APLIC-INTERNATIONAL COMMUNICATOR

Summer/Fall 2003, Issue #78

President's Message

By Zuali Malsawma, Population Reference Bureau

Another successful APLIC-I conference has come and gone. It was good to
network face-to-face, to discuss and share our knowledge management
activities, and to see and hear about award winning knowledge management
systems already in place. I would like to take this opportunity to thank
all who made it possible--Past-President Margie Shiels for her able
leadership, the Board members for their detailed planning, the hard work of
the conference organizers, the interesting speakers, and of course, all the
attendees. It was truly a team effort. As Vice President Anne Ilacqua
leads the planning for next year's conference in Boston, let us work
together again to make it another success by sending ideas, sharing
knowledge, and carrying out needed tasks.

This is what APLIC-I does very well--network for success. We network
extensively through our busy listserv, an indispensible inter-library
loan/document delivery vehicle for many of us. Through this listserv, our
collections are extended and our patrons are often surprised and grateful
for quick responses. The DUPS listserv also continues to be active. Free
materials have been added to several collections thanks to this program.
Our Web site and online newsletter have great content on the activities of
our association and its members. The minutes of our meetings are detailed
and injected with humor, thanks to the quick pen and wit of our recording
secretary, Kay Willson.

It is the face-to-face at conferences, Board meetings, and Chapter meetings
that really enhance our networking. I hope all of us will have
opportunities to meet with each other and to visit each other's libraries or
information centers. As the world of the information professional evolves
rapidly from working with traditional print resources to more difficult
electronic and online resources with limited budgets, sharing our knowledge
and experiences as well as our resources becomes more important than ever.
Let us continue to make APLIC-I important to our work and to our
professional development.

2003 Annual Conference Wrap-Up

The annual conference was a success, lots of things were discussed that were of interest to many of us. We hope to see even more of our members next year in Boston. Please see the agenda and schedule for the presentations which are also online at http://www.aplici.org/conferences/2003/agenda2003.htm and photographs from the conference taken by Yan Fu.

News from the Field

Special Libraries Association 94th Annual Conference: A Report from the Big Apple

By Tara Murray, Population Research Institute, Penn State University

The Special Libraries Association (SLA) held its 94th Annual Conference in New York City June 7-12, 2003. The conference was an exciting one for me, as my first ever SLA conference and the start of my term as President-Elect of the Central Pennsylvania Chapter of the association. It was also an eventful conference for the association as the membership voted on a proposed name change.

Approximately 6,500 registrants converged on midtown Manhattan for the conference. I arrived in New York on June 7 during a rainstorm-not surprising, as the city had record-breaking rainfall in June this year. The conference hotels were all right in the heart of the theater district, and the streets were mobbed with tourists. Naturally, I had neglected to pack either a raincoat or an umbrella-these are now the first things I pack before a trip!

The first two days of the conference were devoted to workshops on a wide variety of topics, which reflect the diversity of SLA membership. I had previously associated SLA almost exclusively with corporate libraries, but over the two years I have been a member, I have discovered that SLA is an extremely diverse group of information professionals. The membership of my local chapter alone includes librarians working in universities, law firms, newspapers, corporations, and more. The exposure to such a diverse group is a good complement to the opportunities APLIC-I provides for networking with colleagues in the population field.

Sunday's schedule also included the SLA Fellows Reception for First-Time Attendees, where seasoned SLA veterans gave tips to newcomers on everything from where to find the best parties (the News Division!) to how to decide which sessions to attend.

The conference officially kicked off on Monday morning with the Opening General Session featuring David McCullough, Pulitzer prize-winning author of the biography John Adams. McCullough was an excellent speaker and praised librarians (as seems to be the custom when addressing a crowd of librarians), although I heard some grumblings in the hallways about his Luddite tendencies (he does all of his writing on a typewriter).

