1. No category

2012
Proceedings of the
8th MEETING OF THE ASEAN UNIVERSITY
NETWORK INTER-LIBRARY ONLINE
(AUNILO) COMMITTEE
Hosted by:
National University of Singapore, 1- 2 June 2012
CONTENTS
DELEGATES.......................................................................................................................................................... 1
COUNTRY REPORT: CAMBODIA ........................................................................................................................ 3
COUNTRY REPORT: INDONESIA ....................................................................................................................... 7
COUNTRY REPORT: LAOS ............................................................................................................................... 22
COUNTRY REPORT: MALAYSIA ...................................................................................................................... 35
COUNTRY REPORT: SINGAPORE ................................................................................................................... 47
COUNTRY REPORT: THAILAND ...................................................................................................................... 61
COUNTRY REPORT: VIETNAM ........................................................................................................................ 70
AGENDA FOR BUSINESS MEETING ............................................................................................................... 87
MINUTES OF THE MEETING ............................................................................................................................ 88
APPENDIX 1 ................................................................................................................................................. 98
APPENDIX 2 ............................................................................................................................................... 107
APPENDIX 3 ............................................................................................................................................... 108
APPENDIX 4 ............................................................................................................................................... 118
APPENDIX 5 ............................................................................................................................................... 122
APPENDIX 6 ............................................................................................................................................... 128
APPENDIX 6 ............................................................................................................................................... 137
APPENDIX 7 ............................................................................................................................................... 138
APPENDIX 8 ............................................................................................................................................... 140
APPENDIX 9 ............................................................................................................................................... 149
APPENDIX 10 ............................................................................................................................................. 156
APPENDIX 12 ............................................................................................................................................. 164
APPENDIX 13 ............................................................................................................................................. 170
RESOLUTIONS ................................................................................................................................................ 175
i|Page
DELEGATES
S/N Salutation
First name
LAST NAME
INSTITUTION
DESIGNATION
COUNTRY
Email
1
Dr
Awang Suhaimi
Abdul Karim
Universit Brunei Darussalam
Chief Librarian
Brunei
karim@ubd.edu.bn
2
Mr.
Sovannarith
Heng
Hun Sen Library, Royal
University of Phnom Penh
Systems Librarian
Cambodia
heng_sovannarith@yahoo.com
3
Ms.
Etty
Setyawati
Universitas Indonesia
Indonesia
etty_s@ui.ac.id
4
Mr
Ida Fajar
Priyanto
Gadjah Mada University
Indonesia
idafp@lycos.com
5
Ms.
Lilik Kurniawati
Uswah
Gadjah Mada University
Indonesia
lilik_uswah2007@yahoo.co.id
6
Ms
Luluk
Tri wulandari
Universitas Indonesia
Indonesia
Lulutriw@yahoo.com
7
Mr
Chansy
Phuangsouketh
National University of Laos
Head of Circulation
Service Division
Director
Head of Library
Services
Head of Collection
Development
Division
Director
Laos
Chansy_p@yahoo.com
8
Mr
Abu Bakar
Maidin
Universiti Kebangsaan Malaysia
Chief Librarian
Malaysia
abm@ukm.my
9
Mr.
Amir Hussain
Md. Ishak
Universiti Putra Malaysia
Malaysia
ahmi@lib.upm.edu.my
10
Mr
Mahbob
Yusof
Universiti Malaya
Chief Librarian
Deputy Chief
Librarian
Malaysia
mahbobyusof@um.edu.my
11
Mr.
Mohd. Pisol
Ghadzali
AUNILO Secretariat
Chairperson
12
Ms
Noor Azlinda
Wan Jan
AUNILO Secretariat
Treasurer
13
Dr
Nor Edzan
Che Nasir
Universiti Malaya
Chief Librarian
14
Ms.
Radia Banu
Jan Mohamad
AUNILO Secretariat
Secretary
15
Ms.
Ana Maria
Fresnido
De La Salle University
Director
16
Mr.
Chito
Angeles
University of the Philippines
Information
Technology Officer II
Philippines
cnangeles@gmail.com
17
Mrs.
Lourdes
David
Ateneo de Manila University
Director
Philippines
ltdavid@ateneo.edu
Malaysia
(USM
Library)
Malaysia
(USM
Library)
Malaysia
Malaysia
(USM
Library)
Philippines
mohdpisol@usm.my
azlindawj@usm.my
edzan@um.edu.my
radia_banu@usm.my
ana.fresnido@dlsu.edu.ph
1|Page
18
Mr.
Rodolfo
Tarlit
University of the Philippines
National Technological
University Library
Singapore Management
University Library
National University of Singapore
Libraries
Acting Director
Philippines
rytarlit@gmail.com
19
Mr
Fatt Cheong
Choy
University Librarian
Singapore
fcchoy@ntu.edu.sg
20
Ms.
Paolina
Martin
Singapore
pmartin@smu.edu.sg
21
Mrs
Cheng Ean
Lee
Singapore
clbhead@nus.edu.sg
22
Ms.
Aueapaikul
Porntip
Center of Academic Resources
ChulalongFkorn University
Director
Thailand
PORNTIP.A@CAR.CHULA.AC.TH
23
Ms.
Chaweewan
Swasdee
Mahidol University Library and
Knowledge Center
Director
Thailand
chaweewan.swa@mahidol.ac.th
or this one?-->
'licsd@mahidol.ac.th'
24
Dr.
Choltis
Dhirathiti
AUN Secretariat
Deputy Executive
Director
Thailand
Choltis.aun@gmail.com
25
Mrs
Kitisrivorapan
Wantana
BUU Library, Burapha University
Director
Thailand
wantana@buu.ac.th
Senior Assoc.
Director
Assoc.University
Librarian
wararak@lib.cmu.ac.th
Use this:
(send2wara@hotmail.com )
26
Ms.
Pattanakiatpong
Wararak
Chiang Mai University Library
Director
Thailand
27
Mr.
Raksit
Waropas
AUN Secretariat
Programme Officer Policy Research and
Development
Thailand
aun.raksit@gmail.com
28
Ms.
Hoang Thi
Hong
Nhung
Deputy Head of
Public Service
Vietnam
hthnhung@vnuhcm.edu.vn
29
Dr.
Hong Sinh
Nguyen
Vice-Director
Vietnam
nhs1601@yahoo.com
30
Ms.
Mai Lan
Pham Thi
Head, Library and
Information Center
Vietnam
lanptm@vnu.edu.vn
Central Library, Vietnam
National University, Ho Chi Minh
City
Central Library, Vietnam
National University, Ho Chi Minh
city
Library and Information Center,
Vietnam National University,
Hanoi
2|Page
COUNTRY REPORT: CAMBODIA
3|Page
4|Page
5|Page
6|Page
COUNTRY REPORT: INDONESIA
7|Page
8|Page
9|Page
10 | P a g e
11 | P a g e
12 | P a g e
13 | P a g e
14 | P a g e
15 | P a g e
16 | P a g e
17 | P a g e
18 | P a g e
19 | P a g e
20 | P a g e
21 | P a g e
COUNTRY REPORT: LAOS
22 | P a g e
23 | P a g e
24 | P a g e
25 | P a g e
26 | P a g e
27 | P a g e
28 | P a g e
29 | P a g e
30 | P a g e
31 | P a g e
32 | P a g e
33 | P a g e
34 | P a g e
COUNTRY REPORT: MALAYSIA
35 | P a g e
36 | P a g e
37 | P a g e
38 | P a g e
39 | P a g e
40 | P a g e
41 | P a g e
42 | P a g e
43 | P a g e
44 | P a g e
45 | P a g e
46 | P a g e
COUNTRY REPORT: SINGAPORE
47 | P a g e
48 | P a g e
49 | P a g e
50 | P a g e
51 | P a g e
52 | P a g e
53 | P a g e
54 | P a g e
55 | P a g e
56 | P a g e
57 | P a g e
58 | P a g e
59 | P a g e
60 | P a g e
COUNTRY REPORT: THAILAND
61 | P a g e
62 | P a g e
63 | P a g e
64 | P a g e
65 | P a g e
66 | P a g e
67 | P a g e
68 | P a g e
69 | P a g e
COUNTRY REPORT: VIETNAM
70 | P a g e
71 | P a g e
72 | P a g e
73 | P a g e
74 | P a g e
75 | P a g e
76 | P a g e
77 | P a g e
78 | P a g e
79 | P a g e
80 | P a g e
81 | P a g e
82 | P a g e
83 | P a g e
84 | P a g e
85 | P a g e
86 | P a g e
AGENDA FOR BUSINESS MEETING
The 8th Meeting of the AUNILO Committee,
2nd June 2012 (Saturday), 9.00 a.m. – 12 p.m at the National University of Singapore
AGENDA
1. Welcoming remarks
2. Adoption of the Agenda
- Additions to the agenda can be tabled at the Meeting
3. Approval of the Minutes of the 7th Meeting of the AUNILO Committee
4. Matters arising from the Minutes of the 7th Meeting
5. Reports:
5.1
Report from the AUNILO Secretariat
5.2
Report from the AUN Secretariat
5.3
Report from the AUNILO Portal
6. Discussion and Resolutions on the Enhancing Information Discovery through Mobile
Technologies
7. Other matters
***
87 | P a g e
MINUTES OF THE MEETING
MINUTES OF THE 8th MEETING OF THE AUNILO COMMITTEE
2nd June 2012 (SATURDAY), 9.00 a.m. – 12.30 p.m. AT THE CENTRAL LIBRARY,
NATIONAL UNIVERSITY OF SINGAPORE
Present:
Members:
Dr. Haji Awang Suhaimi Bin Haji Abdul Karim (Universiti Brunei Darussalam, Brunei)
Mr. Ida Fajar Priyanto (Universitas Gadjah Mada, Indonesia)
Ms. Lilik Kurniawati Uswah (Universitas Gadjah Mada, Indonesia)
Ms. Etty Setyawati (Universitas Indonesia, Indonesia)
Ms. Luluk Tri wulandri (Universitas Indonesia, Indonesia)
Mr. Abu Bakar Maidin (Universiti Kebangsaan Malaysia, Malaysia)
Assoc. Prof. Dr. Nor Edzan Che Nasir (Universiti Malaya, Malaysia)
Mr. Mahbob Yusof (Universiti Malaya, Malaysia)
Mr. Amir Hussain Md. Ishak (Universiti Putra Malaysia, Malaysia)
Mdm. Ana Maria B. Fresnido (De La Salle University, Philippines)
Mdm. Lourdes T. David (Ateneo de Manila University, Philippines)
Mr. Rodolfo Tarlit (University of the Philippines, Philippines)
Mr. Chito N. Angeles (University of the Philippines, Philippines)
Mrs. Wantana Kitisrivorapan (Burapha University, Thailand)
Ms. Porntip Aueapaikul (Chulalongkorn University, Thailand)
Ms. Chaweewan Swasdee (Mahidol University, Thailand)
Ms. Wararak Pattanakiatpong (Chiang Mai University, Thailand)
Dr. Nguyen Hong Sinh (Vietnam National University – Ho Chi Minh City, Vietnam)
Ms. Nhung Hoang Thi Hong (Vietnam National University – Ho Chi Minh City, Vietnam)
Ms. Pham Thi Mai Lan ( Vietnam National University Hanoi, Vietnam)
88 | P a g e
Mr. Chansy Phuangsouketh (National University of Laos, Lao PDR)
Mr. Sovannarith Heng (Royal University of Phnom Penh, Cambodia)
Ms. Sylvia Yap (National University of Singapore, Singapore)
Ms. Lee Cheng Ean (National University of Singapore, Singapore)
Ms. Gulcin Cribb (Singapore Management University)
AUN Secretariat:
Dr. Choltis Dirathiti (AUN Deputy Director, Thailand)
Mr. Raksit Waropas (AUN Programme Officer, Thailand)
AUNILO Secretariat:
Mr. Mohd. Pisol Ghadzali (Chairperson, Universiti Sains Malaysia, Malaysia)
Ms. Radia Banu Jan Mohamad (Secretary, Universiti Sains Malaysia, Malaysia)
Ms. Noor Azlinda Wan Jan (Treasurer, Universiti Sains Malaysia, Malaysia)
Absent with
appologies:
Mr. Choy Fatt Cheong (Nanyang Technological University, Singapore)
Mr. Nguyen Huy Chuong (Vietnam National University Hanoi, Vietnam)
Mr. Pham Van Trien (Vietnam National University – Ho Chi Minh City, Vietnam)
Dr. Luki Wijayanti (University of Indonesia, Indonesia)
Mr. Beni Rio Hermanto (Institut Teknologi Bandung, Indonesia)
Mr. Koko Srimulyo (Universitas Airlangga, Indonesia)
Institute of Economics Yangon, Myanmar
University of Yangon, Myanmar
89 | P a g e
Min.
1.
Agenda
Welcoming
Remarks
Item
Dr. Choltis Dhirathiti, AUN Deputy Executive
Director, Thailand thanked the National University of
Singapore for hosting the 8th AUNILO meeting. Mr.
Mohd. Pisol Ghadzali, Chairperson of AUNILO
Secretariat also welcomed all representatives from the
22 university member libraries. In particular, he
welcomed the new member libraries or new member
representatives into directorship. They are:




Action/Note
Notification
Ms Gulcin Cribb of Singapore Management
University
Mr Koko Srimulyo of Universitas Airlangga
Ms Wararak Pattanakiatpong of Chiangmai
University
Mr Rodolfo Tarlit of the University of the
Philippines
2.
Adoption of the
Agenda
The Meeting adopted the agenda of the 7th Meeting of
the AUNILO Committee.
3.
Approval of the
Minutes of the 7th
Meeting of the
AUNILO
Committee
The Meeting adopted the Minutes of the 7th Meeting of Notification
the AUNILO Committee which appears as
Notification
Appendix 1.
90 | P a g e
4.
Matters Arising
from the 7th Meeting
4.1) List of common and special ICT features of
member institutions
The outcomes of the survey was presented by the
National University of Singapore (NUS) as in NUS, AUNILO
Secretariat and
Appendix 2.
AUNILO
The results will be posted onto the AUNILO portal. In Members
summary, about 14 institutions have responded.
National University of Laos informed that its input
was excluded. Mrs Lee requested institutions to alert
her if institution has responded but was excluded from
the results.
4.2) AUNILO portal and annual subscription fee
Representatives were informed that not all member
institution has made good the payment for the annual
subscription fee for year 2011. The AUNILO Secretariat
is requested to check the status and to remind the
relevant institution by December 2012.
All representatives also agree that payment duration be
made once every two years, and that payment for year
2011 be combined with year 2012
91 | P a g e
4.3) Harvester application project report
- University of Malaya (UM) apologizes for not
completing the report within the last agreed timeline of
May 2011. Work is still undergoing to complete the
report.
- UM has however made a visit to the Universitas
Indonesia on 28 June 2012 to study their harvester. The
pertinent question to be decided is whether harvester is
to reside in 1 server or many servers. Dr Edzan added
that Universitas Indonesia is using a single server.
- National University of Singapore suggested adopting
discovery service solution instead, which can be an
easier and more modern solution to implement.
Representatives agreed that National University of
Singapore will assist to check with EBSCO Discovery
Service and Serials Solutions to explore this option.
National University of Singapore and Singapore
Management University will collaborate to study,
compile and report findings to AUN for funding
support. This includes cloud services.
- Representatives (Mr Mahbob, Ms Gulcin and Mr
Amir) commented that firewall may need to be
opened to facilitate the use of Discovery service but
this can be best resolved by discussing with IT unit of
each institution. Mr Amir commented that if this
project can be endorsed as an AUN project, given a
recommendation
letter,
progress
would
be
smoothened.
5.
Reports
5.1) Report from the AUNILO Secretariat
(Appendix 3)
92 | P a g e
The Meeting noted the report presented by the
Secretary of the AUNILO Secretariat.
Notification
The Meeting also took note on:
-
The new AUNILO members which are Sultan
Abdul Samad Library, Universiti Putra Malaysia,
Malaysia, Singapore Management University
Library, Singapore, Chiangmai University Library,
Thailand, and Universitas Airlangga Library,
Indonesia.
-
The pathfinder series project on South-East Asia
Peranakan collection initiated by Universiti Sains
Malaysia is yet to be completed and uploaded in
AUNILO portal.
-
The USD100.00 portal enhancement fee has only
been paid by few members. The list of members
who have paid for the year 2010 appears in
Appendix 4.
The Meeting agreed that all new members will
start contributing for the fees starting from the
year 2011.
AUNILO
Secretariat
AUNILO Secretariat will prepare and report the
status of the account annually at the AUNILO
Committee Meeting.
A suggestion was made for a better improvements as
follows:
-
Minutes of the AUNILO Meeting are completed 2
weeks after the AUNILO Meeting.
93 | P a g e
5.2) Report from the AUN Secretariat
The Meeting noted the progress report from the AUN
Secretariat regarding ASEAN-ROK Cyber University
Establishment which appears as Appendix 5.
AUN Secretariat has not totally agreed to the Master
Plan of ASEAN-ROK Cyber University initiatives.
The Meeting also suggested that to involve
representative from AUNILO Committee for any
project initiatives and to be given the same training as
those of ROK should the project proceeds.
5.3) Report from the AUNILO Portal
The Meeting noted the report presented by the
Universiti Malaya (UM) which appears as Appendix 6.
The Meeting also agreed the following matters:
-
terms in local language-English language in
Library and Information Science field will be sent
to UM for the Glossary of Terms in Library and
Information Science project. 20 terms are
requested for each member countries and these
terms will be uploaded into AUNILO portal.
-
all soft copies of the presentations, papers,
proceedings and photos from the 1st Meeting until
now are requested from the members. All these
items will be uploaded into AUNILO Portal.
Notification
UM and
AUNILO
Members
UM and
94 | P a g e
AUNILO
Secretariat
6.
Consolidated
country report
presentation on the
theme of “AUNILO
Consortium of
Institutional
Repositories”
Consolidated country report presentation on the status Notification
of Institutional Repositories covering content,
guidelines on access and restrictions including future
plans on the theme of “AUNILO Consortium of
Institutional Repositories” was held on 18th February
2011. The presentations are as follows:
-
-
Brunei : UBD Institutional Repository – refer
Appendix 7
Cambodia: RUPP’s Institutional Repository
Progress Report – refer Appendix 8
Indonesia: Indonesian Scientific Portal ‘GARUDA’
– refer Appendix 9
Laos: Open Access and Digital Library Project:
towards
Building
Institutional
Repository
Initiatives in Laos – refer Appendix 10
Malaysia: Academic Institutional Repositories In
Malaysia – refer Appendix 11
Philippines: Country report on Institutional UI
Repositories – refer Appendix 12
Singapore: Implementation of Institutional
repositories at Singapore – refer Appendix 13
Thailand: Institutional Repositories: Thailand
Report – refer as Appendix 14
Vietnam: Report on Consolidated Institutional
Repository of Vietnam National Universities –
refer Appendix 15
 The resolutions
Appendix 16
of
this
discussion
–
refer
(Note: These reports and resolutions will appear in the
Proceedings of the 7th Meeting of the AUNILO
95 | P a g e
Committee which will be prepared by UP.)
7.
Other Matters
7.1) Pathfinder series project
Chulalongkorn University Library will add some
contents on the collection of the Peranakan of South
East Asia pathfinder project.
CU, CMU,
USM
Chiangmai University Library will add a pathfinder
and provide the links and information regarding
Lanna collection in the AUNILO portal.
7.2) Host for the Next AUNILO Committee Meeting
The proposed details of the next Meeting are as
follows:
Host for the 8th
Meeting of the
AUNILO
Committee (2012)
:
National University of
Singapore (Singapore)
Tentative Date
:
March 2012
Venue
:
National University of
Singapore (NUS)
Theme
:
To be informed
Accommodation
:
to be informed
Host for the 9th
Meeting of the
AUNILO
:
University of Malaya
Library (UM) (Malaysia)
NUS, UM,
AUNILO
Secretariat and
AUN
Secretariat
96 | P a g e
Committee (2013)
8.
Closing Remarks
As closing remarks, the Chairperson thanked all
present and expressed her gratitude to the UP
Committee members for the arrangements made for
the Meeting, AUN and AUNILO Secretariat for their
excellent support to ensure the success of the 7th
Meeting.
Notification
The Meeting also recorded its appreciation to Mdm.
Lourdes T. David, Mdm. Ana Maria Fresnido, Mdm.
Susan O. Pador for their kind cooperation in ensuring
the smooth running of the activities during the
Meeting.
The Meeting was adjourned at 11.30 a.m.
Prepared by
AUNILO Secretariat
97 | P a g e
APPENDIX 1
MINUTES OF THE 7th MEETING OF THE AUNILO COMMITTEE
18th February 2011 (THURSDAY), 9.30 a.m. – 1.00 p.m. AT THE
UNIVERSITY OF THE PHILIPPINES DILIMAN
Present:
Members:
Dr. Haji Awang Suhaimi Bin Haji Abdul Karim (Universiti Brunei Darussalam, Brunei)
Mr. Ida Fajar Priyanto (Chairperson, Universitas Gadjah Mada, Indonesia)
Dr. Luki Wijayanti (University of Indonesia, Indonesia)
Mr. Abu Bakar Maidin (Universiti Kebangsaan Malaysia, Malaysia)
Assoc. Prof. Dr. Nor Edzan Che Nasir (Universiti Malaya, Malaysia)
Mr. Mahbob Yusof (Universiti Malaya, Malaysia)
Mr. Amir Hussain Md. Ishak (Universiti Putra Malaysia, Malaysia)
Mdm. Ana Maria B. Fresnido (De La Salle University, Philippines)
Mdm. Lourdes T. David (Ateneo de Manila University, Philippines)
Prof. Salvacion Manuel Arlante (University of the Philippines, Philippines)
Mr. Chito N. Angeles (University of the Philippines, Philippines)
Ms. Susan O. Pador (Ateneo de Manila University, Philippines)
Mr. Choy Fatt Cheong (Nanyang Technological University, Singapore)
Assoc. Prof. Dr. Sriwan Meekhun (Burapha University, Thailand)
Asst. Prof. Dr. Pimrumpai Premsmit (Chulalongkorn University, Thailand)
Ms. Chaweewan Swasdee (Mahidol University, Thailand)
Mr. Nguyen Huy Chuong (Vietnam National University Hanoi, Vietnam)
Mr. Pham Van Trien (Vietnam National University – Ho Chi Minh City, Vietnam)
Dr. Nguyen Hong Sinh (Vietnam National University – Ho Chi Minh City, Vietnam)
Mr. Chansy Phuangsouketh (National University of Laos, Lao PDR)
98 | P a g e
Mr. Sovannarith Heng (Royal University of Phnom Penh, Cambodia)
Ms. Lee Cheng Ean (National University of Singapore, Singapore)
Ms. Yusliza Jusoh (Universiti Sains Malaysia, Malaysia)
AUN Secretariat:
Dr. Nantana Gajaseni (AUN Director, Thailand)
AUNILO Secretariat:
Mr. Mohd. Pisol Ghadzali (Chairperson, Universiti Sains Malaysia, Malaysia)
Mdm. Radia Banu Jan Mohamad (Secretary, Universiti Sains Malaysia, Malaysia)
Absent with
appologies:
Institut Teknologi Bandung, Indonesia
Singapore Management University, Singapore
Universitas Airlangga, Indonesia
Institute of Economics Yangon, Myanmar
University of Yangon, Myanmar
Mr. Raksit Waropas (Program Officer, Thailand)
Min.
1.
Agenda
Welcoming
Remarks
Item
Prof. Salvacion Arlante, the Chairperson of the
AUNILO Business Meeting expressed her sincere
thanks and appreciations to all AUNILO members and
the University of the Philippines Diliman (UP) for their
support to the hosting of the 7th AUNILO Meeting.
Action/Note
Notification
99 | P a g e
The Meeting also welcomed Dr. Nantana Gajaseni, the
AUN Director (Thailand), the new library members:
Mr. Amir Hussain Md. Ishak, the Chief Librarian of
Universiti Putra Malaysia (Malaysia) and Mrs.
Pensuwan Nakhapreecha, the Library Director of
Chiang Mai University Library (Thailand), the newly
appointed representative of member libraries:
Mr. Sovannarith Heng (Royal University of Phnom
Penh, Cambodia) and Dr. Nguyen Hong Sinh (Vietnam
National University – Ho Chi Minh City, Vietnam)
2.
Adoption of the
Agenda
The Meeting adopted the agenda of the 6th Meeting of
the AUNILO Committee.
3.
Approval of the
Minutes of the 6th
Meeting of the
AUNILO
Committee
The Meeting adopted the Minutes of the 6th Meeting of Notification
the AUNILO Committee which appears as
Matters Arising
from the 6th Meeting
4.1) List of common and special ICT features of
member institutions
4.
Notification
Appendix 1.
The Meeting was informed that there were only few
institutions which have filled up the survey about
common and special ICT features of their institutions.
With regards to this, AUNILO Secretariat will post the
survey template in the AUNILO portal to make it easy
for all members to update their datas. The outcomes
will be presented by the National University of
NUS, AUNILO
Secretariat and
AUNILO
Members
100 | P a g e
Singapore (NUS) in the next Meeting.
4.2) Seminar/Workshop on “Best Practices in
Academic
Libraries”
and
Proposals
for
Seminar/Workshop on “Institutional Repositories
(IRs)”
b.) Seminar/Workshop
Academic Libraries”
on
“Best
Practices
in
Universiti Brunei Darussalam (UBD) briefly informed
the Meeting that the Seminar/Workshop on “Best
Practices in Academic Libraries” has been successfully
organized on 23 – 25 November 2010 in Universiti UBD
Brunei Darussalam Library.
The concluding report appears in Appendix 2
5.
Reports
5.1) Report from the AUNILO Secretariat
(Appendix 3)
The Meeting noted the report presented by the
Secretary of the AUNILO Secretariat.
Notification
101 | P a g e
The Meeting also took note on:
-
The new AUNILO members which are Sultan
Abdul Samad Library, Universiti Putra Malaysia,
