Charleston Conference - Launching an ePreferred Approval Plan


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Launching an ePreferred Approval Plan

Presented on: November 4, 20011
by: Anne-Marie Breaux, YBP Library Services, Nancy Gibbs, Duke University and Aisha Harvey, Duke University

In the fall of 2010, Duke University Libraries launched the YBP ePreferred approval plan to actively increase the library’s eBook collection in support of the library’s current strategic plan Goal 2.1 to “increase access to digital scholarly content in all formats.” After experience with firm ordering eBooks from YBP and a series of changes to the library’s complex approval plan, Duke began adding a variety of scholarly eBooks to the library’s collection using the ePreferred approval plan. The pilot was assessed to determine if building the eBook collection via the approval plan meets the library’s needs. Cost implications, eBook use and feedback from librarians and patrons also played a role in assessing the effectiveness of the pilot. Providing access to these eBooks via the library’s catalog was a key challenge .

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  • Aisha: Just 2 years ago, E-books supplemented our library collections, many duplicated books that we had in print and were mostly subject based collection, an aggregated package negotiated for or inherited. Just two years later we have doubled our E-Book collection, while E-books still do not comprise the majority of the monographic collection over the past year we have increased our e-book holdings two fold. The vast majority of this increase is not from the approval plan but if you compare the collection building methodologies from 2009 and 2011 you will notice that now instead of creating catalog links to e-book package titles, we are now developing our E-Book collection in a way that reflects the title level, publisher level and subject level precision that has characterized our print monograph collections for decades.
  • Aisha
  • A-M
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  • Nancy Basically we turned our complete approval profile into an e approval plan if the following options are present: The book must be available in e format within 8 weeks of when it was profiled by the bibliographers at Yankee. The e plan is in affect for all subjects in the approval profile: that means books in music, biology, art, and public policy. And if the book was available for multiple users we opted for that level of access but if MUPO was not available we accepted SUPO (Single User) in its place. Our plan also allows books to be selected automatically if they cost $150.00 or less. Since this is a relatively new and slightly radical way to run an approval plan we had a fall back position if faculty or staff decided they needed the e book in a print format. And that has happened!
  • A-M
  • A-M – originally this way – now has flipped to SUPO first
  • Nancy
  • Nancy
  • Nancy: Our selectors are grouped by Discipline Groups: this slide shows the various numbers of books coming on the e approval plan by Discipline Group along with some relevant information on numbers and costs by discipline group.
  • Nancy
  • Nancy
  • Nancy: The current workflow doesn’t seem to take advantage of the automation I anticipated but we keep working with all of the providers of parts of the data to make it more seamless and take the human intervention out of the process. Right now we are notified our titles are ready to “ship” to Duke, and have been activated at the platform provider. We pick up our invoices from an ftp site. We load that invoice with MARC bib and order data into our online system. This data also has the correct 856 information and the Get it at Duke icon so it seamlessly loads everything at once into the catalog. Then another staff member activates the titles in our Discovery system and our A-Z list is updated the next day reflecting activation of these new titles. Once every two weeks another staff member creates a spreadsheet of the titles that have “shipped” in the last two weeks and send that out to selectors effectively notifying them of new e books that could possibly also be duplicated in print format if they choose. Those chosen titles are sent to Acquisitions and we order a second copy, in print, for the selector or the faculty member requesting a print copy from a form on our website. Ideally what I would like to see is the Titles shipped and the Activation at the Discovery Services be totally automated without our intervention. And of course I’m hoping that the need to order a print copy to duplicate the print book lessens but that may take some time for acceptance of an only e version by selectors and faculty and will probably never completely disappear but will I believe diminish.
  • Nancy
  • Nancy: This slide shows the print books purchased by selectors and for those few faculty requests; the majority of these books were purchased by selectors that are unhappy with the e platform, worry about reading in an e format, faculty not accepting this format, researchers needing the print copy to do deep research, etc. We have continued to provide the print duplicates this year and this money is from a separate endowment fund for this purpose. But at some point the print copy will come from the selectors normal firm order funds which I believe will lessen the number of duplicate titles. But for the moment we are not ready to abandon print if it is requested.
  • Aisha: Transitions are hard, especially with so much unknown and so little agreed upon. Let’s talk about what we do know: We have less physical space in the library. E-reader hardware is evolving and adoption is growing Remote international campus on the horizon The dominance of e-journals over print journals – the cost of purchasing these items in 2 sometimes 3 format The promise of the E-book is tantalizing…even though there are many things to consider: access, preservation, optimal use in a research setting.
  • Aisha: If implementing the e-preferred plan in your library, have plans to answer the following questions. At Duke the answers to these questions are….
  • Aisha: What do I tell faculty? Our communication strategy was public, avoided library jargon and got to the point.
  • Aisha: Assessment & Engagement: Librarians cannot afford to be passive bystanders as the book evolves. We have a responsibility to learn from researchers and to advocate for them. We cannot afford to wait until the perfect e-book is created, we will be waiting a very long time. In an attempt to create a platform and a vision for e-books the Duke University Libraries has created the E-book Advocacy Model & Statement. The purpose of the advocacy statement is to: 1. exploring the complexity of the research process and how e-books fit within this process 2. Help us to learn from readers about their preferences 3. to advocate to publishers on behalf of researchers' needs
  • Aisha
  • Charleston Conference - Launching an ePreferred Approval Plan