I started my day even earlier, though, by attending the Social Science Division business meeting. The division voted on two major changes-to approve a merger with the Geography & Map Division, and to replace the roundtables with sections (International Relations, Nonprofit Sector, and Public Policy) in an effort to increase member participation and benefits. If the merger is finalized, the Geography & Map Division will become the fourth section of the Social Science Division.

Later that morning, I attended a Social Science Division program, "Spotlight: The Best Social Science Websites." Navigating between the conference hotels became quite a chore later in the day as traffic-both pedestrian and automotive-increased, but I managed to get to a presentation on copyright issues that afternoon. That evening, I stopped by the Information Technology Division open house. The divisional open houses were a great way to meet colleagues, and the folks I encountered there were very good at greeting newcomers and getting people involved in conversations.

David McCullough's keynote address gave us a look at historical perspective; the second keynote address looked into the future. Tuesday's general session featured futurist Stewart Brand.

I attempted to brave the exhibit halls (where the vendors have booths and you can supposedly walk out with tons of free stuff) but gave up after about fifteen minutes. I am very grateful that I can talk to most of the vendors I need to talk to at PAA and don't need to fight through the crowds at SLA. The Hilton had three floors of exhibits to explore for those who were braver than I.

Later, I attended a session on web accessibility, and that evening, I attended the chapter cabinet meeting, which was an interesting and (at times) infuriating exercise in bylaws amendments. Fortunately, I was able to go right from the meeting to reception-hopping and some more informal interaction with colleagues.

Wednesday was the final day of the conference (Thursday's schedule was mainly tours of area libraries and other attractions) and the highlight was the annual business meeting and the vote on the association name change.

The morning's events started off with a talk by former Secretary of State Madeleine Albright, followed by the business meeting, where SLA introduced its new executive director, Janice LaChance. Coincidentally (or perhaps not so coincidentally), LaChance worked with Albright in the Clinton administration, and Albright congratulated SLA on its choice. Directly after the business meeting the vote was conducted which resulted in no change to the association's name (after three years of debate amongst the membership and association leadership). The voting membership (approximately 1,000 people in attendance for the vote) chose Information Professionals International (IPI) over SLA (initials only) as the candidate for the association's new name, but the required majority did not approve changing the name in the second round of voting.

The name change itself was highly controversial, but the voting procedure may have been even more controversial. First, only members present at the conference were allowed to vote, meaning that any members who couldn't afford the trip to New York or couldn't get release time from work weren't able to vote. Second, the vote took place somewhat later than many members anticipated so, some had to leave to catch flights. Third, the supposed "no-conflict" time for the vote wasn't completely free of conflict as Wednesday morning was the closing time for the exhibit halls. Information Today has an article that sums up the importance of the vote and the flaws in the process ("Special Libraries Association Keeps Its Name," by Paula J. Hane, http://www.infotoday.com/newsbreaks/nb030616-1.shtml).

After all the debate, and even though the name change I voted for didn't win, I breathed a sigh of relief when the vote was over and SLA kept its name. Part of me didn't want to see the "L-word" dropped from the association's name, even though it has disappeared from my own job title.

This wasn't the first time a name change has been brought up, and, as Stephen Abrams has said, the discussion was certainly worthwhile. SLA is now moving forward on a branding initiative with its 94-year-old name.

I arrived back in Pennsylvania on Thursday afternoon, exhausted from going to both early-morning meetings and late-night open houses, but energized from the new ideas I'd been exposed to. One of the best parts of any conference, for me, is hearing the stories that other librarians tell when you strike up a conversation. Every library-related conference I've been to has made me proud to be a librarian and count so many other librarians among my colleagues and associates. SLA 2003 was no exception.

Links for more information:

Special Libraries Association Name to Remain: Members Affirm Commitment To Proud Tradition [SLA press release]

Special Libraries Association Appoints Janice R. LaChance as Executive Director [SLA press release]

Special Libraries Association 2004 Annual Conference (Nashville, TN, June 5-10, 2004)

Building Small Collections

By Chris Matthews, Library Services for NGOs and Nonprofits

"Library tools"…you're thinking reference books, web sites. Mine are screwdrivers, shelf pegs, spine labels, magazine boxes, colored tape. I'm pretty basic.

