Global Library Project Plan

Global Library Establishment Project (GL) PROJECT PLAN
A Library for the World Community of Print Disabled Project
Project Plan
Commercial in Confidence
DRAFT Global Library Project Release Date: 28-04-08
Vision Australia Business Development Group
Release: Version 1.5 Date: 17-05-08 Project Owner: IFLA/LBS & Daisy Consortium Project Sponsor: Vision Australia Project Leader: Julie Rae
68842716.doc Print date: 22 September 2011
Page 2 of 42 Commercial in Confidence
Project Document History Revision History Date of this revision:
Revision Date
Previous Revision Date N/A
Summary of Changes
Approvals This document requires the following approvals:
Name Julie Rae
Signature
Title National Manager, VAILS
Date of Issue 12-05-08
Ver 1.5
Distribution This document will be distributed to the following groups in the roles ands responsibilities section
Name
Title
Date of Issue
Ver
Julie Rae VA National Library Manager
Project Leader and Project Steering Committee Member Chair or Steering Committee (to be confirmed)
Bente Dahl Rathje (IFLA LBS) Koen Krikkar (IFLA LBS) Francois Hendrikz (IFLA LBS) Helen Brazier (IFLA LBS)
Project Steering Committee Project Steering Committee Project Steering Committee Project Steering Committee
DAISY Const Rep 1 DAISY Const Rep 2 DAISY Const Rep 3 DAISY Const Rep 4 Optional Chair Reps 1-4 Reps 1-6 Reps 1-6
Project Steering Committee Project Steering Committee Project Steering Committee Project Steering Committee Project Steering Committee Project Team: Business Model Project Team: Discovery & Access Project Team: Collection Development & Exchange Project Team: Partnerships
Reps 1-6
Table of Contents
.......................................................................................... Executive Summary......................................................................6 Global Library (GL) Description.......................................................8
Purpose....................................................................................................................8 Background.............................................................................................................. 8
Project Scope............................................................................. 9 Project Structure.......................................................................12

Project Sponsor......................................................................................................14 Roles and Responsibilities......................................................................................14 Plan Monitoring and Controls.................................................................................21 Planning Assumptions............................................................................................21 Principal Strategies................................................................................................ 22 Description of Major Deliverables ..........................................................................26 Reporting................................................................................................................ 27 Communications.....................................................................................................27 Broad Project Phases, Timelines and Key Milestones.............................................29
68842716.doc Print date: 22 September 2011 Page 4 of 42 Commercial in Confidence
Executive Summary
Today there are 161 million blind and partially sighted people in the world and this number is growing. Extend this to print disabled; and you have an even greater number of people who can not read a conventional book, magazine or website as they are either unable to see the print, hold the item or access the website. Less than 5% of published material, i.e. books and less than 20% of websites are accessible to these people.1
Libraries have always been a communitys portal to information, knowledge and leisure. Beyond their shelves, libraries are a communitys gateway to information from many sources nationally and internationally. Libraries provide professionals trained to distinguish and verify content, build collections and provide a reference and information service. Today more libraries rely on electronic sources for collecting, organizing and distributing information.
The information age has created unprecedented opportunities to acquire electronic content from many sources including existing digital content in many different types of libraries. The concept of a world library for the blind rests on the ability of digital libraries to share and coordinate collection-building resources and to use digital technology to share content. It requires designing these systems and services with interoperability in mind and using common standards. It begins with a shared understanding that technology does not fundamentally change library service, but rather the way in which it is organized and delivered. One such model is the development of a global library. Therefore, guidelines for the development of the digital library must begin with the assumption that the library remains a collection of organized content reflecting works of imagination and information necessary to facilitate life long learning, career development and an informed citizenry. Its digitization is a means of ensuring that its collections are preserved and accessible to all regardless of disability.
Major work has been done through the Digital Accessible Information System (DAISY) Consortium and with NISO to establish standards for the recording of navigable digital audio books. For many libraries for the blind, the focus of the past five years has been on the implementation of these standards and the conversion of their analogue collections to digital audio. Others are building collection resources through the Internet and accessing remote sources for the content they distribute to their users. The Internet is both a source of content and a means for distribution. It has profoundly changed information services for users and libraries. Publishers of content, trade books and magazines, electronic journals and electronic databases offer new opportunities for acquiring, managing and distributing content that is accessible.2
Brazier, Helen An introduction to IFLA Libraries for the Blind Section presented to Libraries for the
print disable conference Zagreb, Croatia February 2008

Due to the increasing numbers of people throughout the world who have a print disability, there is a compelling reason to fund libraries providing services for these people to consider opportunities to share resources through collaboration. This project will bring together all print disability libraries into one unified approach. Deliverables include: the vision and charter; the standards; storage and delivery systems; the analysis and content management processes including Digital Rights management (DRM); setting up the Global Library model; approach to partnerships, communication and the business model. The steering committee will oversee the project through establishing four project teams which will develop approaches to: establishing a business model, collection development t and exchange, end user discovery and access issues and partnerships. The project leader will be responsible for driving and administrating the project. The project leader will define specific timelines to be approved by the Steering Committee, however the project will run over a three year period with an initial global library model tested, deployed and reviewed by the end of the three years.
Designing and Building Integrated Digital Library Systems Guidelines. International Federation of Library Associations and Institutions IFLA Professional Reports, No. 90 2005 page 6
Global Library (GL) Description

