OCLC Update Myrtle Myers Management Systems [email_address]

Agenda WorldCat Collection Analysis - ILL Analysis Making the Most of Deflection Options OCLC Delivery Services Update

WorldCat Collection Analysis - ILL Analysis

Making the Most of Deflection Options

OCLC Delivery Services Update

WorldCat Collection Analysis ILL Analysis: Making more informed collection development decisions

WorldCat Collection Analysis Enables libraries to: Analyze collection by age, subject and format Compare collection to other OCLC member libraries Based on OCLC Conspectus Supports LC, Dewey, & NLM classification systems Provides reports: Online access via FirstSearch Data always available & refreshed quarterly Title-level information from WorldCat Tab-delimited and exportable

Enables libraries to:

Analyze collection by age, subject and format

Compare collection to other OCLC member libraries

Based on OCLC Conspectus

Supports LC, Dewey, & NLM classification systems

Provides reports:

Online access via FirstSearch

Data always available & refreshed quarterly

Title-level information from WorldCat

Tab-delimited and exportable

Reports for individual libraries Compare collection to authoritative lists (Booklist, Outstanding Academic Titles, etc.) Compare to predefined groups (Top 10 Liberal Arts Colleges, Google Nine, etc.) Analyze Circulation usage statistics & trends Analyze ILL usage statistics & trends

Compare collection to authoritative lists (Booklist, Outstanding Academic Titles, etc.)

Compare to predefined groups (Top 10 Liberal Arts Colleges, Google Nine, etc.)

Analyze Circulation usage statistics & trends

Analyze ILL usage statistics & trends

ILL Analysis Offers libraries a broader understanding of how their collection is being used. Available for individual subscribers who use WorldCat Resource Sharing. “ Turn-key” feature – can be added through the Admin Module of FirstSearch.

Offers libraries a broader understanding of how their collection is being used.

Available for individual subscribers who use WorldCat Resource Sharing.

“ Turn-key” feature – can be added through the Admin Module of FirstSearch.

Data to Analyze Screen

Borrowing Analysis – Request Date

Borrowing Analysis – Request Date Row Graph

Borrowing Analysis – Request Frequency

Borrowing Analysis – Request Cost

Navigation Options

Lending Analysis – Request Date

Analyze what your library borrows— items that supplement your collection

WorldCat Collection Analysis – Data to Analyze

Borrowing Analysis – Request Date

Borrowing Analysis – Limit Analysis Request Date

Borrowing Analysis – Limit Analysis Request Date

Borrowing Analysis – Request Date Limits applied

Borrowing Analysis – Title List

Borrowing Analysis – Export of Title level data

Compare borrowing requests over time to identify acquisition priorities

Borrowing Analysis – Request Frequency

Borrowing Analysis - Limit Analysis Request Frequency

Borrowing Analysis – Request Frequency Limits applied

Best Practices Scenarios Analyze Collection Gaps Highlights techniques you can use to analyze collection gaps and identify areas of relative strength compared to a peer group. Also shows how to share the analysis you create with those responsible for budget development and materials acquisition. Annual Collection Review Illustrates how WorldCat Collection Analysis can be used to make and support informed decisions on which titles to retain, weed, and acquire as a result of an annual collection review. Changing Demographics Demonstrates how to expand your library's collection to better serve a targeted segment of your constituency. The tutorial shows how to determine the strength of your current collection and build a prioritized acquisitions list based on peer comparisons and items frequently borrowed via ILL. Introduction to using Excel® with WorldCat Collection Analysis Provides a brief introduction to some of the more common actions within Microsoft Excel®. You can practice using the exercises as you watch the tutorial or view the tutorial and complete the practice exercises at a later time. Preparing for Digitization Projects Demonstrates how to use WorldCat Collection Analysis to identify unique items in your collection for inclusion in a digitization project. Includes examples of how to export records to create spreadsheets that support your decision-making http://www.oclc.org/support/documentation/collectionanalysis/default.htm

Analyze Collection Gaps Highlights techniques you can use to analyze collection gaps and identify areas of relative strength compared to a peer group. Also shows how to share the analysis you create with those responsible for budget development and materials acquisition.

Annual Collection Review Illustrates how WorldCat Collection Analysis can be used to make and support informed decisions on which titles to retain, weed, and acquire as a result of an annual collection review.

Changing Demographics Demonstrates how to expand your library's collection to better serve a targeted segment of your constituency. The tutorial shows how to determine the strength of your current collection and build a prioritized acquisitions list based on peer comparisons and items frequently borrowed via ILL.

Introduction to using Excel® with WorldCat Collection Analysis Provides a brief introduction to some of the more common actions within Microsoft Excel®. You can practice using the exercises as you watch the tutorial or view the tutorial and complete the practice exercises at a later time.