    1. 1. Launching an ePreferred Approval Plan XXXI Charleston Conference – Nov. 4, 2011 Ann-Marie Breaux [email_address] VP, Academic Service Integration , YBP Library Services Nancy J. Gibbs [email_address] Head of Acquisitions, Duke University Libraries Aisha Harvey [email_address] Head of Collection Development, Duke University Libraries
    2. 2. eBook Context at Duke <ul><li>2009 </li></ul><ul><li>289,233 eBooks 9% of the monographic collection Most acquired as a part of packages, consortial deals, or subject based collections </li></ul><ul><li>2011 553,303 eBooks 18% of the monographic collection Acquired through firm orders, approval plans, PDA/DDA, packages, consortial deals and subject based collections </li></ul>Charleston 2011
    3. 3. Background <ul><li>Why we decided to do this </li></ul><ul><li>What we get in print </li></ul><ul><ul><li>From whom </li></ul></ul><ul><ul><li>Review of books received </li></ul></ul><ul><ul><li>Importance of GOBI to TRLN </li></ul></ul><ul><li>Other eBook plans at Duke </li></ul>Charleston 2011
    4. 4. YBP eBook Services <ul><li>Notification slip plans </li></ul><ul><li>eApprovals </li></ul><ul><li>Firm orders </li></ul><ul><li>Demand Driven Acquisitions </li></ul><ul><li>ePackages </li></ul><ul><li>Workflow Support </li></ul>Charleston 2011
    5. 5. Simultaneous Print-eBook Profiling Charleston 2011
    6. 6. Parameters of Duke’s eApproval Plan <ul><li>E is received for US plan </li></ul><ul><ul><li>If profiled within 8 weeks of publication </li></ul></ul><ul><ul><li>Against all parameters in the plan </li></ul></ul><ul><ul><li>ebrary MUPO if available </li></ul></ul><ul><ul><li>Cost limits </li></ul></ul><ul><li>What we did if we had resistance from faculty or staff </li></ul>
    7. 7. YBP ePreferred Setup Work <ul><li>Shuttle subaccount for ePreferred AP decisions </li></ul><ul><li>Which eBook suppliers included and what is the preference hierarchy? </li></ul><ul><li>Same or different fund codes for Print and E? </li></ul><ul><li>Cataloging/eInvoicing services for the eBooks </li></ul>Charleston 2011
    8. 8. Show ePreferred piece of Duke AP Charleston 2011
    9. 9. Overall Costs for Duke University Charleston 2011 Pilot Period: November 2010-August 2011 # Invoiced % Total Cost Avg Cost per Book All Autoships 9381 100% $ 539,727.02 $57.53 Print 7441 79% $ 367,960.90 $49.45 E 1940 21% $ 170,766.12 $88.02
    10. 10. Top 5 LC Classes for eApproval Books Charleston 2011 English Literature 172 Public Policy 114 Economics 105 Religion 101 Sociology 100
    11. 11. eBooks by Discipline Groups Charleston 2011 Discipline % of Total # of Books Avg cost Total cost Social Sciences 38% 731 $82.08 $60,002.10 Humanities 29% 556 $83.97 $46,685.42 IAS 16% 316 $86.59 $27,188.23 Sciences 11% 212 $109.78 $23,274.14 Divinity 5% 101 $92.62 $9,354.33 Interdisciplinary 1% 24 $171.75 $4,121.91
    12. 12. Review of Humanities Titles on eApproval Plan <ul><li>306 of the 548 titles were accessed (56%) </li></ul><ul><li>Top five titles accessed: </li></ul><ul><ul><li>Emergence of the classical style in Greek sculpture (46) </li></ul></ul><ul><ul><li>Nice Girls, Naughty Sex (169) </li></ul></ul><ul><ul><li>Felt: Fluxus Joseph Beuys and the Dalai Lama (181) </li></ul></ul><ul><ul><li>Second Sin: Josephine Baker and the modern surface (342) </li></ul></ul><ul><ul><li>Republicanism Rhetoric and Roman Political Thought (358) </li></ul></ul><ul><li>Top publishers: Continuum, Cambridge UP, Palgrave, McFarland, Routledge </li></ul>Charleston 2011