Mandate The mandate for the project has been given by virtue of the decisions made at a joint meeting of the DAISY Consortium and IFLA-LBS on 27th February 2008 in Zagreb, Croatia. The meeting laid down the guiding principles for the project charter and the project plan. Both elements are included in this document and are listed as deliverables of the project in the first phase. Due to the significance of the Zagreb meeting, the minutes of that meeting are attached as Appendix 1.
Purpose
This is a scoping and first phase project plan the purpose is to identify the costs, infrastructure requirements, policies, impediments and associated issues involved in establishing a Global Library for the World Community of Print Disabled people. It aims to develop a description of a fully developed Global Library service and identify the development phases and timeframes. The project may also achieve the establishment of a first phase service with limited collection and resources consistent with the identified first development phase
Background
It was agreed at the combined meeting of the IFLA Libraries for the Blind section and the DAISY Consortium Board on the 27th February 2008 that a steering committee would be set up to oversee the project. The project will be owned jointly by IFLA/LBS and the DAISY Consortium, and will be project managed by the DAISY Consortium. A joint steering committee will be established to provide governance, oversight and direction to the project. The global library project will be included in both organizations' strategic plans. A Global Library is a concept that all support however in reality the definition of what a Global Library can and should do may be quiet varied. It is important that a key definition and stated expectations of the Global library is made clear from the beginning of the project. At the above mentioned joint meeting four initiatives were identified under the banner of the Global Library.
Project Scope
This scope of this project was mandated by agreement at the above February meeting.
The Plan is guided by four principal strategies or initiatives that define:

I. Business model for the global library II. Discovery and access: end user issues III. Shared collection development and exchange IV. Partnership development
Objectives The objectives of this proposal are to:
Enable clients to access a wider range of resources, Enable Libraries for the print disabled to share resources, Develop partnerships with publishers through global publishing deals that benefit all.
Develop partnerships with mainstream libraries, and other organisations developing global libraries, i.e. Google, Yahoo etc. Leverage international co-operation to deliver more services to clients in a range of community languages
Outcomes The outcomes of this project:
Identified costs, infrastructure requirements, policies, impediments and associated issues involved in establishing a Global Library Description of a fully developed Global Library service with development phases identified and timeframes for phases
Possible establishment of a first phase service with limited collection and resources consistent with the identified first development phase Identification of the potential partnerships, collaborations and leverage points
Enhanced range of options and services available to clients through the international library network by providing greater access to the use of library services by members in the print disabled community. People with disabilities encouraged to participate fully in the multicultural community through access to reading materials in a range of community languages. Greater staff understanding and involvement of event planning and development for the print disabled community. Increase of print disabled community as members of their local library in each participating country. Roll out of cooperative service model for International Library access involving print disabled across the world. Providing an alternative to the currently aging technology.
An agreed program structure for implementation including clearly defined roles and responsibilities, communications protocols, timeframes, training and support programs, and cost estimates. Survey participants and gather feedback regarding their experiences with the project implementation. Report on the project to the national and international accessibility and library community through appropriate bodies and forums. Communications Plan and promotion campaign and promotion to the local community.
A contribution to the wider body of knowledge relating to international public library information management, international relations, collection development, in terms of user needs.
Exclusions The Project does not seek to replace the any existing programs or services currently operated through the participating services. The Project does not provide funding for any activities, training, promotion or support. Any other funds required for this project will need to be born by participating libraries. It is agreed that participating libraries will need to organise their own local infrastructure needs.
Budget Budget allocation and project funding is yet to be defined.
Schedule The outcomes from the project are to be achieved by 30 December 2012.
Project Prerequisites Allocation of funds by all participants
All participants contribute resources in the form of staff time, promotional cost, and space allocation. Agreed Project Plan, Implementation Plan and structure in place
Project Structure
As per the joint IFLA Libraries for the Blind Section and the DAISY Board meeting (27th February 2008), a project governance structure has been established, whereby the project team is headed by a project leader, who reports to the Steering Committee. The structure is shown below. Each of the four project teams will be chaired by a member of the steering committee, who will be responsible to report back to the steering committee each month.
Steering Committee This steering committee will consist of four members from IFLA LBS and four members from the DAISY Consortium, the project leader as ex officio and one independent chair role. The project leader will coordinate a formal election of the chair person and may act as returning officer. The steering committee could appoint a chairperson from its eight members, with a casting vote in the event of a tie. Another option is for the steering committee to include an independent chair person who could vote when a tie occurs. Ultimately, the steering committee must decide on voting protocols and dispute resolution procedures, and if and when mediation or arbitration is required. For example, the committee may decide that a minimum of a two thirds majority vote is required for any motion to be carried. The size of the project teams will be determined by the steering committee.
IFLA LBS IFLA LBS

Steering Committee Steering Committee 4 IFLA LBS Reps 4 IFLA LBS Reps 4 DAISY Consort Reps: 4 DAISY Consort Reps: Project Leader and Project Leader and Independent Chair Independent Chair Project Leader Project Leader Julie Rae Julie Rae
DAISY Consortium DAISY Consortium
Project Team 3 Project Team 3 Project Team 1 Project Team 1

Project Team 2 Project Team 2 Discovery & Access Discovery & Access
Business Model Business Model
Collection Development Collection Development & Exchange & Exchange
Project Team 4 Project Team 4

Partnerships Partnerships
Project Sponsor
Vision Australia will sponsor the development of the business case and project plan to ensure that all libraries for the print disabled are able to contribute to the development of a global library for people with a print disability. The project is supported by the IFLA Libraries for the Blind section and the DAISY consortium.
Roles and Responsibilities

