You Have a DDA E-book
Plan, Now How Do You Manage
It?
Sadie Williams Director of Product Marketing, Workflow Solutions, Pr...
EBL & Demand-driven Acquisitions

2004
EBL
founded &
DDA model
launched

2005
Swinburne
launches first
DDA
program

2010
O...
EBL and ebrary Integration

Unparalleled
Platform
Ebook Solutions for Consortia

Multiple models
Multiplier Model

LIBRARY

Limited Loan

30 live programs in North
America
...
Auto-weedi
ng & Profile
adjustment
Real-time
Reports

Customized
Profiling

Electronic
Ordering &
Invoicing

Deduplication...
Autoweeding &
Profile
adjustment
Real-time
Reports

Customized
Profiling

Electronic
Ordering &
Invoicing

Deduplication

...
Autoweeding &
Profile
adjustment
Real-time
Reports

Customized
Profiling

Electronic
Ordering &
Invoicing

Deduplication

...
Autoweeding &
Profile
adjustment
Real-time
Reports

Customized
Profiling

Electronic
Ordering &
Invoicing

Deduplication

...
Auto-weedi
ng & Profile
adjustment
Real-time
Reports

Customized
Profiling

Deduplication

Electronic
Invoicing

Auto set ...
Sara Finch
MA, MLIS
Senior Information Developer, OCLC
finchs@oclc.org

The world’s libraries. Connected.
WorldShare Metadata Collection Manager
• Your users get better access
• Your staff gains time for other priorities
• You s...
WorldShare Metadata Collection Manager
including WorldCat knowledge base functionality

allows you to add and maintain inf...
Set up

The service is included in your full OCLC Cataloging subscription.

Complete the set up one time and your provider...
…set up

DDA Collections in the WorldShare interface
When OCLC loads the feed from your provider in your library’s WorldSh...
…set up

3. Configure your relevant settings as desired
• Maintain WorldCat holdings
• Enter proxy information and provide...
…set up
3. If you need records, enable and customize your MARC records. Choose to
receive emailed reports.

Set up is comp...
Common Record Customizations

Add a tag/subfield for collection notes

Add a subfield and free text to your 856

MARC Reco...
How your provider and OCLC automate the process

EBL sends OCLC a
weekly feed

OCLC loads the
updated feed

Links are

aut...
Thank you!

OCLC began loading library-specific DDA holdings in 2012. OCLC released WorldShare
Metadata Collection Manager...
• Private military college
• 2300 on-campus
undergraduates
(cadets and civilians)
• 1200 students enrolled in College of G...
Why ebook DDA?
• Research needs of distance students could not
be met through ILL
• Limited shelf space for physical mater...
Why EBL?
• Met functional requirements:
– Unlimited simultaneous access
– Downloading for offline use
– Separate invoicing...
Setting holdings in WorldCat
knowledge base

• EBL sends customized collection data to OCLC
weekly
• No MARC record loadin...
Discovery and access
via WorldCat Local
Usage, costs: the first two years
FY13
FY12

• 3730 loans

• 2696 loans

• 97 purchased titles

• 56 purchased titles

• 1...
How do we put the brakes on?

Union Pacific 844, Painted Rocks, NV, 2009/Drew Jacksich http://commons.wikimedia.org/wiki/F...
EBL profile and settings
• Settings changes:
– Increase auto-purchase trigger from third to
fourth short term loan
– Remov...
Going forward
• Regular deduping against subscription ebook
collections
• Continue monitoring usage monthly
• Make further...
What is the Virtual Library of Virginia
(VIVA)?
• 73 academic libraries (39 public, 33 private,
Library of Virginia), incl...
www.vivalib.org

V
Challenges with Consortial DDA
• Not all publishers want to participate.
• It is difficult to convey the subtleties of DDA...
DDA within VIVA: The Budget
• The 39 public schools are participating
through central funding, starting with
$100,000 for ...
DDA within VIVA: The Profile
• Publishers: Wiley, Oxford University
Press, McGraw-Hill UK, Jossey-Bass, Sage
• STEM-H book...
DDA within VIVA: Record
Management
• Why manage a consortial program through
WCKB? It enables:
– Delivery of customized MA...
DDA within VIVA: Record
Management
• EBL sends OCLC new records for our plan each
week.
• Two collections in the WorldCat ...
DDA within VIVA: Record Management
• The collections are then “shared” with the
VIVA libraries.