Preparing for Digitization Projects Demonstrates how to use WorldCat Collection Analysis to identify unique items in your collection for inclusion in a digitization project. Includes examples of how to export records to create spreadsheets that support your decision-making

For more information Success stories http://www.oclc.org/collectionanalysis/success/ Documentation on the OCLC Web site includes a User Guide, demonstrations, the conspectus, FAQs and more http://www.oclc.org/collectionanalysis/ Join the Collection Analysis discussion list https://www3.oclc.org/app/listserv/

Success stories

http://www.oclc.org/collectionanalysis/success/

Documentation on the OCLC Web site includes a User Guide, demonstrations, the conspectus, FAQs and more

http://www.oclc.org/collectionanalysis/

Join the Collection Analysis discussion list

https://www3.oclc.org/app/listserv/

Questions?

Questions?

WorldCat Resource Sharing Making the most of deflection

Deflection Options Non-supplier Nothing loaned or copied Policy level deflection Level (on/off/review indicator) Deflection Profile Format OCLC Group Maximum Cost Age of Material

Non-supplier

Nothing loaned or copied

Policy level deflection

Level (on/off/review indicator)

Deflection Profile

Format

OCLC Group

Maximum Cost

Age of Material

Deflection Options (cont.) Lending & Reproduction Policies in Local Holdings Records Title level policies Overrides any PD deflection settings

Lending & Reproduction Policies in Local Holdings Records

Title level policies

Overrides any PD deflection settings

Levels of Deflection Supplier Status Moves to next lender No LHR Bytes Set Policies Deflection Set Follows rules set in LHR Yes Follows rules set in PD Yes Request goes to lender

Example – Special Collection Special Collection that cannot be used for lending Consulted with: Head of Special Collections Individual curators Created Local Holdings Records 008/byte 20 – Will not lend 008/byte 21 – Will not reproduce Result Fill rate is up to 56% from 49%

Special Collection that cannot be used for lending

Consulted with:

Head of Special Collections

Individual curators

Created Local Holdings Records

008/byte 20 – Will not lend

008/byte 21 – Will not reproduce

Result

Fill rate is up to 56% from 49%

Example – eSerials Goal Be able to show patrons what e-journals are available Not get ILL requests from e-journals that they don’t have the rights to use for interlibrary loan Fill requests for titles they do have the rights to use for interlibrary loan

Goal

Be able to show patrons what e-journals are available

Not get ILL requests from e-journals that they don’t have the rights to use for interlibrary loan

Fill requests for titles they do have the rights to use for interlibrary loan

Example – eSerials Approach Set holdings on E-journals using the OCLC eSerials Holdings service http://www.oclc.org/us/en/eserialsholdings/overview/default.htm Policy Level deflection Create LHRs for those titles that can be used for interlibrary loan 008/byte 20 – Will not lend 008/byte 21 – Will not reproduce

Approach

Set holdings on E-journals using the OCLC eSerials Holdings service

http://www.oclc.org/us/en/eserialsholdings/overview/default.htm

Policy Level deflection

Create LHRs for those titles that can be used for interlibrary loan

008/byte 20 – Will not lend

008/byte 21 – Will not reproduce

General Deflection Statistics 1.2 million deflections Estimate approx 40% are LHR-related deflections 1,500 institutions have set deflection policies 2,200 deflection policies

1.2 million deflections

Estimate approx 40% are LHR-related deflections

1,500 institutions have set deflection policies

2,200 deflection policies

Questions?

Questions?

OCLC Delivery Services Update

Enhancements

Printout Redesign…. Two-per-page printouts (April 2008) Contacted users again for feedback on re-redesign 13 out of 20 librarians responded They want all the information on separate lines Want the following fields to always appear Call number Shipped date Lending charges Returned date

Two-per-page printouts (April 2008)

Contacted users again for feedback on re-redesign

13 out of 20 librarians responded They want all the information on separate lines

Want the following fields to always appear

Call number

Shipped date

Lending charges

Returned date

Lender Responses (July 2008) – Reasons for No Added Branch policy problem Renamed Lacking / Volume Issue (Old version: Lacking) Not on shelf / Missing (Old version: Not on shelf) Technical Processing (Old version: In process)

Added

Branch policy problem

Renamed

Lacking / Volume Issue (Old version: Lacking)

Not on shelf / Missing (Old version: Not on shelf)

Technical Processing (Old version: In process)

Lender Responses (July 2008) – Reasons for No Retired Charges Locations not found On reserve (now use: In use / on loan) On hold (now use: In use / on loan) Lost (now use: Not on shelf / Missing) Not found as cited (moved to Conditional response) Lacks copyright compliance (moved to Conditional response)

Retired

Charges

Locations not found

On reserve (now use: In use / on loan)

On hold (now use: In use / on loan)

Lost (now use: Not on shelf / Missing)

Not found as cited (moved to Conditional response)

Lacks copyright compliance (moved to Conditional response)

Lender Responses (July 2008) – System Supplied Conditional Notes Moved from Reason for No Not found as cited Lacks copyright compliance New Duplicate request? Borrower concerns / please contact lender

Moved from Reason for No

Not found as cited

Lacks copyright compliance

New

Duplicate request?