Role Steering Committe e Members IFLA LBS Reps Bente Dahl Rathje Koen Krikkar Francois Hendrikz Helen Brazier Deliver the first phase of a Global Library Review and approve GLEP Project Plan Resolve issues that are at the organisation level Review key risks and help identify risk reduction steps Authorise significant changes to project scope Formally approve project expenditure Formally accept project deliverables Agree on a Communications strategy Responsibilities Joint responsibilities are to: Describe a vision of a fully developed Global Library
Agree on phases and timeframes needed to achieve the vision
DAISY Const Rep 1 DAISY Const Rep 2 DAISY Const Rep 3 DAISY Const Rep 4 Project Leader (ex officio) Independent Chair
Consider Steering Committee composition and voting and consider impact if more potential partners join the project Agree on voting protocols and dispute resolution procedures
Elect a chairperson and decide on casting vote rules Appoint office holders
Hold 3 4 face to face meetings per year held around IFLA and DAISY Board meetings and monthly conference call meetings Decide on the structure and composition of project teams
Role Project Leader
Members Julie Rae NLM, VA
Responsibilities Responsibilities are to: Act as returning officer for a majority vote election of Steering Committee office bearers Acts as an ex officio member of the Steering Committee and for each of the project teams Assume operational responsibility for delivery of the project Prepare list of issues to be addressed at the first Steering Committee meeting Review progress and expenditure of the project teams Provide monthly reports to the Steering Committee on the project teams progress Attend Steering Committee meetings
Assist to resolve issues arising within the project teams Review risks and help identify risk reduction steps
Through review, provide QA for project deliverables Review proposed changes to scope
Ensure that proper procurement processes are followed Form recommendations for the Steering Committee regarding deliverables and other aspects of the project teams
Prepare and maintains Project Plan, defining the

overall deliverables, resources and timeline Monitors project performance against the agreed plan and ensures the overall Project Plan remains synchronised Ensures the Project Plan is aligned with resources and external constraints and considers project interdependencies Provides regular communication to stakeholders according to the Communication Strategy Conducts project post-implementation review
Role Steering Sub Committee Project Team 1: Business Model
Members Maximum of 4 participant representatives Project Leader as ex officio member
Responsibilities This team is chaired by a Steering Committee member and identifies, explores and recommends to the Project Leader, preferred approaches to end user issues as detailed in Project Team 1 in the Principles Strategies section. The team is responsible for: The Business Model for the Global Library Cross funding models with partners E commerce options Implications of varying partner content and infrastructure
Guidance and advice so that informed decisions can be made Holding 1 2 face to face meetings per year and monthly conference call meetings Monthly progress reports to the Project Leader
Role Project Team 2: Discovery & Access
Responsibilities This team is chaired by a Steering Committee member and identifies, explores and recommends to the Project Leader, preferred approaches to end user issues as detailed in Project Team 2 in the Principles Strategies section. The team is responsible for: Preferred user search interface including searching via audio commands Meta data and catalogue Linkages to content, both electronic and manual Bandwidth and download limitations on service access Membership processes Centralised or devolved processes Custom or off the shelf solutions
Guidance and advice so that informed decisions can be made Holding 1 2 face to face meetings per year and monthly conference call meetings Monthly progress report to the Project Leader Define what will be used in the project
Role Project Team 3: Collection Developmen t&

68842716.doc
Responsibilities This team is chaired by a Steering Committee member and identifies, explores and recommends to the Project Leader, preferred approaches to end user issues as detailed in Project Team 3 in the Principles Strategies section.
Print date: 22 September 2011
Exchange
The team is responsible for: Approaches to developing a shared collection development approach and possibilities for exchange and purchase of titles Avoiding duplication, and maximise use of resources
Formats to be included and types of publications to be included Explore models for shared content and collection development and infrastructure approach Investigating how the developing world can be included in the Global Library concept. Identifying rights management in collaborative collection development issues and exchange protocols, including implications for syndicated magazines or newspapers. Guidance and advice so that informed decisions can be made Holding 1 2 face to face meetings per year and monthly conference call meetings Monthly progress reports to the Project Leader
Role Project Team 4: Partnerships
Responsibilities This team is chaired by a Steering Committee member and identifies, explores and recommends to the Project Leader, preferred approaches to end user issues as detailed in Project Team 4 in the Principles Strategies section. The team is responsible for: Developing a cooperative model with other types of libraries and publishers Clarity on what copyrights are, defining an approach to copyright, gaining cooperation of publishers and securing a flow of materials Access to other repositories and inclusive publishing
Ensuring that this initiative is developed with an awareness of other global digitization initiatives involving libraries and their content, such as Google, Yahoo and others. Copyright issues
Guidance and advice so that informed decisions can be made Holding 1 2 face to face meetings per year and monthly conference call meetings Internal Project Dependencies Monthly progress reports to the Project Leader
There are internal dependencies applicable to the Project. There is no Project budget allocation, other than what participants allocate for their own participation. Participants need to be engaged and committed so that they may be flexible in dealing with impediments.
Tolerances The project is due for completion on 30th June 2012. There is a six month tolerance regarding timeframe.
Plan Monitoring and Controls

The Project Leader will oversee the Project, Project Teams and related activities. Regular reporting will document progress against plan. (See Planning and Reporting below). Whenever the tolerances for schedule or budget are threatened, these will be immediately reported to the Steering Committee. The Project Leader will escalate program-level issues to the Steering Committee as required. The Project Leader will ensure a record of meeting minutes, and any other project related documentation is maintained. Documentation Management Process The Project will use a central folder on the DAISY Consortium website to store all documentation involved in this Project. Contents of this folder will be available to the GL project.
Planning Assumptions
There is full commitment and support for the project by all partners. The Project will remain consistent with the Project Plan.
The Steering Committee members will act in a spirit of good will, fairness and sensitivity to the needs each other and the groups they represent. All requests to extend or vary the scope of the project beyond the areas specified in this Project Plan will require an official review from the Project Leader before final approval by the Steering Committee. The cost and schedule implications for any change are to be considered as part of the approval and possible review processes. All staff and volunteers involved in the Project will be permitted to undertake project tasks as assigned. All Project procurements will follow standard processes and will be supported by specialist Vision Australia procurement staff and LBS and DAISY Consortium staff as required. This process will be sensitive to any other existing rules used by project partners. Once this project concludes, all results are handed over to the Steering Committee.
Ongoing support for the implemented system will be the subject of a separate plan to be commissioned by the Steering Committee after the current Project is completed. All participant organisations prepare a budget allocation to allow participation in the Project. Any requests for additional resourcing must be born by participants and are first justified to the Project Leader before a recommendation is made to the Steering Committee.
Principal Strategies
The Plan is guided by four principal strategies and project teams that define:

I. Business model for the global library II. Discovery and access: end user issues III. Shared collection development and exchange IV. Partnership development
Project Team 1: Business Model for the Global Library The purpopse of Business Model for the Global Library Project Team is to develop a model which defines the funding mechanism, strong communication mechanisms, and encouragement of partnerships, marketing issues, project management, expectations and deliverables and recommend to the Project Leader preferred approaches. The team will also consider the following issues: Individual partner organisations in the Global Library will have different funding mechanisms, different business models and different distribution models. A business arrangement/model of how the infrastructure works How will content be affected from one funding model to the next? What is the ultimate business model for the global library? E commerce options
Project Team 2: Discovery and access: end user issues The purpopse of Discovery and Access Project Team in this initiative is to identify, explore and recommend to the Project Leader preferred approaches to end user issues.
Included in scope are elements such as: federated search, the search component from the client perspective, access from the perspective of client searching and accessing. The team will also consider the following: user friendly catalogue concept of a union catalogue of our collective content; a global catalogue

conventional federated search may not be most effective model
it should be seamless: "search and request easily, and get the material" . Consider searching options beyond text on a keyboard, for example, with the use of audio commands to perform searches wouldn't have to use library; once you find it you should be able to request it for either purchase or loan
Google book search provides links to where you can buy; providing links to where you can order (borrow) could be the same
portal concept with search results identifying where the content is available, with option to order/loan

bandwidth and download limitations on service access
catalogue information should clearly indicate the title format, accessibility and whether the title is abridged or not, if any usage rights are attached to the title Do clients become members of the global library, do they authenticate through their own library or do we have a central client database? Do we look at subject/genre collections for each library service to assist in building information in an accessible format? Do we develop cataloguing standards, how do we build on the work done to date?
There are a number of existing options available for developing a Global Library. These can range from purchasing off the shelf software to act as a front end for all participating library catalogues; using z39.50 to communicate and search across a range of databases. This software could also automatically authenticate and authorise clients to be able to borrow material from any library in the world. Alternatively Google, Microsoft, OCLC or another as yet unknown partner might be able to assist in the development of a Global Library. Other solutions may be found and all options maybe implemented or maybe just one. This of course will depend on the financial aspects, risk assessment and accessibility of all the options.
Project Team 3: Shared Collection Development and Exchange The purpopse of Shared Collection Development and Exchange Project Team in this initiative is to identify, explore and recommend to the Project Leader preferred approaches to developing a shared collection development approach and possibilities for exchange of titles. Included in scope are elements such as: library issues such as shared content and collection development, issues such as repository of information, exchange and purchase of content (where it is, who is responsible for keeping it, archiving it, and making it available), and useage rights of content. The team will also consider the following: Explore models for shared content and collection development and infrastructure approach to avoid duplication, and maximise use of resources and minimize duplication. Consider whether materials other than books included in the Global Library concept. For example: public information, magazines and newspapers, directories etc Ways of incorporating indigenous publishing into the collection. IFLA has worked on indigenous publishing but not on DAISY multimedia which is a good tool for indigenous publishing? Investigate how the developing world can be included in the Global Library concept. Identify the needs of the developing world? For example, activity in DAISY For All. Many developing nations producing content - how does it fit into this vision? Identify rights management in collaborative collection development issues and exchange protocols. Rights may vary depending upon format, for example, DAISY formatted content may be somewhat more restricted than braille. To date, use rights have not been included in all content catalogue records. In an international context, use rights need to be identified in order that the searcher may know if they are allowed to gain access to an existing title a particular format. There may be inmplications for use of some syndicated magazines or newspapers.
Project Team 4: Partnership Development To establish a global library the project must include a broader community than the immediate partners in the Global Library. The purpose of the Partnership Development Project Team is to develop a model for cooperation with other types of libraries and publishers recommend to the Project Leader preferred approaches. The team will also consider the following issues: Copyright Framework: Cooperation with publishers is needed. Clarity on what the rights are and secure a flow of materials.
Cooperation with publishers goes further than copyright. It extends to access to other repositories and inclusive publishing.
Ensure that this initiative is not developed in isolation of other global digitization initiatives involving libraries and their content, such as Google, Yahoo and others. Copyright issues Partnerships for content
Description of Major Deliverables