Malaysia, Singapore Management University
Library, Singapore, Chiangmai University Library,
Thailand, and Universitas Airlangga Library,
Indonesia.
-
The pathfinder series project on South-East Asia
Peranakan collection initiated by Universiti Sains
Malaysia is yet to be completed and uploaded in
AUNILO portal.
-
AUNILO
Secretariat
The USD100.00 portal enhancement fee has only
been paid by few members. The list of members
who have paid for the year 2010 appears in
Appendix 4.
The Meeting agreed that all new members will
start contributing for the fees starting from the
year 2011.
AUNILO Secretariat will prepare and report the
status of the account annually at the AUNILO
Committee Meeting.
A suggestion was made for a better improvements as
follows:
-
Minutes of the AUNILO Meeting are completed 2
weeks after the AUNILO Meeting.
5.2) Report from the AUN Secretariat
The Meeting noted the progress report from the AUN
Secretariat regarding ASEAN-ROK Cyber University
102 | P a g e
Establishment which appears as Appendix 5.
AUN Secretariat has not totally agreed to the Master
Plan of ASEAN-ROK Cyber University initiatives.
The Meeting also suggested that to involve
representative from AUNILO Committee for any
project initiatives and to be given the same training as
those of ROK should the project proceeds.
5.3) Report from the AUNILO Portal
The Meeting noted the report presented by the
Universiti Malaya (UM) which appears as Appendix 6.
The Meeting also agreed the following matters:
-
terms in local language-English language in
Library and Information Science field will be sent
to UM for the Glossary of Terms in Library and
Information Science project. 20 terms are
requested for each member countries and these
terms will be uploaded into AUNILO portal.
-
all soft copies of the presentations, papers,
proceedings and photos from the 1st Meeting until
now are requested from the members. All these
items will be uploaded into AUNILO Portal.
Notification
UM and
AUNILO
Members
UM and
AUNILO
Secretariat
6.
Consolidated
country report
presentation on the
Consolidated country report presentation on the status Notification
of Institutional Repositories covering content,
guidelines on access and restrictions including future
103 | P a g e
theme of “AUNILO
Consortium of
Institutional
Repositories”
plans on the theme of “AUNILO Consortium of
Institutional Repositories” was held on 18th February
2011. The presentations are as follows:
Brunei : UBD Institutional Repository
Cambodia: RUPP’s Institutional Repository
Progress Report
- Indonesia: Indonesian Scientific Portal ‘GARUDA’
- Laos: Open Access and Digital Library Project:
towards
Building
Institutional
Repository
Initiatives in Laos
- Malaysia: Academic Institutional Repositories In
Malaysia
- Philippines: Country report on Institutional
Repositories
- Singapore: Implementation of Institutional
repositories at Singapore
UI
- Thailand: Institutional Repositories: Thailand
Report
- Vietnam: Report on Consolidated Institutional
Repository of Vietnam National Universities
 The resolutions of this discussion.
-
(Note: These reports and resolutions will appear in the
Proceedings of the 7th Meeting of the AUNILO
Committee which will be prepared by UP.)
7.
Other Matters
7.1) Pathfinder series project
Chulalongkorn University Library will add some
contents on the collection of the Peranakan of South
East Asia pathfinder project.
CU, CMU,
USM
Chiangmai University Library will add a pathfinder
and provide the links and information regarding
Lanna collection in the AUNILO portal.
104 | P a g e
7.2) Host for the Next AUNILO Committee Meeting
The proposed details of the next Meeting are as
follows:
8.
Closing Remarks
Host for the 8th
Meeting of the
AUNILO
Committee (2012)
:
National University of
Singapore (Singapore)
Tentative Date
:
March 2012
Venue
:
National University of
Singapore (NUS)
Theme
:
To be informed
Accommodation
:
to be informed
Host for the 9th
Meeting of the
AUNILO
Committee (2013)
:
University of Malaya
Library (UM) (Malaysia)
As closing remarks, the Chairperson thanked all
present and expressed her gratitude to the UP
Committee members for the arrangements made for
the Meeting, AUN and AUNILO Secretariat for their
excellent support to ensure the success of the 7th
Meeting.
NUS, UM,
AUNILO
Secretariat and
AUN
Secretariat
Notification
105 | P a g e
The Meeting also recorded its appreciation to Mdm.
Lourdes T. David, Mdm. Ana Maria Fresnido, Mdm.
Susan O. Pador for their kind cooperation in ensuring
the smooth running of the activities during the
Meeting.
The Meeting was adjourned at 11.30 a.m.
Prepared by
AUNILO Secretariat
106 | P a g e
APPENDIX 2
Concluding Report of the Library Best Practices
workshop in Brunei Darussalam
The workshop on Library Best Practices with the theme “Leadership in Strategic
deployment for user driven libraries" was successfully organized by UBD library. The
workshop recognises that challenges faced by AUNILO libraries and librarians due to
constant changes in "basic" and "expected" needs, and continuous value improvement
requirements in service provision. It is with these factors that require libraries and its
services within to be in constant reflection by analysing business processes using
appropriate tools, measurements and indicators vital for organisational strategic plan
and its deployment, and evaluation.
Recommendations
The workshop recommended that AUNILO to seriously consider the concept and
elements of the " Line of Sight" as strategy deployment exercise as introduce by the
facilitator of the workshop (Mr. Tang Khoon Sin, Senior Quality Consultant, NUS)
i) Define the Value(s) the Library users demand from a library services ( KANO model).
ii) Define the values and the expectations (May use a guide for setting service
standards).
iii) Individual library to use the Strategy deployment exercise to make an alignment
between each library’s strategy and core business processes. This will generate a list of
internal and external KPIS useful to Members.
iv) Conduct the Service Framework exercise for each library. Identify the best practice
within the AUNILO that can be use for sharing.
v) Establish a common set of quality indicators in critical areas of library work and
establish a dashboard for monitoring and comparison within library.
107 | P a g e
APPENDIX 3
UNIVERSITI SAINS MALAYSIA
AUNILO SECRETARIAT REPORT 2010/2011
1. AUNILO Committee
AUNILO Secretariat
:
Universiti Sains Malaysia (Malaysia)
AUNILO Portal Coordinator
:
Universiti Malaya (Malaysia)
Host for the 7th Meeting of the
AUNILO Committee (2011)
:
University of Philippines Diliman, Philippines
Date: 17th – 19th February 2011
Theme: AUNILO Consortium of Institutional
Repositories
Host for the 8th Meeting of the
AUNILO Committee (2012)
:
Royal University of Phnom Penh (Cambodia)
All the AUNILO Meetings will be organised with collaboration of the AUNILO Secretariat and AUN
secretariat.
2. AUNILO Secretariat
The duration for AUNILO Secretariat Committee Members 2007 – 2009 has been relinquished. In
this regard, the new committee members for AUNILO Secretariat for the year 2010 – 2013 are as
follows:
Chairperson
:
Mr. Mohd. Pisol Ghadzali
Deputy Chairperson
:
Mr. Mohd. Idris Hj. Ali
Secretary
:
Mdm. Radia Banu Jan Mohamad
Treasurer
:
Mdm. Noor Azlinda Wan Jan
Committee Members
:
Mdm. Engku Razifah Engku Chik
Mr. Ali Abd. Rahim
Mr. Mohd. Nasir Md. Rashid
108 | P a g e
Task Force
:
Mdm. Azizah Ahmad
With regards to the suggestion made by AUN Secretariat, the invitation letter for AUNILO Meeting
has been forwarded to International Relations Office of each Institution effective on the 7th Meeting
to inform the policy makers of AUN members on communication and activities regarding the library.
3. Member Institutions
To date the AUNILO Committee composed of 26 member libraries from 10 ASEAN countries which
are as follows:
No
Country
Library/Institution
1.
BRUNEI
DARUSSALAM
Library
Universiti Brunei Darussalam
http://www.ubd.edu.bn/library/main.htm
2.
CAMBODIA
Hun Sen Library
Royal University of Phnom Penh
http://www.rupp.edu.kh
3.
CAMBODIA
Library
Royal University of Law and Economics
http://www.rule.edu.kh/
4.
INDONESIA
Library
Universitas Airlangga
http://www.lib.unair.ac.id
5.
INDONESIA
UPT Perpustakaan UGM
Universitas Gadjah Mada
http://lib.ugm.ac.id/home.php
109 | P a g e
6.
INDONESIA
Perpustakaan Pusat
Universitas Indonesia
http://www.lib.ui.ac.id
7.
INDONESIA
Central Library
Institute Technology of Bandung
http://www.lib.itb.ac.id/
8.
LAOS
Central Library
National University of Laos (NUOL)
http://www.nuol.edu.la
9.
MALAYSIA
Perpustakaan
Universiti Malaya
http://www.umlib.um.edu.my/
10. MALAYSIA
Perpustakaan
Universiti Sains Malaysia
http://www.lib.usm.my
11. MALAYSIA
Perpustakaan Tun Seri Lanang
Universiti Kebangsaan Malaysia
http://pkukmweb.ukm.my/~library/
12. MALAYSIA
Perpustakaan Sultan Abdul Samad
Universiti Putra Malaysia
http://www.lib.upm.edu.my
13. MYANMAR
Universities’ Central Library
University of Yangon
110 | P a g e
14. MYANMAR
Central Library
Institute of Economics Yangon
15. PHILIPPINES
De La Salle University Library
De La Salle University - Manila
http://www.dlsu.edu.ph/library
16. PHILIPPINES
University Library
University of the Philippines
http://www.mainlin.upd.edu.ph
17. PHILIPPINES
Rizal Library
Ateneo de Manila University
http://rizal.lib.admu.edu.ph/
18. SINGAPORE
Nanyang Technological University Library
Nanyang Technological University
http://www.ntu.edu.sg/library
19. SINGAPORE
Central Library Building
National University of Singapore
http://libpweb.nus.edu.sg/web/appmanager/lib/d
esk
20. SINGAPORE
Library
Singapore Management University
http://www.library.smu.edu.sg
21. THAILAND
Center of Academic Resources
111 | P a g e
Chulalongkorn University
http://www.car.chula.ac.th
22. THAILAND
BUU Library
Burapha University
http://www.lib.buu.ac.th/webnew/indexe.html
23. THAILAND
Mahidol University Library and Information Center
Mahidol University
http://www.li.mahidol.ac.th/
24. THAILAND
Library
Chiang Mai University
http://www.lib.cmu.ac.th
25. VIETNAM
Library and Information Centre
Vietnam National University Hanoi
http://www.lic.vnu.edu.vn
26. VIETNAM
The Central Libray
Vietnam National University - Ho Chi Minh City
(VNU-HCM)
http://www.vnulib.edu.vn
New Members:
1) Universiti Putra Malaysia (Malaysia), Universitas Airlangga (Indonesia), Chiang Mai University
(Thailand) and Singapore Management University (Singapore) have been accepted as the
new members of the AUN at the 26th AUN-BOT Meeting, Universitas Gadjah Mada (UGM),
Jogjakarta in July 2010.
New Members Library Directors:
112 | P a g e
1) Mr. Amir Hussain Md. Ishak
(Chief Librarian)
Sultan Abdul Samad Library
Univeristi Putra Malaysia
Malaysia
2) Ms. Ruth Pagell
(Univeristy Librarian)
Singapore Management University Library
Singapore Management University
Singapore
3) Mrs. Pensuwan Nakhapreecha
(Director)
Chiang Mai University Library
Chiang Mai University
Thailand
4) To be informed
(Library Director)
Library
Universitas Airlangga
Indonesia
4. 7th Meeting of the AUNILO Comittee
In this meeting, member country will be presenting a 15 – 20 minute consolidated country report
on the status of Institutional Repositories covering content, guidelines on access and restrictions
including future plan.
AUNILO Consortium of Institutional Repositories
Country
Presenter
Brunei
Dr. Haji Suhaimi b. Haji Abdul Karim
Cambodia
Mr. Net Wanna
Indonesia
Dr. Luki Wijayanti
Laos
Mr. Chansy Phuangsouketh
Malaysia
Dr. Nor Edzan Che Nasir
Singapore
Mr. Choy Fatt Cheong
Thailand
Dr. Pimrumpai Premsmit
Vietnam
Dr. Nguyen Huy Chuong
113 | P a g e
5. Resolutions of 6th Meeting of the AUNILO Committee
The 6th Meeting of the AUNILO Committee was successfully held at Universitas Indonesia (UI) on 7th
– 9th April 2010.
The AUNILO members are divided into 3 group discussions and had come out with resolution as
follows:
Access to ASEAN Collections:
Building portal, bridging nations
AUNILO Members/Scopes
Resolutions
Group 1:
1.
All
member AUNILO Members
institutions agreed to
share the contents of
their
Institutional
Repositories
(IRs)
subject
to
the
intellectual policy and
legislation of their
country as well as
terms and level of
access as decided by
their
parent
institution.
All
member institutions
also agree that the
minimum level of
access is to the
bibliographic record
and abstract. (For
non-English entries,
all
member
institutions agree that
the holding institution
translates the title
and abstract of nonEnglish publications
to English but this is
optional)
2.
All
member
institutions agreed to
IT and Infrastructure