I build libraries where none existed. More accurately, I organize collections, which are often subsequently called "resource centers". After working for several years in a nonprofit organization as the solo librarian, I learned that there are many organizations that would never consider hiring a librarian even if they could afford it, but that have a need for a skilled person to make what collections they have more usable. They simply can't put much time or money into it. Many try the intern route, and fortunately some realize the limitations of that.

Let me be clear that my "consulting" is strictly technical processing…classification, cataloging, database management, and occasionally acquisitions, ILL, and records management. There are probably more consulting jobs using reference and research skills, but it's not what I do. Some of the collections I have organized are in the field of reproductive health and family planning, and I have a health/nutrition background. For what I do, subject expertise is not essential, but it helps.

That paperless office that everyone is striving for is still a ways off, and many organizations will consider paying something to put some order to their chaos, as long as it is not a long term commitment. I present to them the option of paying me for a defined, relatively short period of time with minimal obligation on their part, that being an hourly rate, a desk, computer, and a small supplies budget. Sometimes I find later in the project a willingness to spring for money to build the collection, expand to new shelves, and extend the contract. Sometimes not. Sometimes I have to bring my own paperclips.

To this day, I am eternally grateful my first job was on a volunteer basis. I was trying to be useful to an organization I belong to that was literally surviving on a shoestring. I thought "piece of cake! Good way to kill some time while I'm marketing my vast skills. Besides I can use them as a reference". What a learning experience! That small task really taught me some lessons, and each job since has been an eye-opener. Each is unique, challenging, and rewarding in its own way.

Proposal. Once I have an organization's interest (getting that far is another whole article), I basically learn what they want and write a proposal. It's best, however, to meet with more than one or two people initially, as you can learn later that other staff have entirely different perspectives on the project. Often in these small organizations, "organizing resources" can take on different meanings, and "resources" come out of the woodwork once the proposal is accepted. It's important to find out how many of the staff are "on board" or whether this is a pet project of one person.

Depending on the extent of the work, the proposal consists of summarizing what I think they want, outlining the steps, sizing up the collection, and estimating the time it will take. That's the very toughest part! After five years of this, I have a general idea of how long it takes me to do the various steps, but I can never anticipate how much time to allow for variables, such as staff input, computer complications, and even the condition of the shelving. For instance, the time it takes to weed the collection depends entirely in how vested the staff is in the project and how available they are. Often the key person you need happens to be on travel, and you are forced to wait. Or you find the shelves all need to be re-adjusted, and some of the pegs are missing. Or they may have agreed to order new shelves, but it takes three weeks to get the order approved. (Then you get to assemble the shelves when they arrive!)

These are some of the reasons I can never expect to do a project within a short time-frame. A job may only take a total of 40 hours, but it is impossible to complete it within two weeks.

Proposals need to give limits. "Based on approximately 4,000 titles, this is what I believe it will take". Does this include articles or just monograph? Does "setting up a database" include looking at all the software options? Be careful to outline the minimum scope of work. Later, you may be able to perform extra tasks, but it's unwise to promise. Will they need to approve such things as the categorization and keywords? Naturally, you will need their input, but there can be hang-ups on decisions. On one job, half the staff wanted the collection of (their own) proposals shelved by country while the other half wanted them by year. It's good to estimate in your proposal the time commitment you expect from the staff.

Proposals can include suggestions of additional work to be done, listed and estimated separately. For instance, they may not have wanted a database/catalog, but you really need to point out that the collection would be far better used if cataloged, then give a range of software options. They may not have thought of an "archives" component, a system for sharing periodicals, or organizing electronic files. These extra tasks could comprise another proposal after the first phase.

Always mention the maintenance that will be required when the project is completed. Who will continue to process new titles?

The Process. In a nutshell, here are the basic steps I take.

1. Interview appropriate staff. Find out from potential users what they need. Take good notes and ask lots of questions. Outline your ideas to get their reaction. Make note of each person's subject specialty.
   