In addition to the four principal strategies that define the project approach, there are a number of major deliverables for the project.
1.
Steering Committee
2. Planning and Reporting 3. Communications Strategy
Steering Committee Deliverables
The Steering Committee is responsible to drive the project at a high level and to deliver:
an agreed Project Plan and Implementation Plan an agreed vision of a fully developed Global Library agreement on phases and timeframes needed to achieve this vision a first phase of a Global Library as an established working service a communications strategy (see detail below)
Planning The Global Library Establishment Project (GL) Project Plan is used to define the approaches to be taken and to act as a guidance document in establishing the Global Library Concept as a working entity. The document outlines the principal strategies and structure used to support the creation of the Global Library.
It is used as the basis for project management control to be used throughout the life of the project implementation. It provides a statement of how and when the projects objectives are to be achieved by showing the deliverables, activities, cross-dependencies and resources required.
This document identifies the projects control and reporting points and frequencies as well as providing a baseline against which project progress will be measured. It records the project tolerances, specifies the quality controls and identifies the resources needed for them in addition to identifying the responsibilities of committee members.
The Plan is written by the Project Leader then circulated to the Steering Committee and Project Team. Any feedback is gathered and a second draft is circulated. Once agreed, the plan is accepted as the approved Project Plan and becomes the focus for all project management control.
Reporting
The Project has the following key reporting elements. Monthly reports to Steering Committee from Project Leader. Monthly reports to Project Leader from Project Teams.
Communications
The Communication Strategy remains flexible and informal, however it does include: 3 4 face to face Steering Committee meetings per year held around IFLA and DAISY Board meetings and monthly conference call meetings, with meetings booked one year in advance 1 2 face to face project team meetings per year and monthly conference call meetings, with meetings booked one year in advance Monthly updates from the project leader to steering committee via email. Ad hoc communication as needed
Communications practices in the wider international community must be sensitive to established relationships of current and potential Global Library partners, existing laws and regulations. The Communications Strategy should be guided by the Steering Committee.
The project may consider the development of a joint web site as an initial reference point for the wider community to access. The site should contain information about this Project initiative, its aims and objectives and invite interested parties to build links and relationships with the project.
A Launch activity could be hosted by the Global Library Partners and include dignitaries, representatives of disability groups, and community representatives, and other potential associates to the project.
Broad Project Phases, Timelines and Key Milestones

Date 30 June 2009 Phases Phase 1: This phase is characterised by: the clarification of objectives, and methods of investigation developing individual scope statements and individual project plans proposing initial models to the Steering Committee before moving to next phase Milestones or Deliverables Project Commencement.
Steering Committee and Project Teams established and meeting timetable confirmed o o o o o GL Vision Statement GL Project Plan scoping and approach plans for: Copyright Search Interface Catalogue Structure Content holding model Online Delivery Infrastructure
o Protocols for international supply of hardcopy content (Interlibrary Loan) o o Quality Management System and review User feedback over the life of the project
Preliminary Business Model Preliminary Partnership Strategy GL membership policies developed (end clients)
30 June 2010
Phase 2: In this phase: Initial design, implementation and testing begins
1st stage Business Model confirmed & entity created
Confirmed Partnership Strategy with initial approaches made to Google, etc Initial implementation of 1st draft for web site build
approaches made to potential partners technical systems are developed
o o
Search interface developed Pipes tested Review all scoping and approach plans Clarification and development of copyright and content Web site established Simple search interface established with minimum content
30 June 2011
Phase 3 Technical systems are tested and refined Minimal content download User feedback
Implement a test protocol and begin preliminary trials of scaled down service model with small test membership group Review service performance and delivery model GL entity established
Dec 2011
Phase 4 Refined technical search, handling and delivery systems Beginnings of membership drive
Official launch of Global Library web service
30 June 2012
Phase 5 Total system review and refinement
Review of Service Redevelopment and design Project Completion
APPENDIX 1: Minutes of the Joint DAISY and IFLA-LBS Meeting, Zagreb, Croatia, February 27, 2008
Prepared by Lynn Leith Version 2 Last revised: March 13, 2008 Reviewed by George Kerscher and Margaret McGrory file name: Minutes_DAISY_IFLA-LBS_JointMeeting_ZagrebCroatia_Feb27_2008_V2
Reviewing progress towards the global library