Universitas Indonesia (Indonesia)
Universiti Malaya (Malaysia)
University of the Philippines
(Philippines)
Universiti Brunei Darussalam
(Brunei)
Chulalongkorn University
(Thailand)






Data Backup
Bandwidth
Network security
Data storage
Methods of harvesting
Operating and
application system
Action
114 | P a g e
send the URLs of all
their IRs to the
AUNILO Secretariat by
30 April 2010 which
would be forwarded
to Universiti Malaya
(UM) for inclusion in
the current portal.
There should be a
brief write up of the
contents of the IR and
the level of allowable
access.
AUNILO Members,
AUNILO Secretariat
& Universiti Malaya
(UM)
3. All
member
institutions agreed on
the development of a
harvester application.
Universitas Indonesia
(UI) is in the process
of
developing
a
prototype
which
would also be used
for AUNILO portal.
4. All
member
institutions
agreed
that
the
establishment
of Universitas Indonesia
mirror sites would be (UI)
discussed
once
harvester application
is in place.
115 | P a g e
AUNILO Members
Group 2:
Content Management









Universitas Gadjah Mada
(Indonesia)
Universiti Sains Malaysia
(Malaysia)
De La Salle University – Manila
(Philippines)
Vietnam National University – Ho
Chi Minh City (Vietnam)
Mahidol University (Thailand)
Universiti Brunei Darussalam
(Brunei)
Royal University of Law and
Economics (Cambodia)
National University of Laos (Laos)
University of Yangon (Myanmar)
 Data categories: theses,
dissertation, research
report, facts and figures,
university publication,
teaching materials,
papers, syllabus, etc)
 Metadata Format: titles,
author, subject,
abstracts,
permalinkStandard
metadata: Dublin Core,
MARC
 Promotion
Group 3:
Rules and Regulation


Institut Teknologi Bandung
(Indonesia)
Universiti Kebangsaan Malaysia
(Malaysia)
5. All members agreed Universiti Sains
that a Pathfinder Malaysia (USM)
series be initiated as
a possible project to
benefit students and
staff
of
AUN
members.
Each
pathfinder will provide
a list of information
resources
on
a
specific
topic
of
interest to ASEAN.
The uniqueness of
AUNILO pathfinder is
that the list will
provide
links
to
resources that are not
easily discoverable in
normal bibliographic
resources
or
the
Internet.
(Refer to Appendix 1)
AUNILO Members
6. All
member
institutions agreed to AUNILO Secretariat
enhance the existing
of the AUNILO portal
and share USD100
per institution per
year.
116 | P a g e







Ateneo de Manila University
(Philippines)
Vietnam National University
Hanoi
(Vietnam)
Burapha University (Thailand)
Nanyang Technological University
(Singapore)
Institute of Economics Yangon
(Myanmar)
Royal University of Phnom Penh
(Cambodia)
 Data security: normal,
sensitive, confidential
 Data protection
 Access rights: public or
membership
 Compliance with
applicable laws
AUNILO Secretariat
has sent request
letter to all AUNILO
Library Director on
November 8, 2010.
The money will be
deposited into the
AUNILO
Account
which will be held by
the
AUNILO
Secretariat who is
accountable for it.
AUNILO Secretariat
will
prepare
and
report the status of
the account annually
at
the
AUNILO
Committee Meeting.
(Refer to Appendix 2)
7. All
member
institutions agreed to
participate in a survey
to be conducted by
Nanyang
Technological
University
(NTU)
Library on the types of
digital contents held
by each member
library. The result of
the survey will be
used as the basis to
develop a framework
and
plans
for
discovering
and
delivering
content
from libraries to AUN
users. All members
are to respond to the
detailed survey by
mid May 2010.
AUNILO Members
117 | P a g e
6. Seminar/Workshop
With regards to the matters arising in minutes no. 4.2 of the 5th Meeting of the
AUNILO
Committee, the status of the Seminars/Workshops that has been planned is as follows:
Seminar/Workshop
Progress
AUNILO Workshop on Library
Best Practice: Leadership in
Strategic Deployment for UserDriven Libraries
Organizer: Universiti Brunei Darussalam
Date: 22 – 25 November 2010
Venue: Centrepoint Hotel, Gadong, Brunei
Darussalam.
Facilitator: Mr. Tang Khoon Sin
(Senior Consultant , Office of Quality, National
University of Singapore)
Participation:
15 participants from AUNILO member countries
(Malaysia, Singapore, Thailand, Vietnam,
Philippines and Brunei), 2 from AUNILO
Secretariat, 1 from AUN Secretariat and 8 staffs
of UBD Library.
7. Senior Officials Meeting for Establishing ASEAN-ROK Cyber University
Representative from AUNILO Secretariat and AUNILO member countries were invited to the
above-said meeting which was held on 18 – 20 January 2011 in Seoul, Korea.
Representative from AUNILO Secretariat who attended the Meeting were Mr. Mohd Pisol
Ghadzali, and Ms. Radia Banu Jan Mohamad while Dr. Nor Edzan Che Nasir represented
University of Malaya Library.
APPENDIX 4
118 | P a g e
AUNILO PORTAL ENHANCEMENT FEE 2010
(USD100.00 per institution/per year)
Name of the University
Library
Paid (USD100.00)
Date of Payment

12th January 2011

15th May 2012

25th Nov 2010
Universiti Brunei Darussalam
Hun Sen Library Royal University of Phnom
Penh
Library
Royal University of Law and Economics
UPT Perpustakaan UGM
Universitas Gadjah Mada
Perpustakaan Pusat Universitas Indonesia
Central Library Institute Technology of
Bandung
Central Library National University of Laos
(NUOL)
Perpustakaan Universiti Malaya
Perpustakaan Universiti Sains Malaysia
Perpustakaan Tun Seri Lanang Universiti
Kebangsaan Malaysia
Universities’ Central Library
University of Yangon
Central Library
Institute of Economics Yangon
De La Salle University Library
De La Salle University Manila
119 | P a g e
University Library

19th Feb 2011
Central Library, National University of
Singapore

30th Dec 2010
Center of Academic Resources,
Chulalongkorn University

13th Dec 2010
BUU Library, Burapha University

15th Dec 2010
Mahidol University Library and Information
Center

17th Feb 2011
Library and Information Center Vietnam
National University, Hanoi

17th Feb 2011
The Central Library, Vietnam National
University, Ho Chi Minh City (VNU-HCM)

17th Feb 2011
University of the Philippines
Rizal Library
Ateneo de Manila University
Nanyang Technological University Library
Nanyang Technological University
Mahidol University
STATEMENT OF ACCOUNT 2010
120 | P a g e
ASEAN UNIVERSITY NETWORK INTERLIBRARY ONLINE (AUNILO)
PORTAL FEES
DATE
25 November 2010
30 November 2010
14 December 2010
16 December 2010
17 December 2010
31 December 2010
SYMBOLS
CRT 2184
DIV
CRT 2164
CRT 2164
CRT 2184
DIV
BALANCE
DEPOSITS/DIVIDEND
304.70
.05
305.10
305.60
351.85
.57
BALANCE
304.70
304.75
609.85
915.45
1267.30
1267.87
1267.87
*CRT: Credit Transfer
*DIV: Dividend Credit
121 | P a g e
APPENDIX 5
122 | P a g e
123 | P a g e
124 | P a g e
125 | P a g e
126 | P a g e
127 | P a g e
APPENDIX 6
128 | P a g e
129 | P a g e
130 | P a g e
131 | P a g e
132 | P a g e
133 | P a g e
134 | P a g e
135 | P a g e
136 | P a g e
APPENDIX 6
BRUNEI
137 | P a g e
APPENDIX 7
Royal University of Phnom Penh
Hun Sen library
The Progress Report on RUPP’s Institutional Repository
I.
Introduction
Hun Sen library, a leading academic library in Cambodia, has changed from a manual library to
a semi-computerized library since 2003 and this library is working very hard to achieve its goal as a
digital library in the future. As one of ASEAN university network libraries, the library is willing to
share its useful resources with others libraries in ASEAN as well as the world. Therefore, the RUPP’s
Institutional Repository project, which aims to enable sharing of RUPP publications and materials,
have been implemented since 2009 under the guideline of AUNILO and now it is in the progress.
II.
Summary of Work Completed To Date
Work Item
Select the content management software
Review the university publication policy
Collect and compile the uni publication
Design interface of the content management system
Input the university publications into CMS.
Launch the CMS repository




III.


Due Date
Quarter 1 2009
Quarter 1 2009
Quarter 3 2011
Quarter 3 2009
Quarter 3 2011
Quarter 3 2011
% Of Work
Complete
100%
100%
10%
100%
5%
0%
We have chosen the Dspace as our CMS for our institutional repository, and the
installation and interface design/customization completed.
The university publication policy has been drafted by our librarians and approved by the
rector of RUPP.
Educational Resource is one of the university publications being collected and input to
our Institutional Repository system.
The CMS repository has not been launched yet since we face two main challenging
issues as detailed below.
Challenges
Our institutional repository project confronts with two main challenging issues as follows
Human Resources Constraint: So far, we have only three people who work on this
institutional respiratory project. Two people work on requesting for authorization and
scanning and uploading materials while the other works on system maintenance.
Because of this human resource constraint, we cannot make our repository project
progress as quick as we wish to.
Technicality of IR: Currently our institutional repository can be accessible via our LAN
only since RUPP does not approve it to be publically accessed. RUPP is the authorized
138 | P a g e
body for contents selection and management. The one who will be responsible for any
inappropriate contents in materials uploaded by the library in our institutional
repository. Therefore, only those who come to the library can access the resources.
IV.


