HKUST Library Collections
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Records of the Library
an inventory of Record Group 6.11
Collection Summary |
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| Title: | Records of the Library, |
| Dates: | 1990- |
| Origination: | Hong Kong University of Science and Technology. Library |
| Abstract: | The records consist of reports, minutes, memorandums, correspondences, and publications, documenting the establishment and development of the University Library. |
| Quantity: | 23.46 linear feet of textual materials |
| Identification: | rg6.11 |
Administrative History
The University Library is an integral component of the academic programs, supporting the University's teaching and research in science, engineering, business and management, humanities and social sciences. During the forming stage of the University in 1990, Mrs. Min-min Chang was appointed as the Director of the Library. She was succeeded by Dr. Samson Soong in 2003.
The University Library opened in 1991 with a collection of approximately 110,000 books, periodicals, and non-print materials. It took an initiative to work with the Innovative Interfaces Inc. to develop a bilingual online catalog which can search and display both English and Chinese bibliographic data.
The Library occupied four levels with 8,000 square meters of floor space and 800 seats in 1992. The fifth level was available in 1994 and brought the total space to 10,550 square meters. As of 2005, the Library's book, periodical, microform, and media collections total exceed 600,000 volumes, plus subscription of 24,000 titles of electronic resources.
There are several departments in the Library, with distinct functions. The Acquisitions Department works closely with Collection Development Librarian to oversee the selection of materials. The Reference Department is responsible for handling general reference enquiries, staffing the Information and Reference counters, library orientation, bibliographic instructions, general library tours, and collection development. Cataloging staff provide access to all libraries resources through accurate and complete bibliographic records. Access Services staff ensure the smooth circulation and maintenance of all library materials. The University Archives was established in September 1996 as per the President's request to collect university's records documenting the history of the institution.
Provenance Note
The records described were transferred from the Library.
Scope and Contents
The records consist of reports, agendas, minutes, memorandums, correspondences, statistics reports, and publications dated from 1990.
The records, organized into the following six series, document the establishment of the University Library, including development of the collection and the electronic environment, space allocation and staff recruitment. They also provide information relating to planning and formulation of library policies.
Restrictions
Restrictions on Access
Except for pubications and other materials clearly intended for public circulation, these files are closed to public access for at least twenty-five years. Records containing personal data are closed for seventy-five years.
Staff Access
Most of the documents in this record group can be searched and viewed by authorized staff in the Digital University Archives.
Related Material
Other materials relating to development of the Library and library services can be found in the records of the Library Committee of the Senate (RG5 Series 6).
Index Terms
This record group is indexed under the following headings in the HKUST Library Catalog. Researchers wishing to find related materials should search the catalog under these controlled access subject terms.
Organizations:
Topical Terms:
Detailed Description
| Series 1. Reports and Statistics, 1991- | |||||||||||
| 1.75 linear feet | |||||||||||
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Arranged in chronological order. |
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These files consist of annual or semi-annual reports and statistical reports from various departments including Acquisition, Cataloging, Collection Development, Reference, and System, etc. These reports summarize departmental activities and accomplishments. They also contain information relating to administrative issues such as staff recruitment, staff establishment, job specifications, and installation of new facilities and procurement of equipment. |
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Files are subdivided into 3 subseries: |
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| Subseries 1.1 - Library Annual Reports, 1991- | |||||||||||
| Subseries 1.2 - Library Statistics, 1991- | |||||||||||
| Subseries 1.3 - Library Departmental Reports, 1991- | |||||||||||
| Series 2. Records of Committees and Working Groups, 1990- | |||||||||||
| 5.25 linear feet | |||||||||||
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This consists of files of selective committees and working groups of the Library. The series has been organized into 18 subseries within which the records are arranged chronologically. |