   
2. Weed the collection with the help of knowledgeable staff. I've even gone to the extent of putting staff initials inside the books that I am required to keep in the collection. That way, when someone asks me why I am keeping some old document, I can tell them who made that decision.
   
   Staff rarely want to take the time to weed, so to make it easier, I often box up weeded items by subject and give each staff their subject box to make final decisions. You may need to make special arrangements with building maintenance people about recycling boxes full of weeded material.
   
   
3. Gather all the material that will go into the collection, including "donations" from staff offices. Some staff really want to give up material, others hang on to it. You can arrange to catalog their office collections in the database even if it doesn't physically move to the library.
   
   
4. Categorize. Enlist staff input and make accommodations for potential growing categories. Based on input from staff, determine how detailed to get. Keep it as simple as possible. For some very small collections, I even use color-coding. Anything to make sure that staff return material to the right location on the shelf.
   
   
5. Assess the shelving situation to determine where the various categories go and whether you have enough space. Once material is broken up into categories and you allow for growth space, the collection will take up considerably more space than it does when it's piled on the floor! Realigning the shelves and even cleaning them is usually next. Get out the sponge and the pliers!
   
   
6. Make recommendations to order labels, magazine boxes, more shelving, lighting, work table, etc. as needed. Have your library catalogs handy, but I have often found most of what I need (and cheaper) from the office supply companies that your client gets discounts from.
   
   
7. Label each document with the appropriate category and stamp each document as property of that organization. (Sometimes these can be combined into one step if the "call number" label has the name of the organization).
   
   
8. Make signs and labels for the shelves themselves as well as instructional signs.
   
   
9. Build the database. I won't go into that here, but try to talk them out of going the cheap route by using Microsoft Access. There are plenty of inexpensive options which are much more user-friendly. Steps include giving them a list of the options, ordering, loading, customizing, etc. Make sure you have IT support and work out whether it will go on the internal system only or must be web-based.
   
   
10. Catalog each item. I rarely use copy cataloging. For the few documents I would find online, I have no need for all the extraneous info like ISBN. My categorization numbers or "call" numbers are never found in anyone else's library, and I tailor the subject headings/keywords to the organization's lingo. If data entry is done by an intern or volunteer, budget enough time to supervise closely.
    
    
11. Orientation. Make sure the staff knows how to find what they need. Simple, written instructions are a must, but there is no substitute for a walk-through demo.
    
    
12. Maintenance. If the organization does not put you on a maintenance contract (some of mine are only 10 hours per month!), make sure they understand what needs to be done. Short-timers like interns are not recommended, but if the task is given to a support staff, impress on her/his boss that it needs to be part of the job description and time needs to be allocated. Step-by-step training and written instructions are essential.
    
    
13. Check up on them! Six months down the road, there's a good chance they will need you again. Remind them of other services (like archives, reference, collection development, or current awareness) that you can offer them.

These collections are always self-serve. Hence the need for simplicity and clarity. Categories and shelves must be clearly marked and instructions for accessing the catalog must be readily available in several places. I often put together a manual with the basic categorization outline, database instruction, keywords, and list of periodicals, but I doubt it's ever consulted. Occasionally an administrator will insist on a check-out system (either a clipboard list or cards), but this has NEVER worked. Management of serials and periodicals depends on not only the number of subscriptions but how protective the staff is of the titles they receive.

Often a client thinks having a volunteer help you will save them money. I have generally not found this to be useful. A volunteer can make labels and signs and do data entry, but it needs to be closely coordinated with your work. Just when you need the labels done, he/she is off studying for exams or gets pulled for another project. Impress on the client that cataloging is not the same as data entry, and you will have to make decisions regarding proper titles, institutional authors, keywords, what goes in the "notes" field, etc.