Chair: Margaret McGrory
1. Welcome and introductions Participants: Bente Dahl Rathje, DBB, chair IFLA/LBS Hiroshi Kawamura, President DAISY Consortium, IFLA/LBS representing NIPPON Lighthouse for the Blind Stephen King, DAISY Board Member for RNIB Francois Hendrikz, IFLA/LBS, South African Library for the Blind Julie Rae, Vision Australia Helen Brazier, IFLA/LBS, RNIB National Library Services Arne Kyrkjeb, DAISY Board Member, for the Norwegian DAISY Consortium Marja-Leena Ahola, IFLA/LBS, Swedish Library of Talking Books and Braille
Minna von Zansen, IFLA/LBS, Celia Library for the Visually Impaired Francisco Martnez Calvo, DAISY Board Member for ONCE Lynn Leith, Head of Information Services and Administrative Support, DAISY Consortium George Kerscher, Secretary General of the DAISY Consortium Katja Lucke, German Library for the Blind in Leipzig Thomas Khlisch, IFLA/LBS, German Library for the Blind in Leipzig Koen Kriekhaar, IFLA/LBS, Dedicon Elke Dittmer, DAISY Board Member for Media Association for Blind and Vision Impaired People - MediBuS Misako Nomura, IFLA/LBS, JSRPD Maarten Verboom, DAISY Board Member for Dedicon John Churchill, DAISY Board Member for RFB&D Kjell Hansson, DAISY Board Member for Swedish DAISY Consortium Tim Evans, DAISY Board Member for ANZAIG Margaret McGrory, DAISY Board Member for the Canadian DAISY Consortium, IFLA/LBS Observers: Chris Friend, WBU Seong Deok Lee, National Library of Korea Marcus Westlind, Swedish Library of Talking Books and Braille Kari Kummeneje, Norwegian Library of Talking Books and Braille yvind Engh, Norwegian Library of Talking Books and Braille L. Leith volunteered to be the scribe. Due to time constraints, the primary focus of the meeting will be the global library initiative.
Executive Summary of Minutes: Decisions, Actions, etc. Four major initiatives were identified: I. Discovery and access: end user issues
II. Shared collection development and exchange III. Business model for the global library IV. Partnership development Decision: The project will be owned jointly by IFLA/LBS and the DAISY Consortium, and will be project managed by the DAISY Consortium. A joint steering committee will be established to provide governance, oversight and direction to the project. The global library project will be included in both organizations' strategic plans. Action Item: Prepare the Project Brief Responsibility: Julie Rae Due date: End of April 2008
2. Project Progress Reviews: Summary of key outputs, challenges and achievements a) Federated search (Helen Brazier) The intent of this work was to put a mechanism in place so that anyone could find out what accessible books are available in world. Federated searching is dependent upon libraries having online catalogues, and the cataloguing protocol used. In the short term URLs of online catalogues of a number of the major libraries for the blind in the world (12 in total) were collected and placed on the RNIB Web site. There are currently 27 URLs in this list; more can be added. One of the barriers to finding and sharing information around the world is that there is no consistent standard for cataloguing DAISY books. IFLA/LBS along with DAISY and the IFLA Cataloguing Section organized a workshop for experts and cataloguers in summer 2007. They looked at what is going on in the mainstream, discussed and shared problems, and started to shape the way forward that can be used by all libraries. A working group was formed. One expert, Janifer Gatenby, from OCLC (Online Computer Library Center) expressed an interest in taking the discussion forward using Worldcat as the cataloguing interface for all accessible materials. Worldcat is more appropriate than the federated search, as the infrastructure is there. Discussion with OCLC still needs to take place. Janifer Gatenby has asked to see information regarding the membership of the DAISY Consortium and IFLA/LBS, proposing that they could develop a view of Worldcat that shows specialist materials. The working group is concentrating on development of a cataloguing standard for DAISY publications. The next step is to set the leadership. M. McGrory: this development is very important. Today library users are used to using Internet searching such as that offered by Google, Amazon, etc. This needs to be considered in the development of the next generation of cataloguing. G. Kerscher: Google has joined the DAISY Consortium, and they may also be a path to explore; Google is partners with many libraries as part of the Google Book Project. The
DAISY standard will be going through a revision. Requirements are being gathered and are needed for metadata.
b) Communication and collaboration with publishers (Stephen King/Pete Osborne) This topic and copyright were addressed together as they are linked. A separate project was not formed to address the communications, but it was for copyright. The copyright strand was led by David Mann of RNIB. Work has been reported regularly to IFLA and the DAISY Consortium. Focus has been on communication with publishers, there is established dialogue with IPA, with meetings at least once a year, sometimes twice. There has also been dialogue with at least two federations of European publishers and projects led by Dedicon and others. The DAISY Consortium has also been in communication with APA through G. Kerscher's work. On the copyright front there has been work with the WIPO regarding revision of copyright law. This is a model with key exceptions set out for us. This model is being used in India, in a revision of Indian copyright law. The IPA and WIPO framework of exceptions provides a framework for the movement of alternate format publications from one country to another country or jurisdiction. In summary, regarding communication with publishers, within Europe there is an intellectual willingness to find a solution. Based on reports form G. Kerscher, it is slightly more hostile in the USA. The RNIB is providing low level input to a large project on online rights management framework. David Mann left this role with RNIB in summer 20007. Chris Friend has taken this role for the copyright strand. M. Verboom: Regarding communication and cooperation, in Europe there are several projects on cooperation with publishers. EUAIN is just finished, cooperation with publishers continues, the Pro Access project has begun, there are discussions with the Italian and European Publishers Associations. A conference will be organized November 6, focusing on libraries for the blind and publishers: "How to make content accessible". It will be run by publishers and held in Amsterdam. M. McGrory: One of the leaders of Canadian Publishers' Association has indicated that publishers are involved in discussions regarding "intermediate format" standard.
c) Digital rights management (G. Kerscher) The DAISY Board position statement on DRM is published on the DAISY site. The DAISY Consortium does not advocate DRM; a better alternative, if protection is required, is to use watermarking or fingerprinting. It is recognized that some organizations must use DRM. The DAISY PDTB project is complete. The Library of Congress is using the DAISY PDTD, and RFB&D is using primarily PDTB V1. At the O'Reilly TOC Conference held in New York in February, there was a panel looking at DRM options. It was concluded that
DRM is not well accepted by anyone. Interoperable DRM is better than proprietary, individual DRM as is used in the commercial world. Another option is for developers of players to partner with companies distributing content, sharing keys, so that commercial books can be accessed. G. Kerscher has met with Amazon and Overdrive regarding this. A presentation at the O'Reilly Conference, highlighted lessons learned from the music industry. When DRM was removed, music sales increased greatly. DAISY DTBs should follow same route.
d) Copyright (Stephen King) (see 'b' above) e) Identifying and securing funding (George Kerscher) To this point there has not been fundraising for the Global Library project. To do this, we would need a charter and project plans outlining what we want to achieve. At present there is not anything tangible to use for fund raising. We have secured the domain www.globallibrary.org, it is registered. H. Kawamura: The impact of the UN convention on rights and disabilities will affect copyright and relationships with publishers in world. Article 30 of convention, section 3, states that parties shall take all appropriate steps in accordance with international law to ensure that laws protecting intellectual property rights do not constitute an unreasonable or discriminating barrier to access by persons with disabilities. This is a legally binding international convention which has already been signed by 125 and will be in force when ratified by 20 (now 16 have ratified). It will impact future discussion and relationships with publishers. They must give reasonable accommodation for those with disabilities.
