Organizational structure,
activities and projects
of the Milano-Bicocca
University Library
By Ilaria Moroni
Head of Training, Development and Communication Office
at the Milano-Bicocca University Library
Milan, July 2015
Outline
• Ovierview
o Organizational structure, Resources and Services
• Back Office and Front Office
o Activities and Data
• Cross Activities
o Activities and Data
• Current Projects
o Activities and Vision
Overview
The University & the Library
The University is very young but there are many students and
different subjects.
The University
Data
Foundation Year
1998
Disciplines
8
University Members
34,947
The Library is focused on innovation, continuing improvement
and resource saving.
The Library
Data
Branches
4
Overall Holdings
292,132
Staff
37
[32.55 FTE]
The University Library
Branches
All the
disciplines
•
• Cinisello
Balsamo
(U46)
• Milano
(U6)
Digital
Library
Centre
•
Medicine and
Surgery
• Monza
(U8)
Central
Library
Medicine
Science
Library
Library
• Milano
(U2)
•
•
•
•
•
•
Economics
Education
Law
Psychology
Sociology
Statistics
•
Mathematical,
Physical and
Natural Sciences
The Mission
Objectives
1°
objective
• Support the
Teaching
2°
objective
3°
objective
• Support the
Research
• Collaborate
with the
Community
Organizational Model
A centralized system
Library
Council
Direction
Cross Activities
•
•
Work Groups
Permanent (Aleph, Website)
Temporary (v. annual objectives)
•
IT Systems
Electronic Resources
and Digital Library
Training,
Development and
Communication
Science
Library
Central
Library
Medicine
Library
Front Office
Front Office
Front Office
Back Office
Back Office
Back Office
Continuous Improvement
From data to change
Figures
Code of
services
Surveys
Resources
Overview
Databases
130
E-books
Books
162,800
236,600
E-journals
Journals
29,100
900
DVD, CD-ROM…
1,800
Services
Overview
Reading Rooms
and Carrels
Reference and
Consultation
Information
Literacy
Loan of books
and e-books
Photocopying
and Printing
Interlibrary
services
(ILL and DD)
Research Tools
Two Options
MetaBib
OPAC
E-books
Book
E-journals
Journals
Databases
DVD
CD-ROM
Back Office
and Front Office
Back Office
Activities
The Back Office deals with the purchasing, cataloguing, and
processing of all material documents, by means of the following
activities:
Resources Purchasing
• Recognition and selection of resources by different ways
(user suggestions, literature review, offer evaluation)
Management and Accounting
• Purchase management of books and journals
• Expense accounting and balance control
Cataloguing and Taking Inventory
• Current and retrospective cataloguing of books and journals
• Inventory and treatment of material documents
Back Office
Data
Back Office figures
Year 2014
Purchases
13,637
Subscribed titles
905
Documental and material holdings
292,132
Documental holdings/
Potential Users
10
8
7,20
7,88
8,36
2013
2014
6
4
2
0
2012
The three main disciplines
areas of Back Office are:
• PSE: Psychology,
Sociology and Education
• LES: Law, Economics and
Statistics
• STM: Sciences and
Medicine
Front Office
Activities
The Front Office includes all services for users:
Basic Services
• Reading Room and Book Loan
• Information Point and Quick Reference
Advanced Services
• Interlibrary Loan and Document Delivery
• Specialized Subject Help and User Education
Subcontracted and Specific Services
• Photocopying and Printing
• Carrels (only in the Central Library)
See the following in-depth analysis for User Education.
Front Office
Data
Front Office figures
Year 2014
Visitors
23,283
Loan Users
13,322
Loans
105,771
ILL/DD for users
6,796
Specialized Subject Help
290
Loans + ILL/DD for users/
Potential users
4
3
2,70
2,96
3,16
2012
2013
2014
2
1
0
The opening times are:
• 9.00 am - 7.30 pm for the
Central Libary
• 9.00 am - 6.30 pm for the
Science and Medicine
Libraries
• 9.00 am - 5.00 pm for the
Digital Library Center
User Education
Overview
Advanced
Basic
First year students
Under graduates
Intermediate
Under graduates
Graduating
students
Graduating
students
PhD students
Researchers
As for the courses, the aims, content, teaching methods and times are
determined according to the target group (see programmes).
We have been providing specialized subject help since 2000, training “on request”
since 2003, and monthly seminars since 2010 (see the Action Research project).
User Education
Figures
Hours dedicated to training and numbers of participants.
Hours dedicated to training
+ 750 hours of subject assistance each year
300
250
249
200
192
196
1800
150
1.531
1600
109
100
50
Number of users attending courses
1400
70
1083
1200
1000
0
2010
2011
2012
2013
2014
1199
840
800
600
470
400
200
+ 560 users of subject assistance each year
0
2010
2011
2012
2013
2014
Resources involved in training: from 3 to 6 librarians with specialist and
cross-over skills, for an FTE of 0.4 (average figures 2010-14).
Co-ordination and promotion of didactic activity by the TDC Office.
