ONE U.P., ONE LI­BRARY: U.P. LI­BRARIES’ JOINT EF­FORT TO CRE­ATE AND UP­DATE OF­FI­CIAL DOC­U­MENTS US­ING ON­LINE DOC­U­MENT COL­LAB­O­RA­TION TOOLS

An­nelyn C. Lim1, Roth­man T. Lim2, An­thony N. Atuel1, Reina R. Lome­rio1

PLAI Congress 2018 Program - - PARALLEL SESSION -

1Univer­sity of the Philip­pines Dil­i­man 2Bangko Sen­tral ng Pilip­inas Email ad­dresses: [email protected] ; [email protected] ; anat­[email protected] ; rrlom­e­[email protected] Ab­stract

UP Li­brar­i­ans have been re­shap­ing its work­place to col­lab­o­rate be­yond the walls of the li­brary in or­der to best serve the needs of its user com­mu­nity. Even though they work in dif­fer­ent lo­ca­tions, a higher level of team­work and more mean­ing­ful col­lab­o­ra­tive re­la­tion­ships are be­ing en­cour­aged among the eight (8) con­stituent uni­ver­si­ties (UP Dil­i­man, UP Los Baños, UP Manila, UP Visayas, UP Open Uni­ver­sity, UP Min­danao, UP Baguio, and UP Cebu). Col­lab­o­ra­tion is the key that un­locks many of the pro­duc­tiv­ity and process im­prove­ments for the li­braries’ trans­for­ma­tion ini­tia­tives.

UP Li­brar­i­ans have learned to work co­op­er­a­tively through idea shar­ing and think­ing to ac­com­plish a com­mon goal. Aside from re­source shar­ing, they are cre­at­ing var­i­ous vi­tal records, such as poli­cies, pro­ce­dures, man­u­als, re­ports, and even re­search out­put to­gether. On­line doc­u­ment col­lab­o­ra­tion tools (e.g. Google Doc­u­ments, Google Data Stu­dio, Of­fice 365) and uni­fied com­mu­ni­ca­tion and col­lab­o­ra­tion (UCC) tools (e.g. vir­tual white boards, real-time au­dio and video con­fer­enc­ing) have en­abled UP Li­brar­i­ans to brain­storm, com­mu­ni­cate in real-time, and com­plete col­lab­o­ra­tive tasks. These tools bring new life to the word pro­cess­ing sphere with on­line, si­mul­ta­ne­ous doc­u­ment col­lab­o­ra­tion. In a re­cent en­deavor, the UP Li­braries have launched the “UPIANA Clas­si­fi­ca­tion Sched­ule 2018 Up­date” with en­try sub­mis­sions, feed­back, com­ments, and re­vi­sions all done vir­tu­ally. Ad­di­tion­ally, the on­line cataloging statis­tics for the UP Dil­i­man Li­braries are up­dated daily by its cat­a­logers from all 54 li­brary lo­ca­tions.

This pa­per dis­cusses the use of the var­i­ous on­line tools by the dif­fer­ent UP Li­braries to col­lab­o­rate with each other in the prepa­ra­tion of vi­tal records, such as poli­cies, pro­ce­dures, man­u­als, re­ports and, more im­por­tantly, con­sol­i­dated re­search out­puts. These tools were ini­tially pre­scribed by the UP Dil­i­man Main Li­brary but were later adapted by the other UP Li­braries in their unique day to day needs and re­quire­ments. Said tools are then eval­u­ated by their iden­ti­fied users to gauge the tools’ ef­fec­tive­ness in com­plet­ing the users’ as­signed col­lab­o­ra­tive tasks. The users’ feed­back are then used to com­pile a list of fea­tures which they found use­ful and ef­fec­tive. Their ex­pe­ri­ences, both pos­i­tive and neg­a­tive, in the use of said tools are also doc­u­mented to pro­vide valu­able in­sights and ad­vice in the se­lec­tion and prac­ti­cal im­ple­men­ta­tion of these tools in ev­ery­day tasks and pro­cesses. This pa­per aims to serve as a ver­i­ta­ble guide for other in­sti­tu­tions also seek­ing to im­ple­ment sim­i­lar col­lab­o­ra­tive strate­gies.

The main thrust in the pro­mo­tion of the use of these tools is to pro­vide a cen­tral plat­form wherein users from dif­fer­ent lo­ca­tions can meet in one place to work and in­no­vate to­gether. Key­words: on­line doc­u­ment col­lab­o­ra­tion tools; uni­fied com­mu­ni­ca­tions and col­lab­o­ra­tion (UCC); col­lab­o­ra­tive work man­age­ment soft­ware and tools; Google prod­ucts; Web-based col­lab­o­ra­tion

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