    13. 13. Review of Science Titles on the eApproval Plan <ul><li>103 of the 191 titles were accessed (54%) </li></ul><ul><li>The top five titles accessed: </li></ul><ul><ul><li>Bayesian Decision Analysis (201) </li></ul></ul><ul><ul><li>Kinetic View of Statistical Physics (209) </li></ul></ul><ul><ul><li>Intermolecular and Surface Forces (291) </li></ul></ul><ul><ul><li>Social Neuroscience (308) </li></ul></ul><ul><ul><li>Principles of Plasma Physics (625) </li></ul></ul><ul><li>Top publishers: Cambridge UP, Wiley, Springer, Elsevier, Princeton UP and Univ of California Press </li></ul>Charleston 2011
    14. 14. Review of Social Sciences Titles on the eApproval Plan <ul><li>420 of the 731 titles were accessed (57%) </li></ul><ul><li>The top five titles accessed: </li></ul><ul><ul><li>Capitalism for and against: the feminist debate (179) </li></ul></ul><ul><ul><li>Future of power (202) </li></ul></ul><ul><ul><li>Sovereignty in fragments (441) </li></ul></ul><ul><ul><li>Reds at the blackboard (506) </li></ul></ul><ul><ul><li>The other cold war (632) </li></ul></ul><ul><li>Top publishers: Routledge, Palgrave, Cambridge UP, Springer </li></ul>Charleston 2011
    15. 15. Workflow <ul><li>CURRENT </li></ul><ul><li>Titles “shipped” to Duke </li></ul><ul><li>Receive invoice with bib and order data </li></ul><ul><li>Load into Aleph </li></ul><ul><li>Turn titles on in Discovery Service; A-Z list updated in 24 hours </li></ul><ul><li>Create list of new titles to send to selectors twice a month </li></ul><ul><li>IDEAL </li></ul><ul><li>Titles “shipped” to Duke </li></ul><ul><li>Simultaneous notification sent to Discovery Service; they activate and add to A-Z list automatically </li></ul><ul><li>Receive invoice with bib and order data </li></ul><ul><li>Load into Aleph </li></ul>Charleston 2011
    16. 16. Duplicating Print for eApprovals <ul><li>Purchased 203 print books that duplicated eBooks </li></ul><ul><li>Cost for that duplication was $25,400+ </li></ul><ul><li>Selector vs. Faculty requests 97/3 % </li></ul>Charleston 2011
    17. 17. Top 5 Subjects/Areas for Print Books Duplicating eApproval Books Charleston 2011 Subject Area Number purchased % of Total English Literature 57 28% Film Studies 17 8.3% Western Europe 15 7.3% Philosophy 14 6.8% Public Policy 10 4.9%
    18. 18. Transition Philosophy <ul><li>“ I want to assure you that working in a transition period is an ungrateful job for any honest government.” </li></ul><ul><li>- Robert Kocharyan </li></ul>Charleston 2011
    19. 19. Communication Strategy, Library Staff <ul><li>FAQs: ePreferred YBP Approval Plan 1. What if the eBook is not preferred by the patron? 2. How will I know which eBooks have come on the </li></ul><ul><li>YBP approval plan? 3. How do I firm order an eBook in GOBI? 4. What if the eBook is not in the catalog yet? </li></ul>Charleston 2011
    20. 20. Communication Strategy, University Community Charleston 2011
    21. 21. <ul><li> </li></ul>Charleston 2011
    22. 22. Duke Next Steps <ul><li>Continuing pilot </li></ul><ul><li>Evaluate print duplication </li></ul><ul><li>Change in access model </li></ul><ul><li>Additional platforms </li></ul>Charleston 2011
    23. 23. Thank You! Charleston 2011