Because I usually have several small jobs going at once, I have had to learn to be well organized and be consistent in keeping my own files on each project. At various jobs, I could have my contract filed under "contract" or "admin" or "important". (How many of you have a file called "loose ends"?). When I leave for the day, I absolutely must leave myself notes about where I was in the process and what I need to follow up on. Keeping account codes (for the copier), computer access passwords, staff phone lists, etc, are VERY important

Even more important is cultivating a good relationship with the IT staff (if there is any), office manager and receptionist. If you don't, you risk not getting your phone calls, supplies or crucial computer support. And I don't need to mention disk backup for database and documents (keyword lists, categorization outlines, proposal). Even if they have system backup, I've learned that is not always useful. Also, keeping your documents on a C drive can be risky if they move you around from one temporarily empty desk to another. At one job, I've had four different desks, so I keep my documents in a box. After the box was missing once, I learned to keep a backup disk at home.

I bring my own supply box on Day One. You can't believe how much time it can take to locate a pair of scissors, a stapler, or the right sized labels (to speak nothing of those cleaning supplies and pliers). Spanish and French dictionaries might be needed.

Each office's recycling rules are different, as are use of the coffee machine, copiers and the web. And don't forget the code to the rest room! Sometimes I don't remember which button to push in the elevator…if this is Tuesday, it must be 3. And what was that receptionist's name?

It's a fun job. You all know that collections as specific as ours can be curiosities. I get a laugh out of cataloging books like The Politics of Manure or documents from the Nitrogen Fixing Tree Association. I blush over the instruction manuals on how to use condoms. And I get educated on such topics as macroprudential analysis, agroecological lighthouses, and gender analysis. Gender analysis? What a great profession!

Spotlight on a Member Library

IntraHealth International in Brief - August 2003

By Lori Delaney, Resource Center Manager, IntraHealth International

The year of 2003 has been an exciting year for the organization formerly known as Intrah. As of July 1st, 2003, the organization began operating as a non-profit organization, and changed its name to IntraHealth International. IntraHealth continues the work of Intrah, including the USAID-funded PRIME II Project.

Previous to operating as a non-profit organization, Intrah was a program within the School of Medicine at the University of North Carolina at Chapel Hill. IntraHealth’s new status continues the partnership as an Affiliate of UNC at Chapel Hill, yet also enables the organization to operate separate administration systems such as those of human resources and travel.

Bill Jansen is the president of IntraHealth, and Dr. Jeffrey Houpt, Dean of UNC’s School of Medicine, is Chairman of IntraHealth’s Board of Directors.

Additional changes are on the horizon, as well. IntraHealth has recently learned that, due to our transition to a non-profit, we are no longer eligible to have offices in our current office building, which is owned by the University. Therefore, we will be moving offices early next year. The specific location has yet to be announced, but the organization will likely remain in Chapel Hill, North Carolina. You can be assured that I will be seeking advice on moving a library and designing a new Resource Center!

To learn more about IntraHealth, please visit our website at www.intrahealth.org. We also maintain a website about our work on the PRIME II Project, please visit www.prime2.org.

Note that staff e-mail addresses have also changed from FirstInitialLastName@intrah.org to FirstInitialLastName@intrahealth.org, though for the near future both suffixes will work. This pertains to Chapel Hill-based staff as well as some field staff.

An expanded explanation of the changes will be provided in a future issue, and/or at the next annual conference in Boston.

Internet Resources

Glossary of Health Reform Terms for Translators http://www.phrplus.org/plustools.html
Submitted by Lena Kolyada, Abt Associates Inc.

This glossary is intended to be used as a reference guide for translators. Produced by the USAID-funded Partners for Health Reformplus (PHRplus) project, it recognizes that terms can be defined and translated many ways according to prevalent customs in different regions and within different health disciplines. Each term is defined and includes the Spanish, French, and Russian translation. This compilation, which has undergone peer review, is offered as a guide and should be recognized as a "working document." It is periodically updated and edited to reflect the changing lexicon of health care terms and concepts.