f) Shared collection development [paper] (Mary Schnackenburg) H. Brazier commented as M. Schnackenburg was not present. This paper has a high dependency on the concept of the global catalogue. Many DAISY and IFLA members have bilateral exchanges. It would be useful to know what is going on regarding the arrangements that are in place. LBS initiated a pilot, asking members what arrangements members have for serving people outside their boundaries, for example, nationals living abroad and/or others. They have gathered initial results and will be compiling the information. M. McGrory: Among the English speaking libraries, RNIB, SALB, Vision Australia, RNZB, CNIB, there are regular conference calls to discuss book availability, etc. There is some bilateral exchange or purchase of titles. In Canada, similar exchanges/purchases are being discussed for French content. They are mindful of copyright. E. Dittmer: Collaboration and exchange has been in place amongst German libraries for decades. Books are produced once and exchanged. There is a new copyright law in
Germany, Austria and Switzerland. What is allowed is not clear. There is a fee of 12 Euros that has to be paid in Germany. If another country buys the title, that country also must pay the fee. In Germany electronic distribution/download is not permitted. In Sweden it is permitted. The national law takes precedent. It was noted that at the DAISY Board meeting, when there is exchange, organizations like to ensure that the copyright law with the exchange country is similar. S. King: The DAISY Consortium report on content exchange has been held in confidence. We should identify what is confidential and distribute the information that is not confidential more openly. RNIB has held informal discussions with IPA. If there is no chance of loss, the publishing industry will be more willing to work with us. Copyright is the act of making and distributing copy/ies. It is wise to ensure that exchanged content will be used for a lawful purpose. It is good practice to protect intellectual property. The fact that exchange/sale have been in place for some time should give publishers more confidence. The question as to whether publishers are aware that this is taking place was raised. The IPA is aware of it. It needs to be developed and we need to report good practice cases.
g) Shared interface for CNIB e-delivery system (Margaret McGrory/Pete Osborne) Microsoft Canada provided funding in support of the development of CNIB e-delivery system. At the subsequent international forum of libraries for the blind in Redmond (Seattle), Microsoft extended an offer to make the CNIB e-delivery system available to other libraries for the blind. RNIB took the system and developed it further for its purposes. They learned a lot from what CNIB had done. The RNIB soft launched its edelivery, May 2007, in a small way. The service developed by CNIB allows materials to be searched and ordered online for CD delivery, as well as read online. To date, it is a streaming service, not a download service. RNIB plans to do something, perhaps later this year, with a download option, possibly with watermarking. T. Evans: Vision Australia used CNIBs e-delivery requirements and learnings, as well as those of RNIB as a starting point for its development, working with Microsoft Australia under the Redmond commitment. They propose to implement in two broad phases, the first being a library phase, the second an e-commerce phase. The library phase is divided into three phases: Phase 1: Requirements gathering (done) Phase 2: Build architectural specification for the service using as much as was in place (finalized) Phase 3: Building the system (vendors, including Microsoft, have been engaged) It is expected that it will be ready for use July this year. Vision Australia has developed a trial for the delivery of online content, and is now delivering newspapers, magazines and
recently introduced books online. The Gulliver Consortium which has access to 13,000 periodicals is looking to link it in. By August this year the Vision Australia system will be running with the full Microsoft-based system, supporting online, physical media, and telephone delivery. Vision Australia's solution is different from RNIB's, RNIB's is different from CNIB's. What emerges is learning and localization. CNIB's e-delivery system has been operational for 5 years; they are in the process of looking at requirements for a next generation system. h) Sharing content (George Kerscher) (see above) i) Integration with mainstream libraries [paper] (Helen Brazier) Mainstream libraries also play an important role in the provision of library services to blind and partially sighted individuals. We need to reshape the way that roles and responsibilities are organized in our own environment, and ensure that mainstream libraries of different kinds are influenced to be able to deliver and integrate these services. IFLA has close contacts with mainstream libraries through the IFLA network, promotion at IFLA annual conferences, etc., and is well positioned to explore partnerships. Funding was found through IFLA, the British Library, and the Museums, Libraries and Archives Council in the UK to commission work to look at ways libraries for blind and partially sighted people are funded and governed in different countries around the world. There were eleven cases studies and conclusions which are available online. M. McGrory: In Canada information from this study is being used in discussions about the responsibility of government to fund public libraries to provide services for individuals who are blind or partially sighted. The Canadian Federal government recently announced an initiative for equitable library access. It has provided 3 million dollars in funding over three years to support the first phase of this project, which will develop a strategy and costing for the implementation of equitable library services in Canada as well as three tangible deliveries: An E-clearing house for Canadian content A Web site that will provide access to information on how to provide equitable service in public libraries, and for clients, the access that is available to them locally and around the world Training public librarians in the delivery of accessible library service delivery The original strategy document which led to the funding was endorsed by the Canadian Library Association.
3. Vision of the Global Library Is it still a valid vision? Brief background information was provided for those new to this project. This group needs to decide if this vision is still valid, do we want to work toward a seamless global library? What are key initiatives going forward that would propel this beyond where we are today? We then need to discuss the management and resourcing necessary to put it in place. Technology helps to deliver, but the vision, the focus must be from the perspective of the individual with print disabilities and their requirements for access to collective content. Brainstorming - Key initiatives and enabling strategies: Four major initiatives were identified: I. Discovery and access: end user issues II. Shared collection development and exchange III. Business model for the global library IV. Partnership development Partnerships with the wider library community and the publishing industry span all of the initiatives and were mentioned throughout the meeting. I. Discovery and Access: End User Issues Included in this initiative are: federated search, the search component from the client perspective, access from the perspective of client searching and accessing. user friendly catalogue concept of a union catalogue of our collective content; a global catalogue conventional federated search may not be most effective model it should be seamless: "search and request easily, and get the material" wouldn't have to use library; once you find it you should be able to request it - purchase or loan Google book search provides links to where you can buy; providing links to where you can order (borrow) would be the same portal concept with search results identifying where the content is available, with option to order/loan mustn't lock ourselves into the library model