Resolution
Three more full-time staff should be recruited in order to boost up our institutional
repository process.
The library still keeps persuading RUPP about the importance of the library responsibility
and its roles in developing this institutional repository, and I as well as the benefit of this
IR system. We welcome any constructive comments or suggestions from our AUNILO
member libraries in this project progress.
139 | P a g e
APPENDIX 8
Indonesian Scientific Portal
“GARUDA”
by
Ida Fajar Priyanto (GMU), Luki Wijayanti (UI) and Mahmudin (ITB)
Abstract
The works of Indonesian academics and researchers have not been maximally exposed. This
gives impression that the development of science and research in Indonesia is far behind other
countries. As a result of this, our scientific community is less well known and recognized
nationally and internationally. To overcome these problems, an integrated management system of
scientific papers is required. Based on the facts, a national scientific reference portal “Garuda”
(Garba Digital Reference) is created. This portal is expected to serve as one of effective tools in
disseminating information and communication for both inter-library contributors / members and
individuals to make it easier to exchange information. This portal was developed as an access
point to scientific information through the use of information and communication technology by
involving the participation and cooperation among universities and research institutes in the
provision of integrated facilities and content. The contents include works such as journals,
research reports, students’ final projects (paper, thesis, and dissertation), patents, proceedings,
Indonesian National Standard, inauguration speech and other types of scientific papers written
by academics and researchers in Indonesia.
Keywords: digital libraries, national repository, Indonesian Scientific resources
1. INTRODUCTION
Currently, our society still finds difficulties to obtain quality scientific information in a quick,
easy and inexpensive way, whereas easy access to scientific information in an open, multi-users,
unlimited, and installed (online) is the demands that cannot be avoided in both the academic and
wider community. Therefore, information access in digital format is very important option to
meet the information needs of the community.
On the other side, the digital library development in Indonesia has begun in both universities and
research institutes. However, the development of digital library is still individual and not
integrated, therefore, the possibility of resource sharing is not yet available. This happens because
there is no agreement on a standard format in digital library management. In terms of supporting
infrastructure, the Ministry of Education currently has already had the National Education
Network (Jardiknas) and Inherent that can support the interconnection among digital libraries in
universities and other institutions.
140 | P a g e
The demand for the open era of information and public accountability for research results
that has been implemented in Indonesia is the most important issues besides duplication of
research and plagiarism.
Therefore, we need a system and tools that can integrate an access to all scientific papers
throughout Indonesia. Based on the reason, the Directorate General of Higher Education,
Ministry of National Education in collaboration with the Center for Scientific Documentation and
Information, Indonesian Institute of Sciences (PDII-LIPI), develop an integrated portal of
scientific papers “Garuda” (Garba Digital Reference). Garuda is a portal to develop and integrate
access to scientific works from Indonesia. This portal vision is to become the main reference of
scientific information, meanwhile, the mission is to increase reading habit for community;
provide information services for scientists and researchers; encourage collaborative research,
encourage international research activities, and avoid plagiarism and duplication of scientific
research activities.
Garuda Development is aimed at improving the availability and accessibility of scientific
information that can be accessed quickly; building digital library network in Indonesia;
promoting sharing of knowledge ("knowledge sharing") among the scientific community in
Indonesia; and increasing the visibility of local wealth ("local content" ) Indonesia in the
international arena.
2. DISCUSSION
Garuda Access is open system (open access). The advantages of open repository based on Jonner (2009)
are, namely: 1) the output of scientific research can be published more quickly without the intermediation
of the publisher. 2) Assessment of academic research outputs is more effective in terms of cost. In
particular, when it comes to the expensiveness of journal subscription cost, which leads to the journal
crisis, this free access becomes a beneficial option. Although available for free access, it does not mean
that the publication of scientific paper output is fully free, the cost to run and maintain this national
repository should be sought by government.
National repository that has been internationally developed, such as:
1. United States, the Digital libraries initiative-phase 2 (DLI-2 is developed by the National Science
Foundation, DARPA, the National Library of Medicine, Library of Congress National Endowment for
the humanities and the Million Book Digital Library Programme University Carnegie Mellon
University (www. ulib.org)
2. Europe, via e-Europe initiative, (http:europa.eu.int/iformation_society/Europe/2005/index._en, htm)
3. Asia, including Japan with Kyoto University Digital Library, Japanese Digital Museum, The Asia
Digital Resource Project, then India with the Digital Library Initiative of India (DLI), which is
coordinated by the Indian Institute of Sciences, Bangalore, and Malaysia with Digital library network
of Malaysia.
141 | P a g e
Currently, the digital library with the greatest collection is China Digital Library Programme, which the
database contains more than 12 million documents, the participation of the program is supported by 21
Ministries in China.
National repositories in other countries and can be used as benchmarks for the development of GARUDA
is Germany, with its Vascoda (www.vascoda.de).
"Vascoda is a free of charge internet portal for all those looking for scientific and scholarly information.
Vascoda offers user-friendly access to reliable information and full texts from wide range of different
subject areas"
Vascoda is developed by the Federal Ministry of Education and Research Germany Research Foundation.
There are more than 40 university libraries include databases for all journals in Germany. The Vascoda
stages of development are as follows:

August 2003: vascoda started an online portal

April 2004: New released from vascoda-portal

September 2005: formation of vascoda association (eV vascoda)

October 2006: integration from modern search engine technologies and offering of detailed
Collection Level Descriptions (CLD)

November 2007: redesigned and re-launched of the vascoda-portal

Since November 2008: development and vascoda –portals services, and the services has directly
supported by the DFG.
142 | P a g e
Garuda Content
The scope of content available in Garuda is, namely: 1) student theses (paper, thesis, dissertation), 2)
national journal articles, 3) Proceeding; 4) Teaching materials 5) Patents; 6) proceedings of scientific
papers; 7) inauguration speech ; 8) Research Reports
Garuda interconnection design
Currently, Garuda main server is in the Network inherent (Jardiknas) where the server connects among the
academic digital library contributors and PDII-LIPI. The server ISJD PDII-LIPI also connects to several
journal servers in Indonesia, so that the journal integration is to PDII-LIPI at first, prior to Garuda.
Garuda takes and receives metadata from the institutional library, and then is stored centrally on Garuda
and synchronized with institutional library regularly. Digital files / full text are stored in the server library
in each institution. On the other hand, this server is accessed by users both local and international. Data
exchange system is implemented through OAI system (Open Archive initiative) and CMS. The
illustration of the GARUDA interconnection design can be seen in Figure 1.
Rizal fatoni aji, (2010)
Gambar 1 GARUDA interconnection design
Portal Display
GARUDA portal has the similar appearance to Google search engine. This is to make the user
realize that this portal is the right place to find reference resource they need.
The users will find an input box that allows them to enter a query of reference they are seeking.
The results can be directly available. In addition, there is also “auto suggest” that is useful to
complete the query automatically.
143 | P a g e
Technology
Garuda uses a different system for front-end and back-end. Front-end technology is created by using PHP
programming language, and back-end is made from Lucene search engine adopted by Lontar UI system.
 Front-end:
This implementation of portal display is made by using PHP framework of YII
(http://www.yiiframework.com/) which is a framework based on MVC pattern or Model View
Controller. This framework is useful to separate the program into 3 parts: Model for database
connection, View to set the display, and Controller that manage all business processes occurred on
the portal.
To implement “autosuggest”, we use library query that is a library javascript that has several
facilities, one of them is to build “autosuggest” feature.

Back-end:
Apache Lucene is a search engine technology with high performance with library full-featured
which has created entirely with Java programming language. This technology is suitable for
almost any application that requires a full text search, especially cross-platform.
Integration between front-end and back-end is done through HTTP GET requests, from the
Framework YII display into a service from Lucene engine. The data flow can be seen in figure 2.
In the picture, the user enters a query  the query is received by GARUDA  then it is sent to
Lucene engine  Lucene returns the results in the form of JSON (Javascript object notation) 
finally the results are displayed to the user in HTML pages.
Abdul Arfan, Gladhi Guardin (2010)
Gambar 2 Alur integrasi data Garuda
User Interface Design
The design of GARUDA follows the sitemap:
 Main Page / Home
This page displays a simple free search box where all keywords will be given a complete word
suggestion taken from the database.
 Display of search results
Displays title, author's name, institution and Permalink
144 | P a g e






Details of search results
The displayed information is appropriate with the Dublin Core as approved by the initial
contributors of GARUDA, including: Title, Author, Subject / keywords, Abstract, and Permalink
(URL to the Publisher / Contributor)
About Garuda
Contains a guideline & general information for users and contributors.
User Guide
A guideline for users, in PDF files that can be downloaded
Contributor Guidelines
A guideline particularly for contributors, in PDF files that can be downloaded
Management Portal
Contains information of contact details of the person in charge and managers.
Advanced Search
Contains 3 (three) fields to enter keywords by Title, Author, Publisher, Subject, or Abstract.
Placement and Application Settings
GARUDA application installation on the DIKTI server is placed in several locations and the
configurations are interlinked, they are:




Apache configuration (web server)
/ etc/apache2/sites-enabled/rii.dikti.go.id
The Front-end application location is placed in the folder / srv / jurnal.dikti.go.id / html
Tomcat location is placed in a folder
/ home / tomcat / tomcat / webapps / ROOT
The Lucene data location is placed in a folder
/ home/tomcat/tomcat/webapps/ROOT/index- [institution name]
Hardware & Infrastructure specification
Hardware:
 4 Core Xeon 1.60GHz
 Memory: 2 GB
 Hard Disk: 72GB
 Network:
IP: 118.98.233.20
Netmask: 255 255 255 128
Gateway: 118.98.233.1
DNS: 118.98.233.11, 118.98.233.10
 Supporting Software:
• Operating System: Debian Lenny (5.0) 64bit
• Tomcat 5.5
• Java 1.6.0_12 (Java HotSpot (TM) 64-Bit Server)
• PHP 5.2
• Apache 2.2
Development Plan
Garuda infrastructure development is implemented by widening the backbone and adding the server
capacity. Meanwhile the application is developed by: 1) semantic index gradually is entered to the
thesaurus system by using broader term and narrow term which has the similar pattern, 2) plugin
145 | P a g e
development; 3) Analytical tools which will be develop the systems to measure productivity of authors,
institutions which produce scholarly works, while the effectiveness is to measure the citation of scientific
works and the use of them by the other party with a citation index system.
Garuda content development is done by expanding the number of participants of institutional libraries:
National Library, Provincial Libraries, District libraries, and other libraries. The potential interconnection
can be seen as follows:






State and private university libraries
National Library
Special libraries such as BSN library that has national standard collections, DJHKI library that has
patent collections, BPHN library that has law and legal collection and other special libraries.
Research institution libraries
Government and non-government institution libraries
31 Regional Libraries (2 Provinces have not had their Regional Libraries, they are Bangka
Belitung and West Papua), and 2 public libraries in Jakarta.
Meanwhile, content development (local content) consists of:
 local collection: collection of library materials about specific local issues (institution, geographic,
culture, etc.).
 grey literature: library materials that are not published through the formal publication (semipublished) or not commercially available.
 local collection and grey literature can be expanded in scope to cover information skills
(expertise), owned by local community.
Besides local content, format and content forms are also developed not only in full text documents, but
also in multimedia.
146 | P a g e
3. CLOSING
Garuda has been launched by Vice Minister of National Education in 15 December 2009. Since
its launching, it was accessed by more than 51 visitors / minute. Thirty-two university libraries
and research institutes contribute their two digital repositories in the portal with the number of
366,997 titles in digital format.
Integrating digital libraries in Indonesia will still face constrains, especially the policy of access
and metadata formats. Currently, the academic and research database that have the possibility to
be integrated in Garuda do not have similar format, so we need policy or legal protection from
the government, in this case is the Ministry of National Education and Ministry of Research and
Technology, related to the similarity of database as well as the placement of information in an
institution, management and operational guidelines for Garuda. Of all, the most important is the
obligation of digitizing theses, journals and research specifically for those funded by the state.
2. References
[1].
Abdul Arfan, Gladhi Guardin, Laporan Kerja Pembuatan Tampilan Portal Garuda,
2010
[2].
“Digital Library of India TDIL Programme”,
tdil.mit.gov.in/April.../11digital%20library%20of%20india.pdf
[3].
Garuda, Panduan Kerjasama Jaringan,
http://garuda.depdiknas.go.id/jurnal/panduanKontributor
[4].
Jonner Hasibuan, “Internal Repositoy pada Perguruan Tinggi, Prosiding Konferensi
Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009,
[5].
Lukman “Pengembangan Indonesian Scientific Journal Database (ISJD)”, Prosiding
Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009
[6].
Hendro Subagyo, Lukman, Sjaeful Afandi, “Pengembangan Decision Support
System IPTEK berbasis Jurnal Ilmiah Indonesia”, disampaikan dalam Digital Informastion
Sistem Conference (DISC), Bandung 3 Oktober 2009
[7].
Luki Wijayanti, “Pengembangan Portal Indonesian Scientific Resources”, Prosiding
Konferensi Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009
[8].
Rizal Fatoni Aji, “Desain Interkoneksi Garuda”, 2010
[9].
Pfitser, Joachim and Hans-Dieter Zimmermann , Toward the Introduction of an
Institutional Repository: Basic Principles and Concepts. http://edoc.huberlin.di/conferences/bobcatsss2008/
147 | P a g e
4. Bibliography
[10].
Abdul Arfan, Gladhi Guardin, Laporan Kerja Pembuatan Tampilan Portal Garuda, 2010
[11].
“Digital
Library
of
India
TDIL
Programme”,
tdil.mit.gov.in/April.../11digital%20library%20of%20india.pdf
[12].
Garuda,
Panduan
Kerjasama
Jaringan,
http://garuda.depdiknas.go.id/jurnal/panduanKontributor
[13].
Jonner Hasibuan, “Internal Repositoy pada Perguruan Tinggi, Prosiding Konferensi
Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009,
[14].
Lukman “Pengembangan Indonesian Scientific Journal Database (ISJD)”, Prosiding Konferensi
Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009
[15].
Hendro Subagyo, Lukman, Sjaeful Afandi, “Pengembangan Decision Support System IPTEK
berbasis Jurnal Ilmiah Indonesia”, disampaikan dalam Digital Informastion Sistem Conference (DISC),
Bandung 3 Oktober 2009
[16].
Luki Wijayanti, “Pengembangan Portal Indonesian Scientific Resources”, Prosiding Konferensi
Perpustakaan Digital Indonesia (KPDI-2), Jakarta 11-12 Desember 2009
[17].
Rizal Fatoni Aji, “Desain Interkoneksi Garuda”, 2010
[18].
Pfitser, Joachim and Hans-Dieter Zimmermann , Toward the Introduction of an Institutional
Repository: Basic Principles and Concepts. http://edoc.hu-berlin.di/conferences/bobcatsss2008/
148 | P a g e
APPENDIX 9
Chansy Phuangsouketh
Director
Central Library
National University of Laos
Lao P.D.R
Institutional Report:
Open Access and Digital Library Project: towards Building Institutional Repository
Initiatives in Laos.
1. Introduction
Information technology plays a major role in society and the electronic resources are
widely used in most educational institutions. Digital libraries have been gaining increasing
attention as well as academic interest over the years, across the world. Many libraries in Laos
have started their own digitization projects. There is an increasing demand for improved
information and knowledge management solutions in research organizations and universities,
integrating access to e-resources and providing management and staff with personalized
information needed to make informed decisions. A key challenge is how to create an online
information environment facilitating local content publishing and providing a single point of
access to internal and external information resources.
In the current information environment libraries and information centres are encouraged to
leverage on the digital technologies towards building digital libraries and in setting up dynamic
electronic information systems. Digital libraries are structured storage environments of digital
data with a consistent format for index and content abstraction. Digital libraries enable seamless
integration of scholarly electronic information, help in creating and maintaining local digital
content, and strengthen the mechanisms and the capacity of the library’s information systems
and services. They increase the portability, efficiency of access, flexibility, availability and
preservation of digital objects.
However, there are significant barriers to the development of modern ICT infrastructure in
institutions in Laos, including prohibitive license fees, outdated technology, and a lack of relevant
IT skills for successful installation and maintenance. Deployment of free and open source
software and the necessary training, enables libraries to achieve significant cost savings.
149 | P a g e
Therefore, the National University of Laos, libraries have chosen the DSpace Digital Library
Software –an open source software, which is now widely used to empower users, particularly in
universities libraries, and other public service institutions, to build their own digital libraries.
DSpace software allows institutions to build their own digital collections for e-resource services.
At present, and regarding the technology environment the Central Library, National University of
Laos ( NUOL) is stepping forward to create an Institutional Repository for electronic collections
and e-resource services to the students, academic staff, researchers and community in Laos
and throughout the world.
2. Planning for Training on Open Access and Digital Library using DSpace
Software.
In collaboration with eIFL and thanks to the generous funding support from The Asia
Foundation, the digital library initiative at NUOL’s objectives and training programme focuses on
providing open access to institutional resources using DSpace Software. Initial training is
planned for March 2011 at the Central Library, National University of Laos . The training will
include an overview of digitization in libraries and of the DSpace software. This will be followed
by hands-on training on installing DSpace then building small collections of HTML, image and
PDF files. More areas of training needs are as follows:
2.1 OPEN ACCESS
The following issues will be addressed:








Open access and the evolving scholarly communication environment:
o Open access for researchers: increased visibility, usage and impact
for their work.
o Open access for policy makers and research managers: new tools to
manage a university’s image and impact.
o Libraries in the evolving scholarly communication environment;
How to disseminate the research results in the most efficient way;
How to collect and curate the digital outputs;
Open access journals and open institutional repositories;
Open access policies;
Copyright management in open access projects;
Benefits and strategies for collective advocacy of open access to research
results;
How to start and the best approaches to collaborative promotion of research
outputs: policies and best practices
2.2 Open access repositories
150 | P a g e





Setting up open access repositories;
Management of open access repositories;
Marketing of open access repositories;
Creation, use, dissemination and preservation of traditional paper-based
theses and dissertations in electronic form and making them widely
accessible;
How To: Encouraging students and researchers to deposit
research
articles, conference papers and theses and dissertations in the open access
repository.
2.3 DSpace training


















An Introduction to DSpace
How to Get Help
Repository Structure
Items in DSpace
An Introduction to Users and Groups
An Introduction to Metadata in DSpace
Technical Basics
Identifiers
DSpace Configuration
User management and authentication options
Metadata Input Customization
Look and Feel Customization
Language Customization
Item Submission Workflows
Import and Export
RSS Feeds, Alerts and News
DSpace Statistics and Google Analytics
SWORD Basics
2.4 DSpace installation
2,5 Digitization
3. Digital Library Project towards Building an Institutional Repository at NUOL.
The University libraries in Laos have innovated their information services by making
information available in electronic formats, to ensure that knowledge can be shared all over the
world quickly and easily. This increase in the amount of information available can facilitate
research and increase knowledge. Institutional repositories are digital collections of the outputs
151 | P a g e
created within the university. There are many reasons to implement an IR at NUOL, the principle
ones are outlined below:
- To increase the visibility and citation impact of the institution’s scholarship.
- To provide unified access to the institution’s scholarship.
- To provide open access on Peer-Reviewed Research Articles and their
preprints.
- To preserve the institution scholarship.
In addition, the purpose of having repositories is to provide electronic information on the
following content types:
1. Peer-reviewed journal articles and conference proceedings:
The primary type of content in repository will be the peer-reviewed journal literature and a
collection of the journal articles published from faculties or university.
2. Research Data:
Research data at NUOL is increasingly created in digital form, repositories will be placed
where authors can deposit the data of their final articles. This is in order that other
researchers can use the data to verify results, to compare with their own data or to reuse in some way to generate new data and knowledge.
3. Monographs and books:
The institutional repository contain books or book chapters. These cases it is still
important for the book to be deposited, with the metadata as title, author. synopsis,
publisher details etc on display, but the text may be hidden from viewers. Having the
metadata visible means that the book is counted in the institution’s assessment
procedures, it existence is known to would be readers and it can be located by Web
search engines.
4. Other content types:
The Institutional Repository of NUOL will frequently contain Master and Ph.d theses,
dissertations and other research-related outputs presentation and manuscripts.
4. The Advantages of a Repository to NUOL.
A repository created has the following purposes and the benefits to our University as
follows:
- Opens up the outputs of the university to the worldwide.
152 | P a g e
- Maximizes the visibility and impact of these outputs as a result.
- Showcases the university to interested academic staff, prospective students
and other stakeholders.
- Manages and measures research and teaching activities.
- Collects and curates digital outputs.
- Provides a workspace for work-in-progress and for collaborative projects.
- Enables and encourages interdisciplinary approaches to research.
- Facilitates the development and sharing of digital teaching materials and
aids.
- Supports student endeavors, providing access to theses and dissertations
and a location for the development of e-portfolios.
5. Users for Institutional Repository.
An institutional repository is a web-based or web research engines which have created are
for institutions that anyone with Internet access can find themselves arriving at article or dataset
in a university or research institution’s repository. But there are other ways that repositories are
used, too that users may search a particular repository if they know a specific research works at
that institution or they may follow a link from another researcher’s website or blog.
6. Sustainability of NUOL repository.
Repositories represent a certain basic cost to the National University of Laos. It is of course
the sustainability of a repository depends in large amount on how much effect is needed to fill it.
A repository that is filled by self-archiving that is, by researchers depositing their own articles- is
far less costly to an institution than one where the library does all the depositing work. My
personal idea is that deposit activity should show a reasonably steady pattern throughout the
year. The way to ensure that researchers deposit their works regularly is to have a proper Open
Access policy and explain why it is important for them and institution.
7. Skills for Institutional Repository Management.
As mentioned above, institutional repositories vary greatly in how the work of the repository
is distributed. Hence this paper is not intended as the skill set required of a particular repository
post but rather the skills, knowledge and abilities required for the management of a successful
institutional repository. As we have learnt that many commercial services now offer hosted
repository solutions. The roles or skills supplied by the commercial service and those needed
153 | P a g e
within the institution will be agreed through negotiation between the two parties. This paper can
be used to identify some skills available within the institution that service can be supplied as
follows:
- Form an Institutional Repository Management Teamwork.
- Manage the repository service by identifying goals and future strategies for
improvement in the repository service.
- Manage the repository budget and respond to user needs in line with
resources.
- Develop a strategy and budget for the future development of the repository.
- Source funding opportunities for repository projects where appropriate.
- Develop workflows to manage the capture, description and preservation etc
of repository outputs.
- Manage the day-to-day running of the repository including any mediateddeposit service or self-archiving by authors.
- Coordinate and manage activities of the repository personnel and coordinate
repository development with associated departments.
- Set up test collections and user satisfaction surveys to evaluate the service
and report on findings where appropriate.
- Monitor deposit download and other usage indicators to identify the impact
and success of the repository and areas for improvement in the service
produce usage reports where appropriate.
- Manage user expectations to ensure that expected service delivery is
achievable.
- Handle comments complaints and relationships if service delivery does not
meet user demand and manage other difficulties as they arise etc.
154 | P a g e
8. Conclusion
In the digital age environment, the importance of setting up digital libraries in Laos has
increased. Digital libraries enable seamless integration of the scholarly electronic information,
help in creating and maintaining local digital content, and strengthen the mechanisms and the
capacity of the library’s information systems and services. Currently, deployment of free and
open source software and the necessary training will enable Laos libraries to achieve significant
cost savings. DSpace Digital Library Software, an open source software, has been used to build
digital collections for e-resource services, and is currently being used by the Central Library of
the National University of Laos. In addition, current development of Institutional Repositories in
Laos as a part of the strategic plan of the National University of Laos to increase the visibility
and citation impact of the institution’s scholarship in order to provide unified access to the
institution’s scholarship, open access to peer-reviewed research articles and to preserve and
disseminate the institution’s scholarship. This is an important element of information science in
today’s global society. Knowledge sharing, capacity building, and information dissemination are
all important benefits of integration. We recognize the potential for creating global partnerships
that allow greater access to information for both people in Laos seeking information from
external sources, and people outside of Laos seeking information on many of the valuable
traditional, academic, and cultural resources available in Laos. Developing AUNLIO members’
professional networking opportunities and strategies for successful integration play key roles in
the development of quality library services throughout Asia.
155 | P a g e
APPENDIX 10
PHILIPPINES: COUNTRY REPORT ON INSTITUTIONAL REPOSITORIES
THE UNIVERSITY OF THE PHILIPPINES’ INSTITUTIONAL REPOSITORY
Brief Description
The University Archives and Records Depository (UARD) is the official institutional repository
of the University of the Philippines (UP) pursuant to Executive Order No. 13 dated June 7, 1974
issued by then UP President Salvador P. Lopez. The same executive order designated the University
Librarian as the concurrent University Archivist. The two major functions of the UARD are:


To collect and maintain archival materials that will assist researchers in tracing the
development of the University and reflect the professional careers and achievement of the
University administrators, faculty, and alumni; and
To provide service relating to the establishment and maintenance of an efficient and
effective records management program.
E-prints is the system used to manage the Institutional Repository (IR). The URL is
http://uard.mainlib.upd.edu.ph
Contents






Faculty Publications -- output of research grants to faculty members funded by the University
through the Office of the Vice-Chancellor for Research and Development.
Theses and Dissertations – research studies produced by students as part of the
requirements for degrees granted by the University.
University Publications – in-house publications of the University published by the University
Press, the University’s Information Office (both system and Diliman, the flagship campus),
the Centre for Integrative and Development Studies and the different constituent units and
colleges, academic catalogues, academic calendars, faculty handbooks and manuals,
directories, reports issued regularly by central administration, brochures, guides, alumni and
student yearbooks, newsletters, community and student newspapers/bulletins.
Images/Video recordings – E-resources produced by the University’s Information Offices, the
Office of Initiatives for Culture and the Arts, and the Office of the Vice-Chancellor for Student
Affairs, in celebration of events/occasions, and tributes held in the University such as
commencement exercises, yearly awards (parangal), honoris causa given to outstanding
alumni, local or foreign personalities who have significant contributions to national
development and/or relevant contributions to the University and to the world.
Books and Serial Articles -- include books and serial articles about the history of the
University and its colleges/schools/institutes, etc., writings and messages of university
officials.
Cartographic Materials – includes campus maps and its environs.
Extent and Restrictions to Content/Level of Access
156 | P a g e
Texts of resources uploaded in the IR are downloadable in PDF. For theses and
dissertations, however, only the preliminary pages, including abstracts have been uploaded in the
IR. Bibliographic records of University publications are freely accessible through the University
Library’s Web OPAC at http://ilib.upd.edu.ph.
Future Plans
The UARD is completing the digitization of the papers of two University Presidents and the
outgoing chancellor of UP Diliman, faculty and outstanding alumni. Eventually, these digitized
resources may be linked with the University’s IR. Also, the UP Diliman Journals Online, presently
maintained and hosted by the Office of the Vice-Chancellor for Research and Development will soon
be linked with the IR.
The Minutes of Meetings of the Board of Regents (the governing body of the University) have
been digitized in PDF and will soon be linked with the IR as soon as guidelines to access have been
finalized and approved by the Board. Other University publications that have already digitized and
uploaded on the IR as soon as permission from concerned agencies and authors are obtained.
THE DE LA SALLE UNIVERSITY’S INSTITUTIONAL REPOSITORY
Brief Description
The De La Salle University (DLSU) Library has in its possession a collection of repository
materials that the University has produced over the years. A huge portion of the collection has been
digitized, with the intention to make these, initially, available locally.
Innovative Media Management Module is the system being used to manage the institutional
repository (IR).
Contents
DLSU’s IR is composed of the following:







Faculty Research and Creative Works -- published and unpublished works and researches
written by the DLSU faculty members
Oral comprehensive exam (OCE) – term papers produced by the students of Master of
Business Administration (MBA) Non-Thesis Program
Oral history – transcripts and audio files of interviews of prominent personalities conducted
by the undergraduate students of the University
Photographs – photos of past presidents of the University, as well as selected faculty
members, students, alumni and visitors. Also included are photos of buildings, university
facilities, and in and off campus university/student sponsored activities/events.
Project papers – student papers submitted in partial fulfillment of courses
Theses and Dissertations – research studies produced by the students of the university
dating back from 1951 to the present
University publications – in-house publications of the university, including academic
catalogs, brochures, bulletins, handbooks, manuals, yearbooks, directories, annual reports
issued regularly by the University, newsletters, and campus newspapers. Also included are
journals published by the university’s Academic Publications Office, where some of the
issues are already available online through the Philippine Journals Online (an open access
157 | P a g e

site of Philippine publications), and studies conducted by the Institutional Testing and
Evaluation Office (ITEO).
Video documentation – video recordings of both in and off campus university/student
sponsored activities/events
Extent and restrictions to content/level of access
Taking into account the copyright and intellectual property rights of the owners of the
original works, the full texts are accessible only in workstations inside the University Library, except
for journals published by the Academic Publications Office of the University, which are freely
available online through the Philippine Journals Online (http://ejournals.ph/index.php) – an open
access site of Philippine publications. The bibliographic records and abstracts of said works,
however, are freely accessible online through the Library’s Web OPAC at
http://lib1000.dlsu.edu.ph/
Future Plans
As bibliographic records and abstracts of these documents are available online, it is
expected to draw interest from people outside of the DLSU academic community. Eventually,
selected university publications such as ITEO studies, theses (with permission from the authors),
and other scholarly outputs (with permission from the authors) will be made available upon request
for a fee.
ATENEO DE MANILA UNIVERSITY RIZAL LIBRARY INSTITUTIONAL REPOSITORY
Brief Description
The Rizal Library is the information support arm of the Loyola Schools of the Ateneo de
Manila University in the Philippines. It is made up of three units in three separate buildings, namely
the Main building where the general collection and audio-visual collections are housed, the old main
building which houses the special collections and preservation unit, and the Matteo Ricci Study Hall
which is a paperless library and used mainly for discussion and silent study.
The Digital Repository
The library has three archival special collections. These are:



The Ateneo Library of Women’s Writings (ALIWW)
The American Historical Collection
The Pardo de Tavera Library
The Library also has two other Special Collections. These are:


The Filipiniana collection
The Microform and Digital Newspaper Collection
158 | P a g e

The Digital Repository
Contents
The Digital Repository consists of images produced from its special collections which make
up the digital repository of the Rizal Library. Among the resources in the Digital Repository
that the ADMU has produced over the years are the following:



Theses and dissertations of the graduates of the University
Selected publications of the faculty
Journals published by the Loyola Schools, Ateneo and edited by its faculty are uploaded in
Philjol, a facility currently maintained by INASP, UK.
Access and Restrictions
Not all have been uploaded for viewing from the Rizal Library Website. Many are awaiting
copyright waiver from the authors and publishes. All are however available for viewing in the library
premises upon request. Among the institutional materials from the Digital Repository readable
from the Web are some full text theses and dissertations. All abstracts are currently accessible in
the OPAC.
Future Plans
Despite problems with Hardware, software, and staff, the Rizal Library is committed to
making the digital repository of its special collections available to the general public. It will continue
to work on getting copyright waivers and on converting its print files to digital files. It believes that
reformatting is the only way to preserve the contents of books and other information materials. To
this end the library has acquired equipment that converts from print to microform and microform to
digital. It has also developed a software to access the newspapers in digital format.. It will always
keep special information materials in three formats: print, digital and in microform. The library also
plans to digitize many of its collections in the University Archives which are truly Ateneo’s
institutional resources.
SUMMARY
The Ateneo de Manila University, De La Salle University and the University of the Philippines
have for their institutional repositories faculty publications, theses and dissertations, university
publications, images and video-recordings, including project/term papers of students, oral history
materials, photographs, cartographic materials, and journals published by these institutions.
Texts of these resources uploaded in the institutional repositories are downloaded in PDF.
For theses and dissertations, however, only the preliminary pages, including abstracts are
accessible in these institutional repositories. Bibliographic records of resources in these institutional
repositories are accessible in their OPACs.
Taking into account the copyright and intellectual property rights of the owners of the
original works, the full texts are accessible only in workstations in these libraries. Journals published
by these universities are freely available online.
159 | P a g e
Future Plans
The resources of these institutional repositories are envisioned to be linked with the AUNILO
portal to maximize access and share utilization of academic research materials. We will continue to
work on getting copyright waivers and on converting our print files to digital files. We hope to
enhance our hardware capabilities to store larger number of resources in our institutional
repositories .
160 | P a g e
APPENDIX 11
161 | P a g e
162 | P a g e
163 | P a g e
APPENDIX 12
Institutional Repositories : Thailand Report
Dr. Pimrumpai Premsmit
with
Dr. Sriwan Mekhun and
Chaweewan Swasdee
Introduction
Institutional Repositories (IRs) has been initiated in Thailand since 2005. Chulalongkorn
University Intellectual Repository (CUIR) was the first IR of the country followed by Mahidol IR
of Mahidol University. The IR environment in Thailand is evolving. Most IRs are developed in
academic institutions and managed by libraries. The goals for IRs may vary. However the IRs in
universities focus on the long-term preservation of institutions’ academic work, while adding on
to the university’s prestige by show casing research and scholarship.
Other university IRs are,
for example, Thammasat University Knowledge-Based Website, Suranaree University of
Technology Intellectual Repository, PSU (Prince of Songkhla University) Knowledge Bank,
Knowledge Bank Sripatum University Library, SIU Knowledge Bank of Shinawatra University,
and Rajamangala University of Technology Phra Nakhon Intellectual Repository
Content of most university IRs include theses and dissertations, research reports, and
technical articles.
Other content range from conference proceedings to lectures, tutorials,
learning materials, manuals, and videos.
The collections of university IRs at present tend to be fully available only to their
university communities.
The public can access only descriptive metadata (bibliographic
information & abstracts) of materials in IRs. There are also ongoing discussions on pros and
cons of open access. Barriers facing the development of IRs in universities are not only getting
164 | P a g e
or finding authors to submit materials but also the reluctance to change the way things are done
such as academic publishing and research dissemination.
The most commonly used IR software package is DSpace, an open-source software from
Massachusetts Institute of Technology (MIT).
Chulalongkorn University Department of
Computer Science developed the Thai version of DSpace and Center of Academic Resources
(CAR) has been a focal point for DSpace user network.
The digital collection and IR development in member institutions of AUNILO, namely,
Burapha University, Chulalongkorn University and Mahidol University are described
respectively below.
Burapha University (BUU) Digital Collection
The digital collection of Burapha University comprises thesis and dissertations, research
works, and student projects. It can be accessed via Thai Digital Collection or TDC. TDC is one
of the main projects of ThaiLis – a major university library network under the Office of Higher
Education Commission of the Ministry of Education. The TDC concentrates on building digital
collection of theses and dissertations, research works, and rare books of 86 member libraries. It
aims to provide full text search service for member library community. The TDC is available at
http://tdc.thailis.or.th/tdc/basic.php.
BUU library digital collection totals over 10,000 items. At present the library does
not use any IR software is in the process of software transition.
The Chulalongkorn University Intellectual Repositories (CUIR)
CUIR is CAR’s initiative for storing, disseminating and preserving the university
scholarly works in digital format.
It is also established to offer services and access to
Chulalongkorn University’s intellectual asset and disseminate to CU community and society.
165 | P a g e
The initiative project started in 2005, when a librarian of CAR-Ms. Supaporn
Chaitammapakorn received UNESCO support to attend a workshop on Information Management
and proposed the building of IR with DSpace open source software, In October 2005, CAR and
the office of Research Affairs co-organized the seminar on “Problems in Managing and Providing
Service of Intellectual Properties in Digital Format”, where the launching of CUIR was taken
place. In 2006, the Committee for Developing CUIR Plan was appointed by the University with
the Director of CAR as chairperson.
The Plan has been integrated as part of the University’s
Research Master Plan. CAR appointed CUIR Task Force Committee in 2006. From 2007 CAR
has offered trainings & workshops on Thai DSpace for buiding IR, IR self submission. CAR also
assisted government agencies in establishing IR, namely, the Heath Research Institute, Ministry
of Public Health; and the Office of National Research Council of Thailand. (Yupin
Chancharoensin, Wiwat Vatanawood, and Chanida Chariyapornpong 2008)
CUIR was developed, using DSpace open source software. The Thai version of DSpace
by chulalongkorn University, has been implemented and distributed for public since 2005.
Realizing the importance of sharing the digital resource, CUIR is registered as an OAI-PMH
repository and is a data provider with OAIster – a union catalog of digital resources, offered by
OATster.org.
Communities in CUIR comprises 5 major groups, namely, Center of Excellence, Faculty
and Institute, Office of the University, Research Institute, and Research Units. The major
contributor is Faculty and Institute with over 12,000 items.
Content include research reports, theses and dissertations, journal articles, learning
materials, lectures, e-journals, and best practice manuals. As of November 2010, there are over
5,000 technical reports, about 10,000 theses, 1,000 journal articles, 32 learning materials, 140
lectures, and 1 manual in the repository. About 82 per cent of items are in Thai and 18 per cent in
English.
CUIR employs Dublin Core Metadata 15 elements with some additional sub-elements for
appropriate storage of digital content. Chulalongkorn University community can access both
166 | P a g e
metadata (bibliographic information & abstract)) and full text of items. The restriction is that
they can save a file but cannot print the file out. The general public can access only metadata
part.
CUIR is accessible by browse search, basic and advanced search, community and/or
collection search.
CUIR has existed for 5 years. The primary administrative focus is not only adding
content, but also promoting CUIR and bringing it to users. A research is conducted on the use of
CUIR by CU faculty members and students (Premruedee Tanmala, 2009) The results indicate
that the majority of the faculty members and graduate students use CUIR for conducting research.
The type of information resources mostly used is thesis and the subject mostly searched are
technology. They mostly use materials in English and use the material published within the past
4-6 month.
CUIR evaluation is also planned to ensure that CUIR is able to meet academic and
research needs of CU community. Full-text access for general public is also discussed and the
implementation of such initiative will be soon in place.
CUIR is available at http//cuir.car.ac.th.
The Center of Academic Resources, as a member of ThaiLis, has also contributed to the
content of the TDC. The full text of over 5000 CU theses can be accessed via the TDC.
Mahidol University – IR
Phase I of Mahidol-IR project started in 2008. The project intended to store research
reports, journal articles, proceedings, CAI and books. Greenstone Digital Library was used to
create and managed Mahidol – IR. At that time, 7 Faculties, Colleges and Institutions contributed
their contents more than 300 records overall.
In 2009 the phase II of Mahidol – IR began. The IR have been transferred to MU – IR
(Mahidol University – Institutional Repository) by using DSpace as a software tool to create and
manage the database while Dublin Core is still the metadata schema used.
Contents coverage in MU – IR include 125 books, 586 journal articles published by
167 | P a g e
Faculties of Mahidol University, 76 research articles previously published peer-review articles,
and 5120 theses with 10% growth each year.
For Mahidol University, policy on access to digital collection or electronic resources
licensed by university or institutional repositories required university internet account. The
registered student will be provided the authentication to university computer network. Through
this regulation, whoever register or transfer credit to Mahidol University should be enable to
access digital resources of the university operated by Library and Knowledge Center.
While in 2009, Mahidol University joined the Commission of Higher Education on the
Digital Contents Management System (DCMS) or now ThaiLis Digital Collection (TDC)
program which is an open access institutional repository house more than 200,000 records of
theses and dissertations, journal articles, research reports, proceedings fulltext contributed by
more than 100 Thai public universities. An in-house software was used to manage this database.
The Policy of Commission on Higher Education, Ministry of Education regarding digital
collection is open access to public. To enable access, Thai identification card is required to
register. Mahidol University contributed more than 5000 full text theses to this IR.
the project to enable accessibility and discoverability of articles research from local
journals at faculty repositories including IRs open access enable soon can be access at
http://www.li.mahidol.ac.th/resources/research.php , and the databases of digital versions of theses
produced by the postgraduate research students at Mahidol university is available at
http://www.li.mahidol.ac.th/e-theses/list-e-theses.php.
-------------------------------------------------------
168 | P a g e
References
Yupin Chancharoensin, Wiwat Vatanawood, and Chanida Chariyapornpong. “CUIRChulalongkorn Universoty Intellectual repository”, in Reaching the 31th year of
CAR.27-40. Bangkok: Center of Academic Resources, Chulalongkorn University, 2008.
Premruedee Tanmala. “ Chulalongkorn University Faculty Members’ and Gradiate Students’
Use of Chulalongkorn University Intellectual Repository (CUIR).” Master’s thesis,
Chulalongkorn University, 2009.
169 | P a g e
APPENDIX 13
AUNILO
ASEAN UNIVERSITY NETWORK INTER-LIBRARY ONLINE
REPORT ON CONSOLIDATED INSTITUTIONAL
REPOSITORY OF VIETNAM NATIONAL UNIVERSITIES
Dr. Nguyen Huy Chuong, VNU
1. Introduction:
In Vietnam, the national library has the function as national repository, where
reposits all domestic publications, dissertations and research works on the national
basis.
Universities keep a repositories on the institutional basis. Big universities as
University of Technology, Hue University, ThaiNguyen University ... all have their
own publishers, and their repository collection includes all publications of the
university’s publishers, theses, dissertations and research works.
This report focuses on the institutional repository of the two Vietnam national
university libraries: Vietnam National University, Hanoi (VNU) and Vietnam
National University, Ho Chi Minh City (VNU HCMC)
The library structures of these two national universities are a bit different.
 At VNU, LIC – VNU (Library & Information Center – VNU) operates as a
centralized library system, in which technical processing is centralized in the
institution’s headquarter. LIC – VNU has 5 public service departments in
different campuses of all member colleges. VNU users (including teachers,
lecturers, researchers, staff...) are offered unique user-cards, which can be used
in every public services department, whether to read in-house or to check out
(public services departments are about 10 km far from each other).
170 | P a g e
 At VNU – HCMC, besides the Central library serving all VNU users, there are
6 other separate libraries in 6 member universities: University of Social
Sciences and Humanities; University of Natural Sciences, University of
Technology, .... The libraries operate independently, provide independent usercards which are used in that specific library only. Consequently, users in each
member university are allowed to use only two libraries: The Central Library
and library in their local university. Related to repository, each library collects
materials and processes separately using different management software and
classification system.
2. Content: The Institutional Repositories in both university libraries include all
university related documents as follows:
1. University publications
2. Lecture notes
3. Theses & dissertations studied at the universities or of university faculty
studied in other universities in the country or abroad.
4. Scientific research works from VNU level to national level.
5. Reports on study tour or research tour abroad by faculty, researchers and
staff (text documents, CD-ROM, photos)
3. Guidelines on access and Restriction:
Organizations of the collections are different in two library systems:
- At LIC – VNU:
+ All documents are collected and processed at the headquarter, and organized
as one single collection for each type of materials. The document are then
placed at two different reading rooms suitable for users: the Central library in
Caugiay for documents of economics, law, technology, pedagogy, and language
171 | P a g e
studies; The Thuongdinh areas for documents of social sciences & humanities
and natural sciences.
+ Hard copies of repository collections include:
o Dissertations and theses: 6072 titles
o VNU Publications: 3070 titles
o Research works: 1008 titles
o Reports on study tour or research tour abroad by faculty, researchers
and staff (text documents, CD-ROM, photos): several dozens
- Hard copies of all materials are in-house use only. If pages are required,
photocopy service will provide users with fee
+ Soft copies:
- Bibliographic databases (formally LIBOL, currently Virtua software) can
be access freely through LIC’s OPAC. Also, through LIC website, all
bibliographic information of these materials can be accessed from any
location inside or outside the country
- LIC has a separate database for theses & dissertation; VNU publications
and research works are mixed in the book database;
- CD – ROM versions of theses, dissertations and research works: nearly
4000 pieces
- Digital textbooks and proceedings: 13 titles
At HCMC library system
+ Each member library operates separately. They use different management
software: Dspace, Green Stone, Libol (local developed). Collections is accessed
separately.
+ At the Central Library, materials are organized in different topics for free
access, statistics as follows:
172 | P a g e
- Database of Journal of scientific and technology development: PDF files in
Vietnamese; abstracts in Vietnamese and English: more than 700 entries
- Database of theses & dissertations: 43 titles in PDF files
- Lecture Notes: 30 in PDF files
+ Hard copies of all materials are in-house use only. If pages are required,
photocopy service will provide users with fee
5. Plan:
LIC – VNU Hanoi
- The library owns all soft versions of the newly collected theses, dissertations
and research works. Formerly collected materials are being scanned. LIC
intends to digitize the whole repository collection and make is available
online for users’ free access.
- Most of the VNU publications are purchased by the library, so that the
repository collection will not be used much by students. However, the
majority of VNU publications are textbooks that are in consideration of VNU
to digitize. In the near future, LIC will have two versions for VNU
publications: hard copies and digital copies.
- Reports on study tour or research tour abroad by faculty, researchers and
staff: Recently, LIC cannot collect all reports of this kind. LIC will suggest
VNU to issue a hard regulation so that every delegation will have to submit
their study tour or research tour reports to the library.
- Putting into practice for documents related to VNU activities be kept and
organized by the library
VNU – HCMC
173 | P a g e
- The university is considering to build a common network among member
libraries so that they can share resources and they can have a “one stop shop”
access to repositories of all member libraries.
Conclusion: Repository collections are very important parts of the two
libraries. Most of materials are not yet published and they are used very
frequently by users, especially for postgraduate students and researchers. The
two libraries are preparing to digitize them so as to make them available online
to users.
174 | P a g e
RESOLUTIONS
DISCUSSION ON AUNILO ENHANCING INFORMATION DISCOVERY THROUGH
MOBILE TECHNOLOGIES
1st – 2nd JUNE 2012
NATIONAL UNIVERSITY OF SINGAPORE
No.
RESOLUTIONS
ACTION
1.
Preliminary Meeting between the AUN
Secretariat, AUNILO Secretariat and host country
is recommended before the Meeting.
AUN/AUNILOSecretariat,
Host
2.
Next Meeting agenda should discuss the change
of name of AUNILO. Secretariat should initiate
the email of discussion for that matter.
Secretariat, Member
countries
3.
Members are encouraged to contribute to
enhance AUNILO portal. RSS feed will be created
in the portal . Login id and password of the portal
will be given to each member libraries to make it
easy for them to post any relevant updates.
USM, UM, Member
countries
4.
The option whether discovery service for central
repositories or a server for harvester to be
developed will be reviewed and a proposal will be
drafted. Member libraries will be notified through
email for further discussion.
NUS, SMU
5.
AUNILO Secretariat will send invoices to all
members regarding AUNILO portal enhancement
fee at least 2 months before end of the year.
Secretariat
6.
Pathfinder on Peranakan collection will be
uploaded into AUNILO Portal.
USM, CMU
Lanna collection of CMU will also be linked into
the portal to enhance its content.
7.
Proposal for training on Social Media will be
drafted by UP and will be discussed among
members.
UP
8.
The theme and the date for the 9th Meeting will be
announced later by the host.
UM
175 | P a g e
9.
Refined proposals on requirements of Institutional
Repositories will be prepared within 3 months
time.
10.
Meeting minutes and resolutions should be
distributed 2 weeks after the meeting.
11.
AUN will email the criterias on becoming AUNILO
members to the Secretariat.
UM
AUNILO Secretariat
AUN
176 | P a g e