The Virtual Library of Vi...
General Challenges
• Requesting access to WorldShare, general and
collection level settings, and record retrieval
via FTP ...
Status of Usage and Records
(As of 10/21/13)
50
45
40
35
30
25
20
15
10

5
0
Institutions with Usage

Institutions that Ha...
Record Management Challenges
• Puzzling out New vs. Update vs. Delete
• To Help: You can adjust, to some extent, what
coun...
Questions?
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You Have a DDA E-book Plan, Now How Do You Manage It?: Streamlining Individual and Consortial DDA Program Management using the WorldCat Knowledge Base and EBL - Ebook Library Profiling

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Anne Elguindi (speaker), John Holm (speaker), Sadie Williams (speaker), Sara Finch (speaker)

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  • Hello, my name is Sadie Williams. Thanks for having me today. I’m going to be quick so we have time to get into some of the details of Norwich and VIVA workflows. I’d like to start by giving a quick over view of EBL and our what you might call love affair, with demand driven acquisition. Specifically I’m going to talk about pointsthat touch aspects of the rest of our group presentation.EBL was founded in 2004 and starting with our launch we built our platform at the same time we developed our DDA model This model included short-term loans, flexible number of short-term loans before purchase, full text download and much of the functionality you see across ebook aggregators for DDA. The fundamentals of our model has not changed, but over time we’ve added quite a bit of workflow support some of which I will talk to you about today.In 2005 our first DDA program went live at Swinburne university of Technology in Australia. If you are interested in hearing their extensive experience with DDA and ebooks – a history with DDAmuch longer than we’ve seen in the US and a window into the future of DDA here in N. America, Tony Davies will be presenting the Swinburne experience on Friday. Jump 5 years later, and we launched our first shared-access consortia model with Orbis cascade which led to the development of the program with VIVA. Additionally Orbis Cascade was the first customer to go live with the OCLC workflow we are discussing today.Just recently, we were acquired by proquest and have begun work with ebrary on the development of a new platform that will build on the history of EBL and ebrary.
  • I’m not here to talk about the platform integration, but I do want to quickly mention that as we bring the two platforms together you’ll see the power ofebrary content paired with flexible DDA tools, access models and consortia support of EBL. If you are curious about more information on the integration there is an interview with our VP of product development that discusses where we are and next steps.
  • Anne is going to be speaking to you about the VIVA experience. We have 30 programs that are live in N. America and no consortial program is quite the same. We have multiple models - I’ve listed a few here. I’m not going to go into detail on any of these models but I just want to point out that our approach is to offer choice of a model that suits the consortium need. We also offer consortium-level and library level reporting and significant workflow support.
  • Because EBL has had such a long history with DDA and our platform has been developed for DDA from the start we have smart workflow support for DDA. This slide shows some of the unique features we offer for DDA supportI’m going to briefly review the two features the rest of our panel will be discussing today.1.) Our profiling and auto-weeding feature2.) the setting and removing of automatic holdings.
  • EBL offers a comprehensive profiling system to support DDA. You can create a profile based on subject, publisher, pub date price as well as build a keyword rule into your profile. These filters can interact to create a detailed profile and sub profiles.The profile can generate records to add to your profile on a regular basis (daily, weekly, bi-weekly, monthly). Records are added to your opac or discovery layer and as they are used you build spend. As you add more and more records over time, the rate at which you spend increases because more records = more use = more spendOver time you need to consider how you will control your spending so that it is the same or grows minimally year over year. How do libraries go about controlling spending?
  • There are a number of options for controlling spending, but removing non-owned records over time is a natural way to control.Many libraries now do this manually. But rather than schedule a manual process to remove old records each year by reviewing usage reports, identifying the records and running a batch process to remove records, we’ve devised a smarter way of weeding that helps you automatically identify which records to remove.Records can be removed based on how old they are in combination with the profile features such as subject and non-subject parameters. For example, maybe you want to remove computer science titles after 2 years that haven’t been used but you want to retain literature titles because they are more likely to get used much later.
  • The problem with removing records is that you want to retain those that have been used in some way. If a patron has come to your catalog and viewed a record, they may want to come back to that record. So you need to knowHas the record been viewed by the patron?Has therecord had a short-term loan?In the profiling system you have the opportunity to specify this, and again, can specify based on subject and other profiling features. You could specify that you want to remove records that haven’t had a short term loan for longer than 4 years or haven’t been browsed (use within 5 minutes) for 2 years. You can tailor this to your specific profile needs.
  • The second feature I’d like to discuss is the auto setting and removing of holdings. We first started this process with OCLC. Essentially, rather than load cataloging records into your ILS, we send your holding feed based on your DDA profile directly to OCLC. Sara will be discussing this in detail.I would like to mention that we now offer this service with both Summon and ExLibris although the functionality is different from system to system.
  • You Have a DDA E-book Plan, Now How Do You Manage It?: Streamlining Individual and Consortial DDA Program Management using the WorldCat Knowledge Base and EBL - Ebook Library Profiling