Cross Activities
Cross Activities
Overview
Back
Office
Front
Office
Cross
Activities
•
IT Systems
•
Electronic Resources
and Digital Library
•
Training,
Development and
Communication
ITS Office
Activities
The IT Systems Office deals with IT infrastructure, essential for
users and staff, by means of the following activities:
Hardware and Software Management
• Management of server, clients and peripherals
• Management of ILS and develompent of specific software
Services for Staff
• Help desk. Management of user accounts
• Intranet management. Backup
«Bridge» between Inside and Outside
• Holdings Management. Privacy requirements
• Access control. Management of campus proxy software
ITS Office
Data
ITS figures
Year 2014
Desktops for users
47
Desktops for staff
72
Servers
17
User accounts managed
235
Library Visits
521,008
ERM Office
Activities
The Electronic Resources Management Office deals with the
purchasing and processing of digital collections, through the following
activities:
Resources Purchasing
• Quote requests. Trial launches
• Subscription and start-up of electronic resources
ER Management and Updating
• E-journal list management and updating of agreements
with main publishers
• Management of campus proxy software with ITS Office
Monitoring and Support
• Collection of data related to use of ER
• Help desk for problems with electronic resources
DLS Office
Activities
The Digital Library Services Office is focused on the tools for using
the digital resources, in the following ways:
MetaBib and SFX Management
• Management of MetaBib, the Digital Library portal
• Management of SFX, the link resolver of ER
Ebook Management and Monitoring
• Assessment of ebook platforms. E-book purchasing
• Collection of data related to the use of ebook and SFX
Communication and Support
• Updating of webpages and publishing news about ER
• Help desk for problems with MetaBib and e-books
ERM & DLS Offices
Data
ERM & DLS figures
Year 2014
Expense for electronic resources (euros)
2,430,053
E-journals (titles)
29,128
E-books
162,845
Databases
131
Expense for ER /
Expense for overal holdings
x 100
90
79,02
81,99
84,37
2012
2013
2014
70
50
MetaBib is the Digital
Library portal, made
by Ex Libris, which
provides also the SFX
link resolver.
TDC Office
Activities
The Training, Development and Communication Office carries out
the following activities, sometimes in collaboration with other offices:
Training
• Management of the user education
• Management of the staff training
Organizational Development
• Surveys on user satisfaction by using different methods
• Identification of improvement actions by means of surveys
Communication
• Management of website, newsletter, brochure, leaflets etc.
• Organization and advertising of events, workshops, visits
For further information, see the presentation of the past and current activities.
TDC Office
Data
TDC figures
Year 2014
Human resources (FTE)
1,00
Number of new website visitors
105500
105000
105.031
104.922
2013
2014
104500
104000
103500
103.228
103000
102500
102000
2012
The monthly
newsletter has
been sent by email:
• to all the staff
members since
2010
• to all students
and the staff
members since
October 2012
Current Projects
Relation with external bodies
Collaborations and agreements
Agreements
Participation in
for users
groups and projects
• Agreements with the
University of Milan and with
the Insubria University to
share library services
• Participation in GIM
(Interuniversity Group for the
Monitoring of Academic
Libraries)
• Agreements with INFN
(National Institute of Nuclear
Physics)
• Joining in Good Practice
Project, which involves many
italian universities to
benchmark efficacy and
efficiency
• Collaboration with the San
Gerardo Hospital in Monza,
working with SBBL
• Collaboration with Itale
(Italian association of Ex Libris
software users)
Collection Review
Space optimization
Outdated
journals
Outdated
books
Fragile
texts
Warehouse
The collection review in Central and Science Libraries is very
useful to improve the quality of current collection and to
save space for new documents.
Biblio E-learning
Benefits
Biblio E-learning
Self-Training:
E-learning Courses
Materials and Activities
to Support the Research
or Blended Learning
Courses
The Historic Archive Centre
Valuating the uniqueness
Montedison
Archives
ASPI
Martinotti
Archives
Archives
Historic
Archive
Centre
(PAST)
A librarian, specialized in archives, manages the historical
archive. For further information see the webpage of PAST.
The Digital Library Centre
Overview
Tablets and PCs
Wi-Fi
Reference and
Reading
Information
Literacy
Rooms
Music, films,
online courses
Databases
E-books and
e-journals
Digital Library Deals
New Cooperations
District
Public
Library
«Bookless»
University
Library
High
Schools
In February 2014 a cooperation agreement between Milano-Bicocca
University, the Town Council of Cinisello Balsamo and the North Western
Milan Library Consortium was signed. In April 2014 the new Digital
Library Center was opened.
Digital Library Goals
The Third Mission
Exhibitions, cultural events, and subject
bibliographies
Meetings with Secondary School teachers and
students
Hackathons to create Digital Library apps
Current activities to collaborate with public libraries, schools, and councils
going beyond the support for Teaching e Research.
Digital Library Events
CuriosaMente
The University Library has been organizing “CuriosaMente - Cultural Happy
Hours at Villa Forno”, a series of 11 events starting in January 2015, which
promotes scientific culture.
Digital Library Marketing
Activities and Products
Print
Online
On-site
Postcards
Webpages
Workshops
Bookmarks
News
Exhibitions
Leaflets
Videos
Events
Activities planned for the period 2013-2016.
Digital Library Marketing
Print Communication
Bookmarks, leaflets and postcards on the Digital Library Centre.
Digital Library Marketing
Online Communication
Video and news on the library website related
to the opening of the Digital Library Centre.
Video on the attending of the Wired Next
Fest 2014 of the Milano-Bicocca University
and the Digital Library.
Videos made by the BNews TV.
Digital Library Marketing
On-Site Communication
Workshop
«E-book and Digital Services»
December 2013
Cultural events
«On the Moon»
October 2014
Hackathon
«BiblioHackDay»
June 2015
The Vision
Strategic actions
Increasing of
collaboration
with the
community:
the third mission
Valuating local
resources:
archives and
historical
documents
Boosting of
digital library:
the centre
and the
teleworking
The achievement of the library evolution towards new models
depends on everybody: librarians, users and stakeholders.
Thanks for your attention!
Any questions?
Ilaria Moroni
Head of Training, Development and Communication
at the Milano-Bicocca University Library.
Trainer and Consultant
ilaria.moroni@unimib.it
www.biblio.unimib.it