It was noted that it must be possible from the catalogue information to determine if the version found is accessible, the formats available and if it is abridged or not. We had thought in terms of the user entering through a known library to provide authentication. This needs to be assessed. Do people become members of the global library, essentially 'stateless'? There are models, for example, join a local town (Lions) club which is federated with other clubs, which are federated nationally and then federated globally. II. Shared collection development and exchange Included in this initiative are: library issues such as shared content and collection development, issues such as repository of information, exchange and purchase of content (where it is, who is responsible for keeping it, archiving it, and making it available). We have massive servers and there is duplication of content. We need to look at a shared content and collection development and infrastructure approach to avoid duplication, and use the resources we have to optimize the output. Should we think about things other than books: public information, newspapers, directives etc? Indigenous publishing has to be included. IFLA has worked on indigenous publishing but not on DAISY multimedia which is a good tool for indigenous publishing. When we think of searching, we tend to be text-centric, but audio only cultural heritage should be promoted, as well as accessible e-publications with audio, text and graphics - these are e-publications. All cultural heritage should be included. Indigenous publications have metadata. We need to think about the developing world to make sure their needs are included in our view. For example, activity in DAISY For All. Many developing nations producing content - how does it fit into this vision? Funding is an issue. We have very different funding mechanisms. We have to accept for while that we have a distributed model with different business models. We have to focus on a business arrangement/model of how the infrastructure works. How will content go from one funding model to the next? What is the ultimate business model for the global library? II.1 Rights This crosses over into the first initiative, searching. Use rights need to be identified in order that the searcher may know if a title is available to them in a particular format. To date, use rights have not been included in all content catalogue records. Rights management in collaborative collection development and exchange needs to be considered. Rights may vary depending upon format, for example, DAISY formatted content may be somewhat more restricted than braille.
Rights management in shared collection development and management need to be considered. Rights may vary depending upon format, for example, DAISY formatted content may be somewhat more restricted than braille. II.2 Development of Content where it is lacking (out of scope) A discussion took place on whether the project should actively pursue content development in areas where content is lacking, in languages such as Turkish for example, as part of this initiative? Part of DAISY is to bring developing countries into fold to create content. Could we commission production of content in areas where it is lacking? This was determined to be more a byproduct or result of the initiative, and is out of scope. III. Business Model for Development of the Global Library A business model needs to be developed which defines the funding mechanism, strong communication mechanisms, encouragement of partnerships, marketing issues, project management, expectations and deliverables. IV. Partnership development Included in this initiative are: copyright issues, partnership for content, and inclusive publishing To establish a global library we have to go further and talk not only about cooperating amongst ourselves, but also cooperating with other types of libraries, mainstream libraries, publishers. We must extend our cooperation and efforts. We should ensure that this initiative is not developed in isolation of other global digitization initiatives involving libraries and their content, such as Google, Yahoo and others. Some publishers are looking at inclusive publishing. IV.1 Copyright Framework Cooperation with publishers is needed. We need to be clear on what the rights are and secure a flow of materials. Cooperation with publishers goes further than copyright. It extends to access to other repositories and inclusive publishing.
3. Management of the Initiatives The four key initiatives identified and related activities will form the basis of a project Charter. Development of a Charter will allow us to fund raise for the global library. The DAISY Consortium has a global library list with 27 list members. This list can be the forum used for development of the charter. Those who want to be added should let G. Kerscher know. There are 27 names currently on the list.
Formality and leadership are required. The project to date has been limited by not having formal stewardship, structure, responsibilities, funding, resources, leadership, timelines. The DAISY Consortium Board has just passed a policy and process which describes the formation of working groups. The normal process would be for those interested to move a charter forward with project lead, deliverables, costs, etc. indicated. It was suggested that a project charter is needed. "Ownership" of the project was discussed. Decision: The project will be owned jointly by IFLA/LBS and the DAISY Consortium, and will be project managed by the DAISY Consortium. A joint steering committee will be established to provide governance, oversight and direction to the project. The global library project will be included in both organizations' strategic plans. Two world communities coming together to build a global library for the blind will provide an opportunity for marketing. The two organizations bring different perspectives and expertise to the project. Communications relating to the project should include the logos of the two organizations. It is important to be transparent. Core participants to drive the project forward are required. It was suggested that joint meetings could be held once a year, perhaps in conjunction with another DAISY or IFLA/LBS meeting, but that teleconferences and Net meetings can be used to good effect. There is a DAISY Board meeting in November in Amsterdam associated with M. Verboom and Dedicon activities with the publishing industry. Tim Evans: Vision Australia is prepared to provide some funding to support this program, for project management, conference calls, etc. with support of other participating organizations. The next step is to develop the Project Charter discussed earlier that encompasses the four key initiatives and related activities. The governance of the project will be shared by the DAISY Consortium and IFLA/LBS; each organization will nominate members to the steering committee. T. Evans nominated Julie Rae, the National Library Manager for Vision Australia to develop the Charter document. The IFLA/LBS representatives will be nominated this week, with names being sent to J. Rae and G. Kerscher. Decision: Four representatives from each organization will form the steering committee. Action Item: Prepare the Project Brief Responsibility: Julie Rae Due date: End of April 2008 It was noted that Chris Friend will be the project link to the WBU.

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Global Library Project Plan

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Global Library Establishment Project (GL) PROJECT PLAN

A Library for the World Community of Print Disabled Project

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Project Document History Revision History Date of this revision:

Previous Revision Date N/A

Approvals This document requires the following approvals:

Name Julie Rae

Title National Manager, VAILS

Date of Issue 12-05-08

Julie Rae VA National Library Manager

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Project Scope............................................................................. 9 Project Structure.......................................................................12

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print disable conference Zagreb, Croatia February 2008

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Global Library (GL) Description

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The Plan is guided by four principal strategies or initiatives that define:

Objectives The objectives of this proposal are to:

Outcomes The outcomes of this project:

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Budget Budget allocation and project funding is yet to be defined.

Project Prerequisites Allocation of funds by all participants

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IFLA LBS IFLA LBS

DAISY Consortium DAISY Consortium

Project Team 3 Project Team 3 Project Team 1 Project Team 1

Business Model Business Model

Collection Development Collection Development & Exchange & Exchange

Project Team 4 Project Team 4

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