    1. 1. You Have a DDA E-book Plan, Now How Do You Manage It? Sadie Williams Director of Product Marketing, Workflow Solutions, ProQuest Sara Finch Senior Information Developer, OCLC John Holm Electronic Resources Librarian, Norwich University Anne C. Elguindi Deputy Director, VIVA
    2. 2. EBL & Demand-driven Acquisitions 2004 EBL founded & DDA model launched 2005 Swinburne launches first DDA program 2010 Orbis Cascade first sharedaccess consortium DDA 2013 Acquired by ProQuest – Begin development of new platform
    3. 3. EBL and ebrary Integration Unparalleled Platform
    4. 4. Ebook Solutions for Consortia Multiple models Multiplier Model LIBRARY Limited Loan 30 live programs in North America Consortium & library level reporting LIBRARY Easy DDA CONSORTIUM Consortium workflow support LIBRARY LIBRARY Act Collectively Spend Separately
    5. 5. Auto-weedi ng & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing Deduplication Auto set & remove holdings Budget & Fund Code Tools EBL DDA Workflow Management Tools
    6. 6. Autoweeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing Deduplication Auto set & remove holdings Budget & Fund Code Tools EBL DDA profiles built on LCSH, publisher, keyword, price, etc.
    7. 7. Autoweeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing Deduplication Auto set & remove holdings Budget & Fund Code Tools Auto-remove titles outside a moving date window
    8. 8. Autoweeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing Deduplication Auto set & remove holdings Budget & Fund Code Tools Retain records that have been touched by patron to preserve catalog experience
    9. 9. Auto-weedi ng & Profile adjustment Real-time Reports Customized Profiling Deduplication Electronic Invoicing Auto set & remove holdings Budget & Fund Code Tools
    10. 10. Sara Finch MA, MLIS Senior Information Developer, OCLC finchs@oclc.org The world’s libraries. Connected.
    11. 11. WorldShare Metadata Collection Manager • Your users get better access • Your staff gains time for other priorities • You see improved return on investment Streamlined workflows!! The world’s libraries. Connected.
    12. 12. WorldShare Metadata Collection Manager including WorldCat knowledge base functionality allows you to add and maintain information about your e-resource collections and your proxy settings. Once your collections are represented, you have options! Links are automatically maintained Updated MARC records are output, reports are available Shared collections are synchronized (consortia) WorldCat holdings are maintained The world’s libraries. Connected.
    13. 13. Set up The service is included in your full OCLC Cataloging subscription. Complete the set up one time and your provider and OCLC will automate the rest: 1. Complete the brief request form 2. OCLC Order Services will send you the account information you’ll need to: • Log into the WorldShare interface • FTP to access the server to get your MARC records The world’s libraries. Connected.
    14. 14. …set up DDA Collections in the WorldShare interface When OCLC loads the feed from your provider in your library’s WorldShare interface, we will separate your DDA available titles and your purchased titles so you can better track your purchases and make choices in your settings based on whether or not you own a title. The world’s libraries. Connected.
    15. 15. …set up 3. Configure your relevant settings as desired • Maintain WorldCat holdings • Enter proxy information and provider-specific ID The world’s libraries. Connected.
    16. 16. …set up 3. If you need records, enable and customize your MARC records. Choose to receive emailed reports. Set up is complete! The world’s libraries. Connected.
    17. 17. Common Record Customizations Add a tag/subfield for collection notes Add a subfield and free text to your 856 MARC Record after processing: =856 40$uhttp://providerid.eblib.com/patron/FullRecord.aspx?p=123456$zClick for resource The world’s libraries. Connected.
    18. 18. How your provider and OCLC automate the process EBL sends OCLC a weekly feed OCLC loads the updated feed Links are automatically maintained Updated MARC records are output, reports are available Shared collections are synchronized (consortia) WorldCat holdings are maintained The world’s libraries. Connected. Your patron finds and accesses an eBook
    19. 19. Thank you! OCLC began loading library-specific DDA holdings in 2012. OCLC released WorldShare Metadata Collection Manager in August 2012, which supports the output of MARC records based on knowledge base collections and more. We currently get feeds from EBL and ebrary... For more information on options for DDA, see: http://www.oclc.org/content/dam/support/knowledge-base/oclc_dda.pdf Sara Finch, finchs@oclc.org The world’s libraries. Connected.
    20. 20. • Private military college • 2300 on-campus undergraduates (cadets and civilians) • 1200 students enrolled in College of Graduate and Continuing Studies (fully online) • 8 librarians, 9 support staff members