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These records include agendas, minutes, correspondence and other materials generated by internal committees and working groups of the Library. These records document the development of the Library, providing information relating to space allocation, service levels, staff recruitment and staff training, collection development, circulation policy, organizational review, planning of seminar and workshops, and staff development programs. In addition, they provide documentation on the progress and changes of the automation environment in the library, design of library webpages, implementation and development of the digital library, and build up of facilities. |
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Files are subdivided into following subseries: |
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| Subseries 2.1 - Records of Library Administrative Committee, 1996- | |||||||||||
| Subseries 2.2 - Records of Department Heads Meetings, 1991-1996 | |||||||||||
| Subseries 2.3 - Records of Access Services Committee, 1997- | |||||||||||
| Subseries 2.4 - Records of Circulation Committee, 1992- | |||||||||||
| Subseries 2.5 - Records of Collection Development Committee, 1990- | |||||||||||
| Subseries 2.6 - Records of Facilities Coordinating Committee, 1993- | |||||||||||
| Subseries 2.7 - Records of Information Services Committee, 1994- | |||||||||||
| Subseries 2.8 - Records of Library Automation Committee, 1991- | |||||||||||
| Subseries 2.9 - Records of Library Staff Committee, 1995- | |||||||||||
| Subseries 2.10 - Records of Acquisitions Working Group, | |||||||||||
| Subseries 2.11 - Records of Archives Working Group, | |||||||||||
| Subseries 2.12 - Records of Cataloging Working Group, 1990- | |||||||||||
| Subseries 2.13 - Records of Serials Working Group, | |||||||||||
| Subseries 2.14 - Records of WWW Structure and Design Group, 1995- | |||||||||||
| Subseries 2.15 - Records of Task Force on Copyrights, | |||||||||||
| Subseries 2.16 - Records of Task Force on Library Handbook, | |||||||||||
| Subseries 2.17 - Records of Task Force on Pinyin Conversion, | |||||||||||
| Subseries 2.18 - Records of Task Force for Processing Procedure, | |||||||||||
| Series 3. Publications and Ephemeral Documents, 1990- | |||||||||||
| 3.5 linear feet | |||||||||||
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Arranged in chronological order. |
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Library publications include newsletters, handbooks and Exhibition Catalog series produced by the Library. These materials provide overview of library services, give updates on library achievements, and provide information about library's rules and regulations, facilities and programs. The first Exhibition Catalog series was published in October 1991. These catalogs provide brief introductions to the backgrounds of artists and their works. Other printed materials include brochures, posters and flyers providing information related to conferences and exhibitions organized by the Library. |
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Files are subdivided into 8 subseries: |
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| Subseries 3.1 - Notes from the Library, 1990- | |||||||||||
| Subseries 3.2 - LIB-INFO, 1995- | |||||||||||
| Subseries 3.3 - LIB-INFO (Librarian's Edition), 1995-2003 | |||||||||||
| Subseries 3.4 - LIB-INFO (Coordinator's Edition), | |||||||||||
| Subseries 3.5 - Library Announcements, | |||||||||||
| Subseries 3.6 - Conference Materials, 1998- | |||||||||||
| Subseries 3.7 - Exhibition Materials, 1992- | |||||||||||
| Subseries 3.8 - Instruction Materials, 1993- | |||||||||||
| Subseries 3.9 - China in European Maps (Special Collections) | |||||||||||
| Subseries 3.10 - Miscellaneous Materials | |||||||||||
| Series 4. Administration Files, 1990- | |||||||||||
| 1.75 linear feet | |||||||||||
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Arranged alphabetically by title or by type of document. |
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Includes records of the academic meeting held at Santa Monica in 1990; records of meeting of Faculty Advisory Committee in 1991; records of meeting with Serco, a consultant oversaw procurement activities during the building up stage; records of Advisory Committee meetings of 1990 to 1994; and a early faculty profile compiled by the Library. These documents contain information on the establishment of the library at the earlier stage, such as staff allocation, staff appointment, physical design, installation of equipment, strategic plan, and selection of hardware and software systems. |
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| Series 5. Photographs and Audio-visual Materials, 1990- | |||||||||||
| 10.9 linear feet | |||||||||||
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Arranged alphabetically by title or by type of document. |
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Includes photographs taking at library activities, such as exhibitions, conference and staff gatherings; and audio-visual materials produced for library orientation. |
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| Series 6. Media/Press Coverage, 1991- | |||||||||||
| 0.29 linear feet | |||||||||||
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Arranged alphabetically by title or by type of document. |
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Includes news clippings and recordings of media programs about the library. |
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