SLAC Library Advisory CommitteeIntroductionStan Brodsky

Overview of Technical Information Services, Organizational Structure, Future Issues

Patricia Kreitz, Director of TIS

Library Overview: Collections, Budget Costs and ChallengesSuggestions for the SLAC Library from Committee Member

Ann Redfield, Library Manager

Overview of Technical Information Services

presented to:

SLAC Library CommitteeAnn Redfield for Pat Kreitz9/13/04

TIS provides information management services to:

SLAC community Scientific and technical authors, researchers

and editors Management, administrative and support staff Users, students and visitors

External community Particle, astroparticle and synchrotron radiation

physicists Researchers in related fields (e.g. radiation

physics) Stanford University Department of Energy General public

Archives and History Office

Ensures that SLAC's history is identified, collected, preserved

Provides access to the SLAC and Stanford communities, and research assistance to outside researchers and the public

Technical Publications

Designs, produces, and manages SLAC's information products—in all media

Supports scientific publication and public education and communication efforts (70/30%)

Responsible for SLAC Web information management—standards, training, policy, top-level content, intellectual structure and access

DOE-mandated activities

Office of Scientific and Technical Information responsible for ensuring all DOE-supported research results are identified and collected

Collaborate with BSD’s Office of Technology Transfer to ensure Stanford and DOE requirements for tech transfer and patent review are satisfied

Your Responsibilities as a SLAC Author: http://www-group.slac.stanford.edu/techpubs/help/author-responsibilities.html

Library/HEP Databases Provides information services to support SLAC

research programs in High-energy, particle, and astroparticle

physics Particle accelerator theory, design and

construction Synchrotron radiation-based accelerator

theory, design, and instrumentation Supports SLAC’s administrative, management

and educational information needs Provides comprehensive, rapid, and user-

friendly access to particle physics information for researchers worldwide

Recent TIS Accomplishments

idoc Web-based author document registration and submission system

Extraordinary rise in HEP database use in last few years (Ann will tell more!)

Participant in National Archives grant to develop efficient ways to handle electronic records

With SCS, procured and implemented a new SLAC Web search engine

Recent professional accomplishments: three articles, one chapter in RPP, two invited talks, and 3 staff on boards of directors and/or professional committees

Future TIS Challenges

SLAC’s publications: growing more diverse, incorporating more media—and simply increasing in number (consistent with changes in scholarly communication worldwide)

SLAC’s research programs (ditto above!) TIS—no increase in baseline FTE to

respond to increased workload and more complex skills required by these changes

Future Library/HEP Database Challenges

Scholarly communication, including transmission and archiving vehicles such as journals and conference proceedings, will be in a state of constant change for at least the next decade Should federally-funded information be provided

free to taxpayers? How can publishers receive a fair profit for their

value-added services? TIS caught at both ends: TechPubs pays page

charges (Public Library of Science suggests $1,500/author article) and Library pays exorbitant journal subscription charges (6-10K/year/some titles)

Future Library/HEP Database Challenges

What should be the future of the HEP Databases in the next decade? SPIRES DBMS—open source or migrate? Will there still be a value to the community of a

specialized database offering in depth products and services for a subset of the broader field?

How can we stay in our traditional leadership role in scientific information delivery with a declining Lab budget?

How will the field itself be evolving—with less spent on physics R&D, what does the future hold?

SLAC Library & HEP Databases

September 13, 2004

Ann RedfieldLibrary/HEP Databases Manager

Agenda

Library Services

SPIRES Overview

New joint venture with Stanford University Libraries

Questions or Comments

Next meeting

Traditional And Non-traditional

On-site users: 1,600 SLAC 3,000 visiting

scientists

Virtual users: 40,000

searches/day 200-300

emails/week

Ann RedfieldSLAC

Library/HEP Databases Manager

Travis BrooksSPIRES

Scientific Databases Manager.

Victoria ShaCollection

Development/Acquisitions

Librarian

Kim SuttonPublic Services

Manager

Denise Van Sandt

HEP Workflow Supervisor

Mike SullivanUnix-SPIRES

System Software

Developer

Georgia RowHEP Database

Analyst

Louise AddisHEP

Programmer(Part time)

Dick GuertinContract HEP Programmer (Part time)

Maria HuangSerials Spec. &

Monograph Cataloger

Alicia WardCirculation

Manager(50%)

Luba KonienkoHEP Cataloger

(50%)

Alicia WardHEP Cataloger

(50%)

Barbara RuppHEP Cataloger

(Part Time)

Arsella RamanHEP Serials Programmer (Part time)

Circulation Assistant

SLAC Library/HEP Databases Staff 2004

2003 Library Expenditure

Books5%

Journals25%

M&S9%

Staff61%

Traditional

Collections:

Books: 31,500 volumes Journals: 906 titles (print & electronic) Technical report collection:

250,000 hardcopy Licensed databases: 4 local + Stanford’s

suite

Traditional

Services: Reference Outreach—presentations to SLAC groups Process departmental books & journals Interlibrary loan Subject-focused web pages

Traditional Services:

Space: Public space: ~500 square feet (non-

stacks) User seats: 28 (6 small carrels) 24 X 7 access (building key required) Wireless and hard wired Internet access

