The Library should make more extensive and more effective use of information in electronic formats. Using electronic storage and retrieval methods would reduce space requirements and increase information accessibility. This could be accomplished in a number of ways:
Acquire more materials in electronic format
e.g. expand CD-ROM collection (include encyclopedia, dictionaries, more indexes and abstracts, etc.), mount local databases rather than acquire print counterparts, purchase and maintain electronic versions of books or articles.
Re-acquire old material in electronic format
e.g. obtain back runs of journals on CD-ROM.
Convert existing resources to an electronic format
e.g. digitize archival materials (paper, images), digitize journal runs or books, reserve materials, and documents.
Actively use existing electronic resources
e.g. facilitate use of and access to Internet resources (electronic books, journals, databases, indexes, etc.).
Use commercial electronic document delivery services
e.g. cancel journals and obtain needed articles via fax or electronic transfer from UMI, Faxon or another vendor.
Gain in Shelf Space
Significant gains could be achieved if the print counterpart were either fully removed or at least moved to remote storage. On going savings are also possible if more new materials or resources were acquired or accessed electronically.
Start-up Costs
In many cases material would have to be re-acquired electronically (typically at a cost higher than the print counterpart). Use of electronic resources would require increased workstations in Library and the ability to network resources such as CD-ROM database. Inhouse digitizing would require an initial hardware/software investment. The Library would need computer facilities to store and utilize databases, electronic archives, and other computer based resources.
Continuing Costs
Electronic resources may have licensing or redistribution costs which were not charged on print resources. The increase in computer workstations and mainframe systems would result in increased maintenance and replacement costs. An extensive digitizing project would require ongoing staff. Fortunately, Internet resources are extensive and generally free. Since many CD-ROM products are leased rather than purchased the Library must assess the implications of ownership vs. access.
Staff Morale
Establishing electronic resources would be an opportunity to move into an innovative service area and would have a positive effect on staff.
Effects on the Accessibility of the Collection
If network access is available, providing electronic resources would dramatically improve access since the resources would be available from hundreds of terminals on campus and via dialup. Additional CD-ROM workstations would be required to ensure adequate access to specialized CD-ROM resources.
Potential Resistance
Faculty and staff not used to computer resources might still find electronic access difficult to learn.
Long vs. Short Term Solution
This is a long term solution. Scholarly publishing is increasingly becoming computer or telecommunication based. Establishing the Library's ability to access, store and disseminate information electronically not only helps to relieve an ongoing space problem, it will allow the library to more effectively integrate the new computer based resources.
David Emery
Associate Librarian, Collections
University of Waterloo Library
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4883
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