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E-book Workflows: The Ongoing Challenges of Managing Materials and Improving Discoverability

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June 17, 2015
NISO Virtual Conference: The Eternal To-Do List: Making Ebooks work in Libraries
E-book Workflows: The Ongoing Challenges of Managing Materials and Improving Discoverability
Molly Beisler, MA, MLS, Head, Discovery Services, Mathewson-IGT Knowledge Center, University of Nevada

Published in: Education
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E-book Workflows: The Ongoing Challenges of Managing Materials and Improving Discoverability

  1. 1. E-Books Workflows The Ongoing Challenges of Managing Materials and Improving Discoverability Molly Beisler Head, Discovery Services University of Nevada, Reno MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  2. 2. Summary • What has been happening in the academic e-book environment over the past 10 years • Workflow and organizational change in UNR’s Technical Services • New (and ongoing) challenges MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  3. 3. Technical Services ca. 2005 MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Technical Services Acquisitions Serials Cataloging
  4. 4. Workflow MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Acquisitions • Ordering • Activation Cataloging • Catalog titles • Add URLs in 856 field in MARC record
  5. 5. Technical Services ca. 2008 MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Technical Services Acquisitions E-Resources & Serials Metadata & Cataloging
  6. 6. Workflow MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Acquisitions • Ordering ERS • License management • Activation • Receipt of files for batch loading MCD • Batch loading of titles into catalog • Maintenance of records • Merging duplicates • Fixing problem URLs
  7. 7. MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Photo by Bob Semk, CC BY-NC-ND
  8. 8. Challenges MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno • Interdepartmental communication • Need for evaluation prior to acquisition • How to handle licenses for monographs? • How to handle changes to packages/platforms? • How to track owned vs. leased titles? • How to handle DDA? • What impact will discovery service have?
  9. 9. Major changes needed • Librarian coordinating access & discovery • Shift ILS from single to separate record approach • New ILS coding/tracking for DDA e-books • Expanded use of ERM: for e-book packages, more detail in license records • Automated workflow (using SharePoint) MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  10. 10. Technical Services ca. 2012 MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Knowledge Access Management Services (KAMS) E-Resources & Acquisitions Services Knowledge Access & Discovery Librarian Metadata & Cataloging Design & Discovery Team
  11. 11. SharePoint workflow: 3 paths 1. Database subscription or standing order • E-resources staff (ERS): full process, from ordering through activation and testing access 2. One-time purchase, no annual fees • Acquisition staff up through activation • Ordered through YBP, with licenses on file • ERS: activation and testing access 3. One-time purchase, with annual fees • Acquisitions staff up through activation • ERS: recurring fees & license, then activation and testing access MCD staff load MARC records and maintain links ERS monitors changes to subscriptions and notifies MCD
  12. 12. Data Gathered in SharePoint Worksheet • Name of requestor • Date • E-book/package title • E-book type • Order type (one-time, subscription, etc.) • Annual access fee? • Price • Publisher name • Vendor contact information • Review by … • Approved by … • Order status • Order instructions • Order record number • License data: required or not, new, addendum, etc.; date signed; record created in ILS • Access start date • Title list • Trial information • MARC record details: availability and quality review • Comments MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  13. 13. Technical Services 2014 MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Knowledge Access Management Services (KAMS) E-Resources & Acquisitions Services Metadata & Cataloging Discovery Services
  14. 14. Workflow: New things to accommodate MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno • Worksheet in SharePoint grows from 36 to 52 fields – When is it too much …? • How to handle and communicate fluctuation in e-book holdings? • Managing E-books in discovery service: Choosing where and how users will find books
  15. 15. Impact of Discovery Service on E-book Use MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno Online Views Downloads Fall 2014 (only accessible through Databases A-Z list) 448 31 Spring 2015 (records in Summon but not in catalog) 8286 536 Over 1800% increase Over 1700% increase
  16. 16. The Future • Workflow solutions from vendors, with next- generation ILS systems? • Will products from different vendors continue to work effectively together? • Will discovery services become the solution, with no more ebook records in catalogs? MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  17. 17. Advice • Automate what you can (but double-check what’s happening) • Use your ERM to its full potential (or get an ERM if your library doesn’t have one) • Be flexible! MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno
  18. 18. Questions? Contact: Molly Beisler abeisler@unr.edu Resources: Beisler, Amalia, and Lisa Kurt. "E-Book Workflow from Inquiry to Access: Facing the Challenges to Implementing e-Book Access at the University of Nevada, Reno." Collaborative Librarianship 4.3 (2012): 96. Beisler, Amalia, and Katherine Dirk. "Changing from Single to Separate Records: A Case Study from the University of Nevada, Reno." Serials Review 41.1 (2015): 8-14 UNR E-book LibGuide: http://guides.library.unr.edu/e-books MATHEWSON-IGT KNOWLEDGE CENTER University of Nevada, Reno

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