Some links to resources on Population, Environment & Development
Submitted by Nykia M. Perez, University of Pennsylvania

The Population-Environment Research Network (PERN)
The PERN website contains links to resources realted to population and the environemtn, icluding a literature database, and a membership database. PERN also organizes seminars and meetings, and publishes a monthly newsletter available online.

PopPlanet
PopPlanet is part of the National Library for the Environment founded by the Population Reference Bureau and the National Council for Science and the Environment. This site include a bibliography, links to full-text reports, provides country profiles, new analysis and reviews realted to population and the environment and links to other relevant information resources.

Population Reference Bureau > Focus Area > Environment
The Population Refernece Bureau's (PRB) site provide data and in-depth analysis about the enviroment in the form of articles, datasheets, reports. This site also links to Environmental Information on the Web compiled by our current APLIC-I President Zuali H. Malsawma.

The Population-Environment Connection: What Does It Mean for Environmental Policy? by Orians and Skumanich -- Copyright (c) 1997 Battelle. This report is intended to address this situation. It includes a primer on key demographic trends within the U.S. and provides some ideas on the implications of these trends for environmental policy.

Happenings: Calendar of Events

Compiled by Nykia M. Perez and Yan Fu, please send additions to: nmperez@pop.upenn.edu.

APLIC-I Call for Submissions & Volunteers

The APLIC-I Communicator Needs You

Annual Conference Reporters needed to report on this year's Breakout Sessions & Presentations. Please let us know if you would like to report on one of the sessions, a brief or in-depth write-up for the next issue of the Communicator will be required. E-mail the APLIC-I Communicator Editors if you are interested in assisting with the Conference Issue: nmperez@pop.upenn.edu & yanfu@isr.umich.edu.

"Spotlight On Our Members" will profile a different member of APLIC-I in each issue of the APLIC-I Communicator. The member is selected from the membership list and is then interviewed by one of the Editors or members can volunteer to participate. The goal is to foster a broader appreciation of the diverse membership of the association. Do you have a story you would like to tell? Talk to us.

"Spotlight On Our Libraries" will profile a different type of information organization as per our APLIC-I in each issue of the APLIC-I Communicator. A member library is selected at from the membership list and is then asked to contribute a short description of their organizations library or information services. Members can also volunteer to participate. The goal is to foster a broader appreciation of the diversity in our member's organizations and to share the different types of work that APLIC-I members do. Did you want to know how another library does "it"? Here is where we will try to provide you with some answers.

Call for APLIC-I Electronic Resource Guides

Currently there are five POPIN-APLIC-I Electronic Resource Guides which were compiled by members of APLIC-I and POPIN in 2000 and early 2001. Please see the table below for details about the current Electronic Resource Guides.

Your ideas and expertise is needed to compile new issues of the electronic resource guides. It is time to add to our list of resources.

• Is there a topic you would like to know more about?
• Do you have expertise in a particular field and would you like to share the resources you think are outstanding with other librarians and information professionals?
• Have you ever wondered if there may be a more appropriate source for the information you need?
• Would you like to see a list of core materials in demography, population studies, reproductive health, etc.?
• What resources do other population, reproductive health librairans and information professionals use to answer this question?

If your answer is yes to any of the above questions, please let us know.

Current POPIN-APLIC-I Electronic Resource Guides
No.1	Getting Started: Selected Electronic Resources on HIV/AIDS
No. 2	Guide to Citation of Electronic Information, Copyright and Intellectual Property
No. 3	Electronic Training Resources on Population and Reproductive Health
No. 4	Electronic Training Resources on Best Practices and Lessons Learned in Pop/RH
No. 5	Using the Internet: Courses, Self-Tutorials, and Training Materials
To see the PDF's visit http://www.aplici.org/publications/pubs.htm.

In addition, if your library or organization has already done this in an area or subject and would like to share the link with other members, please send us the URL and we can post in the Internet Population/Family Planning Resources Links section of the APLIC-I web site.

Thank you and we look forward to hearing from you, Nykia M. Perez, nmperez@pop.upenn.edu and Yan Fu yanfu@isr.umich.edu.

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Last updated 8/19/03