Borrower concerns / please contact lender

System Supplied Library Defined

ILLiad … coming soon OCLC is releasing a new Web service to Atlas Systems (target July 2008) Will include: New reasons for no Detailed Local Holdings information Atlas will either release version 7.4 with new web service or release with 8.0 (due late 2008)

OCLC is releasing a new Web service to Atlas Systems (target July 2008)

Will include:

New reasons for no

Detailed Local Holdings information

Atlas will either release version 7.4 with new web service or release with 8.0 (due late 2008)

Initiatives

Going Green!

Initiative : Going Green/Saving Resources What does it cost to: Maintain a single piece of paper for 1 year: $20.11 Each time a document is lost it costs $120 to retrieve it 3% of all documents are misfiled Each filing cabinet costs approx $1000/yr to maintain According to The International Records Management Trust (1995) has made some interesting estimates: and Weiss (Weiss, M.J. (1994, November). The paperless office, Journal of Accountancy. pp. 73-76. 1994)

What does it cost to:

Maintain a single piece of paper for 1 year: $20.11

Each time a document is lost it costs $120 to retrieve it

3% of all documents are misfiled

Each filing cabinet costs approx $1000/yr to maintain

According to The International Records Management Trust (1995) has made some

interesting estimates: and Weiss (Weiss, M.J. (1994, November). The paperless office,

Journal of Accountancy. pp. 73-76. 1994)

Initiative : Going Green/Saving Resources New Categories for Users (Summer 2009) Items would stay in these categories for the life of the request, no need to maintain paper copy of the request Add a SHIPPED category Adding a RECEIVED category

New Categories for Users (Summer 2009)

Items would stay in these categories for the life of the request, no need to maintain paper copy of the request

Add a SHIPPED category

Adding a RECEIVED category

Initiative : Going Green/Saving Resources Tracking (Summer 2009) UPS, DHL, FedEx, USPS Implement APIs in WCRS, web services, VDX Re-implement “will supply” category With barcode reader to enter tracking number in and move to SHIPPED

Tracking (Summer 2009)

UPS, DHL, FedEx, USPS

Implement APIs in WCRS, web services, VDX

Re-implement “will supply” category

With barcode reader to enter tracking number in and move to SHIPPED

Initiative: Buy It / Document Supplier Deflection (Summer 2009) Based on local holdings, the lender that has up-to-date local holdings can elect to not receive requests for which they do not hold the item Reasons for no: Deflection (Summer 2009) Lenders want the ability to set what the reason for no is in the case that multiple reasons apply, for a specific policy

Deflection (Summer 2009)

Based on local holdings, the lender that has up-to-date local holdings can elect to not receive requests for which they do not hold the item

Reasons for no: Deflection (Summer 2009)

Lenders want the ability to set what the reason for no is in the case that multiple reasons apply, for a specific policy

Initiative: Buy It / Document Supplier Auto-trigger RECEIVED after XX days (Summer 2009) This would be a solution for IFM on SHIPPED/UNDO SHIPPED/NOT RECEIVED This would help our lenders receive IFM payment accurately, not forcing libraries to invoice one another

Auto-trigger RECEIVED after XX days (Summer 2009)

This would be a solution for IFM on SHIPPED/UNDO SHIPPED/NOT RECEIVED

This would help our lenders receive IFM payment accurately, not forcing libraries to invoice one another

WorldCat Direct Pilot

New WorldCat Direct Pilot Embarking on related pilot where a book supplier ships books to library user’s home location when requested through ILL Supplier sends materials to user’s home Fee charged to library Return envelope included User has option to purchase item

Embarking on related pilot where a book supplier ships books to library user’s home location when requested through ILL

Supplier sends materials to user’s home

Fee charged to library

Return envelope included

User has option to purchase item

WorldCat Direct Pilot Improved service to library users 30-day loan period Home delivered Improved process for ILL staff Reduced staff time No need to receive materials No need to return materials Reduced total ILL cost

Improved service to library users

30-day loan period

Home delivered

Improved process for ILL staff

Reduced staff time

No need to receive materials

No need to return materials

Reduced total ILL cost

Participation Requirements Review, sign and return WorldCat Direct participation agreement to OCLC Agree to use IFM for all home-delivered transactions Agree to consider using pilot book supplier when WorldCat indicates ownership Agree to provide feedback David Millikin [email_address] 614-764-6078

Review, sign and return WorldCat Direct participation agreement to OCLC

Agree to use IFM for all home-delivered transactions

Agree to consider using pilot book supplier when WorldCat indicates ownership

Agree to provide feedback

David Millikin

[email_address]

614-764-6078

Questions?

Questions?

Contacts Myrtle Myers Management Systems [email_address] Christa Starck Delivery Services [email_address]

Myrtle Myers

Management Systems

[email_address]

Christa Starck

Delivery Services

[email_address]