Non-traditional services: SPIRES

SPIRES-HEP 600,000 articles HEPNames: 41,000 people Conferences 12,000 meetings Experiments 2,200 experiments Institutions: 7,100 univ/labs Jobs: 300+ Streaming Videos: 2,174 media

Stanford Linear Accelerator

CenterMenlo Park, CA

KEK High Energy Accelerator

Tsukuba, Japan

Kyoto UniversityKyoto Japan

Institute of High Energy Physics

Protvino, Russia

Durham University

Deutsches Elektronen Synchrotron

Hamburg, Germany

Fermi National Accelerator LabBatavia, Illinois

36 Collaborators7 Institutions

Worldwide HEP Database Collaborators and Mirror Sites

Non-traditional services: SPIRES Literature Database

Covers particle and astroparticle physics, accelerators, engineering, instrumentation, & computing

Includes pre-prints, e-prints, theses, conference papers, technical reports

Tracks references and thus citations Records average 100 searchable elements Links to over 400 full text repositories

Non-traditional services: SPIRES Literature Database

60% of new records are for e-prints from arXiv.org

30,000 new records added in 2003 90,000 records updated in 2003 For the month of July 2004

Successful requests: 1,227,814 Average successful requests per

day: 40,928

SPIRES Features

Top Cited HEP Articles Top Cited Astro-Ph Articles Guide to the Review Literature in HEP

HEP Statistics Playground Citesummary

SPIRES-HEP Database Searches by Year @ SLAC

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

2000 2001 2002 20031999

Challenges: Traditional

Space Group work/study spaces Physical collection still needed (1+ yr)

Electronic content Licensing vs. owning Virtual materials change staffing needs

New research initiatives Library funding

Challenges: Non-traditional

Organizing and evolving information ecosystem: Increasing need to integrate data/media Interlinking amongst fields of research Staying useful and relevant in the

growing ocean of scholarly electronic information:

Google on steroids render us obsolete? Subject-specialized information ecosystems

still take human judgment and work

Final Challenges: Money and Time

SPIRES database management system—open source it or migrate off?

How to stay on the cutting edge while delivering traditional services?

How to get grant monies to develop further?

How to continue to offer full service with the possibility of cut-backs…

SU/SLAC Co-operative Venture Until now, the SU libraries have worked

to develop a “depth and breadth to the University's collections”, obtaining material not only for current research needs but also for archiving the scientific record by maintaining print in addition to electronic subscriptions, much to the benefit of SLAC.

SU/SLAC Co-operative Venture Unfortunately, SU budget allocations no

longer support the libraries at this level of collection building. So SU is increasingly being forced to choose between:

print ownership of a journal vs. leased access to the electronic version

collecting broadly in the subject vs. collecting more specifically from core society and commercial publishers only to support current research needs

SU/SLAC Co-operative Venture “For the second straight year, the University

Libraries' budget for collections has decreased. Coupled with the continued increase of journal subscription costs (both print and electronic), serials cancellations are again required to make up for the budget shortfall. To stay within budget, the Physics Library will need to decrease the journal expenditures by 10% (~$62,000).” Stella Ota, Physics Librarian

SU/SLAC Co-operative Venture

Therefore, after negotiations SLAC Library has made an agreement with SU libraries to eliminate print Elsevier duplicates and retain only one print copy between us.

Elsevier duplicate journal titles• COMPUTER PHYSICS COMMUNICATIONS• CRYOGENICS• JOURNAL OF COMPUTATIONAL PHYSICS• NUCLEAR INSTRUMENTS METHODS IN PHYSICS

RESEARCH SECTION A,B• NUCLEAR PHYSICS A, B, & SUPPLEMENT• PHYSICS LETTERS PART A, B, REPORTS• SOLID STATE COMMUNICATIONS• SURFACE SCIENCE REPORTS• METAL FINISHING• VACUUM• STUDIES IN HISTORY & PHILOSOPHY OF SCIENCE

SU/SLAC Co-operative Venture SUL & SLAC Library have agreed to,

basically, split the cost of duplicated subscriptions from Elsevier.

We will have online access to all canceled Elsevier journals from 1995

We will have the print copy of Physics Letters Part A, B, & Reports, Nuclear Instruments & Methods A & B, and Nuclear Physics A, B, & Suppl. for 5 years, after which they will go into storage as the archival copy at SU.

SLAC Journal CancellationsSurface Science Pkg $23592

Metal Finishing $106

Vacuum $3720

Studies in History & Philosophy of Science

$614

Physics Letters Part A, B, Reports(SLAC will retain print copy for 5 yrs, then the print copy will go into SU Storage as the archival copy)

$22967

Journal of Computational Physics $5660

Total $56659

Benefit to SLAC

Save Money ($15405 - $28885). 2005 budget cost for journals will be either $291115 or $304593 depending on what package SU ends up taking. (Last years budget was $320000)

We will have access to Science Direct back to 1995 for all of the journals that SLAC and SU subscribe to.

We may be able to use Information Express for ILL from SU, thereby saving our staff from going to campus twice a week.

Save storage space

Questions or Comments?

External Library/HEP Databases Review The Research Division has asked that

we have an external review of the Library/HEP Databases similar to the kind of Lehman Reviews conducted in physics

Next step: Committee input as to how we frame the review process, questions to ask the review panel and potential names of external reviewers.