of material, including older books and current journal subscriptions that are not recorded on the NBD.
  • The contribution to the NBD made by special libraries, in many cases, is particularly hampered by a lack of suitable expertise and facilities.

It is very clear from this study that there are significant amounts of material in Australian libraries not recorded on the NBD that may be uncatalogued, or recorded only on card or local online systems. As a consequence, discovering the existence of and accessing this material is often very difficult. If this material is not located, resources may be unnecessarily duplicated, as institutions may purchase material that is already held by others and available for loan. Similarly, researchers may be disadvantaged in their research, if they are unable to easily locate and access materials actually held in Australian libraries but not yet included in the NBD.

Further information on the Australian Library Collections Task Force can be found at http://www.nla.gov.au/initiatives/alctf/

 

6. Document delivery services

  • Implementation. The Kinetica Document Delivery (KDD) service went live on 8 September 1999, with users entering all new requests in KDD by 15 September. The KDD payments service also commenced on 8 September. ABN ILL continued to operate for processing of existing requests until 31 October. An upgrade to the Web interface, which delivered some improvements in functionality, was implemented in January 2000.
  • Usage. Usage of the service is growing, with 590 members [at 1 August 2000], 496 of which are also members of the KDD payments service. Changes were made to the operation of the payments service in order to become fully compliant with GST requirements. The introduction of GST brought an increase in libraries joining the payments service in order to take advantage of the excellent reporting and convenience offered by the service.
  • Enhancements. The VDX software, on which the KDD service runs, is currently undergoing a major upgrade. This upgrade will need extensive testing and will therefore to take some time to implement. Improvements expected include bulk updating of requests, improved rota sorting and editing, ability to retrieve requests with messages, ability to send email requests to commercial suppliers and improved screen layout. Links to KineticaWeb and Te Puna will be developed when the new version is implemented. Meanwhile, the National Library will develop some more reports to assist workflow.
  • Expert advisory group. This group has provided regular advice on system enhancements and workflow. Its members are:
Christine Cother University of South Australia Library
Sharon Howells University of Newcastle Library
Edith Hackworthy Australian Defence Force Academy Library
Karen Kidd Agriculture, Fisheries and Forestry Australia
Tony Cavanagh Deakin University Library
Trish Woods National Library of Australia
Bronwyn Lee National Library (Convenor)

7. Customer services

7.1 Help desk

The help desk dealt with 12,863 requests. 93% of simple requests were answered in 1 hour. 98% of complex requests were answered within 24 hours. 75% of requests come by telephone, and 25% by email.

7.2 Training

  • Statistics. The following courses were conducted by Kinetica Training Agents in all states and territories:
Course Number Trainees
KineticaWeb seminar 22 195
KineticaWeb online 56 379
Kinetica Client 21 114
Kinetica Document Delivery 95 699
  • KineticaWeb online tutorial. The interactive tutorial was launched in September 1999. If can be downloaded free of charge, or used directly on the National Library web site. It has been downloaded 555 times since its launch.

7.3 Documentation

Documentation has been regularly revised to reflect system changes. Documentation is placed on the Kinetica web site, where it is available in three formats: online HTML files; donwloadable Word 97 documents, or as PDF files other.html. A web page has been established (index.htmlkineticadoc_other.html) to enable documentation created by Kinetica customers to be shared with other libraries. Currently the page provides links to documentation created by La Trobe University Library, State Library of New South Wales and the National Library to support end user access to KineticaWeb.

7.4 Kinetica-L

Moderation of the list has continued to ensure that messages are directly related to the use of Kinetica. Authors of messages which appear to contain errors are contacted so that corrections can be made before their message is published. Moderation also avoids inadvertent posting of personal messages.

7.5 User meetings

Kinetica staff have given presentations to Kinetica User Groups in all states and territories. Staff have also attended meetings of professional groups, such as One Person Australian Libraries, ALIA Cataloguers, Library Technician and Special Libraries Sections. Visits have been made to several regional centres.

7.6 Marketing

Kinetica had trade stands at major ALIA conferences, VALA and the Australian Book Fair. It was also promoted overseas for the first time at the Asian International Book Fair in Singapore.

7.7 InsideWeb

In February, the National Library and the British Library announced an agreement enabling Kinetica customers in Australia and the Southwest Pacific to use the British Library’s insideweb service at very favourable rates. 320 Kinetica customer libraries have taken up this offer so far.

7.8 Kinetica User Agreement

The introduction of the New Tax System required changes to the Kinetica User Agreement to cover requirements for the Kinetica Document Delivery Payments System. The key issue was the creation of Recipient Created Tax Invoices. An amending agreement was issued in June. It is likely that the user agreement may require further amendment to cover the Contributors’ Rebate Scheme.

7.9 Kinetica Products

Kinetica continued to produce a range of regular and once-off product files for customer libraries, as follows:

  • Bibliographic and Authority MARC Records. The most popular batch products continue to be the MARC files of holdings changes or bibliographic changes, which are run against a library’s holdings on Kinetica and may be defined by a variety of parameters. There are currently 21customers receiving regular holdings change files and 16 receiving regular bibliographic change files. Authority records are available in full or may be restricted to the authority records associated with a library's holdings or to Australian authority records.
  • Titles Lists. This product was introduced in April this year, in response to customer requests. It provides an electronic text file of brief records against a customer library’s holdings. Files may be defined by a variety of parameters, with the output sorted by title, Dewey or Amicus number.
  • Acquisition Products. This product is currently being developed to assist State Libraries and the National Library with their legal deposit and acquisition programs. Following discussions with acquisition librarians, the files are produced retrospectively according to agreed parameters. The first files (for January 2000) were produced in May and the output is currently being refined to tailor it to the specific needs of each library.
  • Special Products. Kinetica also produces a range of special products, such as the Recent Australian Publications lists, library catalogues on CD-ROM and individual products designed to assist consortia in providing improved access to their collections.
  • MARC*LINK and Downline Loading. These services continue to be highly utilised by Kinetica customer libraries, with downline loading activity approaching 5,000 records a day. There are now 373 customers using the MARC*LINK service and 43 customers accessing records from Kinetica via Remote TPS Downline Loading.

8. Kinetica Advisory Committee

The Kinetica Advisory Committee met three times during the year. Key agenda items were the Kinetica business plan, performance evaluation and charging. The members are

Chair  
Helen Livingston Deakin University Library
Members  
Marian Bate University of New South Wales Library
Dale Chatwin Australian Bureau of Statistics
Pam Gatenby National Library of Australia
Kaye Hill Library and Information Service of Western Australia
Philip Keane Institute of Medical and Veterinary Science Library, Royal Adelaide Hospital
Jan Maslen La Trobe University Library
Sherrey Quinn Libraries Alive! Pty Ltd
David Toll National Library of Australia
Trevor Wakely National Meteorological Library, Bureau of Meteorology
Meredith Wallace Parramatta City Library Service

 

Draft agenda Kinetica Annual Users' Meeting 2000