    21. 21. Why ebook DDA? • Research needs of distance students could not be met through ILL • Limited shelf space for physical materials • Limited acquisitions and collection development staff • High cost per use for physical monographs
    22. 22. Why EBL? • Met functional requirements: – Unlimited simultaneous access – Downloading for offline use – Separate invoicing for different user groups • Flexible profiling options • Intuitive patron-facing interface
    23. 23. Setting holdings in WorldCat knowledge base • EBL sends customized collection data to OCLC weekly • No MARC record loading!
    24. 24. Discovery and access via WorldCat Local
    25. 25. Usage, costs: the first two years FY13 FY12 • 3730 loans • 2696 loans • 97 purchased titles • 56 purchased titles • 17.6% of e-resource budget • 15% of e-resource budget
    26. 26. How do we put the brakes on? Union Pacific 844, Painted Rocks, NV, 2009/Drew Jacksich http://commons.wikimedia.org/wiki/File%3AUnion_Pacific_844%2C_Painted_Rocks%2C_NV%2C_2009_(crop).jpg
    27. 27. EBL profile and settings • Settings changes: – Increase auto-purchase trigger from third to fourth short term loan – Remove Download button from Ebook Details page • Profile changes: – Lower price cap for visible titles from $350 to $200 – Set 48 month “moving window” to expose only recently published titles – Restrict “Textbook” lending (3 simultaneous users)
    28. 28. Going forward • Regular deduping against subscription ebook collections • Continue monitoring usage monthly • Make further adjustments to profile as needed
    29. 29. What is the Virtual Library of Virginia (VIVA)? • 73 academic libraries (39 public, 33 private, Library of Virginia), including doctorals, four years, two years, and specialized institutions. • Central funding provided by the Commonwealth of Virginia, additional costsharing by members. • Grounded in the coordinated collection development of online resources and an extensive resource sharing program. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    30. 30. www.vivalib.org V
    31. 31. Challenges with Consortial DDA • Not all publishers want to participate. • It is difficult to convey the subtleties of DDA to a wide population. • Record management issues are amplified. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    32. 32. DDA within VIVA: The Budget • The 39 public schools are participating through central funding, starting with $100,000 for the pilot. • 12 private institutions opted in to the program with an additional shared $22,500. • The project started in late May 2013, and, as of 10/30/13, $46,350 had been spent, 1,806 Short Terms Loans had been made, and 16 books had been purchased. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    33. 33. DDA within VIVA: The Profile • Publishers: Wiley, Oxford University Press, McGraw-Hill UK, Jossey-Bass, Sage • STEM-H books only, based on call numbers • $250 list price and under • Published 1/1/2012 or after • English language only The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    34. 34. DDA within VIVA: Record Management • Why manage a consortial program through WCKB? It enables: – Delivery of customized MARC records to each library. – Setting holdings in WorldCat in a way that takes advantage of central holdings. • Unpurchased books set for CH$ (VIVA’s central OCLC holdings symbol). • Purchased books set for all participating libraries. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    35. 35. DDA within VIVA: Record Management • EBL sends OCLC new records for our plan each week. • Two collections in the WorldCat knowledge base are used to manage the records: one for unpurchased books, and one for purchased books. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    36. 36. DDA within VIVA: Record Management • The collections are then “shared” with the VIVA libraries. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    37. 37. General Challenges • Requesting access to WorldShare, general and collection level settings, and record retrieval via FTP were new to many libraries. • To Help: We created detailed documentation in collaboration with OCLC and EBL that libraries can use to provide access to the DDA e-books. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    38. 38. Status of Usage and Records (As of 10/21/13) 50 45 40 35 30 25 20 15 10 5 0 Institutions with Usage Institutions that Have Loaded Records but Have No Usage Institutions that Have Not Loaded Records Yet The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    39. 39. Record Management Challenges • Puzzling out New vs. Update vs. Delete • To Help: You can adjust, to some extent, what counts as an ‘Update’ for your record workflow. The Virtual Library of Virginia The consortium of the nonprofit academic libraries within the Commonwealth of Virginia
    40. 40. Questions?

    ×