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"Using ILL reports to develop local and regional library ...

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"Using ILL reports to develop local and regional library ...

  1. 1. Using ILL Reports to Develop Local and Regional Library Collections Diane Carroll, carroldi@ohsu.edu Oregon Health & Science University Library May 5, 2006
  2. 2. Overview – Focus on journals <ul><li>Local ILL data </li></ul><ul><li>Accreditation reports </li></ul><ul><li>Evaluate past journal addition and cancellation decisions </li></ul><ul><li>Current and archival journal selection when merged with other data </li></ul><ul><li>Electronic journal revolution and ILL </li></ul><ul><li>Print versus electronic </li></ul><ul><li>Those pesky licenses </li></ul><ul><li>Regional collection development and consortial ILL load leveling </li></ul>
  3. 3. Annual ILL data analysis <ul><li>Process </li></ul><ul><li>When: every July, request a report of the last 18 months of interlibrary loans borrowed </li></ul><ul><li>What data elements: Title, ISSN and year </li></ul>
  4. 4. Step 1: Clean up the data <ul><li>Challenges: </li></ul><ul><li>Full title or abbreviations </li></ul><ul><li>Print or electronic ISSN </li></ul><ul><li>Punctuation </li></ul><ul><li>“ The” </li></ul><ul><li>All efforts to clean up the data appreciated </li></ul>0001-4966 1996 The Journal of the Acoustical Society of America. 0192-0790 1995 journal of clinical gastroenterology 0192-0790 1991 J Clin Gastroenterol 15313433 2004 Curr Pain Headache Rep 0144-929X 1999 Behaviour & information technology. 0735-3936 1995 Behavioral sciences & the law.   1995 Hematologic Pathology ISSN PhotoJournalYear PhotoJournalTitle
  5. 5. Step 2: Subtotal the data <ul><li>Put titles in alphabetical order - </li></ul><ul><li>EXCEL – Data – Subtotal </li></ul><ul><li>About 8,000 articles were borrowed </li></ul><ul><li>From about 3,000 different journals </li></ul><ul><li>Graph the data </li></ul>
  6. 6. 8,000 articles borrowed from 3,000 different journals Graph of the annual ILL data
  7. 7. Table of annual ILL data 90% 2649 Journal titles borrowed < 6 times 7% 203 Journal titles borrowed 6 to 10 times 3% 101 Journal titles borrowed > 10 times   2953 Different journal titles borrowed   8054 Articles borrowed % of titles borrowed  1/2004 - 6/2005  
  8. 8. Use: Accreditation report 91% 2589 91% 2,117 91% 1,934 Journal borrowed < 6 times 6% 183 6% 148 7% 144 Journal titles borrowed 6 to 10 times 3% 87 3% 69 2% 48 Journal titles borrowed > 10 times   2,858   2,334   2,126 Journal titles borrowed   7,327   5,778   5,189 Articles borrowed   FY 2004   FY 2001   FY 1998  
  9. 9. Use: Evaluate past collection decisions <ul><li>In 2003, OHSU Library canceled 45 journal titles </li></ul><ul><li>Compare annual ILL data with past cancellations </li></ul>1 13 titles 2 Journal of Allied health 3 Japanese Journal of Physiology Number of ILLs Title
  10. 10. Step 3: Evaluate annual ILL data by year <ul><li>Sort titles by year of the article </li></ul><ul><li>Create two categories: </li></ul><ul><ul><li>1995 to current </li></ul></ul><ul><ul><li>Pre 1995 (up through 1994) </li></ul></ul><ul><li>Subtotal each category </li></ul><ul><li>Graph the data </li></ul>
  11. 11. ILL borrowed pre and post 1995 1995 to present Pre-1995 25% of articles were pre-1995
  12. 12. Step 4. Merge into the Serials Decision Database <ul><li>Contains all current subscriptions and other titles under consideration for addition to the collection </li></ul><ul><li>To cumulate information needed to assess the collection in one place so it can be manipulated to create reports. </li></ul><ul><li>To organize the information in a way that the Collection Development Committee can make decisions and not be overwhelmed by data. </li></ul><ul><li>To provide objective information to be reviewed subjectively by the Collection Development Committee. </li></ul>
  13. 13. Collection Development Section <ul><li>A - Title </li></ul><ul><li>B - Current subscription, free or blank </li></ul><ul><li>C - Library holder of current subscription and details on format </li></ul><ul><li>D - Ejournal provider </li></ul><ul><li>F - Title recommendations (surveys, requests) </li></ul><ul><li>G, H - Number of articles written by or cited by OHSU authors in the journal (Source: ISI) </li></ul><ul><li>I, J - OHSU ILL borrowing </li></ul><ul><li>K - Number of PDF/full text downloads </li></ul><ul><li>L - Calculated data- Cost/use </li></ul>
  14. 14. Use: Defining importance of title in the serials decision database 5 6-15 >15 Interlibrary loan borrowed from articles dated 1995 to present over the last 18 mo. <40 40-250 >250 Full text/PDF downloads     =>1 Requests from faculty 5-9 10-40 >40 Number of articles cited by OHSU authors from 2002 to 5/2005 2-4 5-10 >10 Number of articles by OHSU authors in the journal from 2002 to 5/2005 Low Use (3) Medium Use (2) High Use (1)
  15. 15. Priority 1-3 <ul><li>Priority 1 - High use </li></ul><ul><li>Current subscriptions to be renewed or titles to be considered for addition </li></ul><ul><li>Priority 2 - Medium use </li></ul><ul><li>Increase/decrease in use </li></ul><ul><li>No subscription – value if available in consortial offer </li></ul><ul><li>Priority 3 - Low use </li></ul><ul><li>Consider for cancellation </li></ul><ul><li>Little value in consortial offering </li></ul>1827 1619 Total 1,165 318 3 584 502 2 78 799 1 No subscription Current subscriptions  
  16. 16. Use: Selection of electronic archival collections <ul><li>Merge use information for older titles owned and not owned </li></ul><ul><li>ILL data from pre-1995 </li></ul><ul><li>Paging data from off-site storage </li></ul><ul><li>Add to serials decision database and sort by publisher </li></ul><ul><li>Identify archival collections </li></ul>
  17. 17. Electronic access is by negotiated licenses <ul><li>A license is a grant of rights by a publisher who owns or has rightful possession of a property. </li></ul><ul><li>A license is not a sale of property. </li></ul><ul><li>What the parties agree will over-ride underlying law – mutual agreement. </li></ul><ul><li>If Fair Use principles are not incorporated into license or are denied, copyright laws will not apply. </li></ul>From ARL workshop on Licensing Electronic Information Resources August 2000
  18. 18. Print versus electronic journal rights <ul><li>Print </li></ul><ul><li>Who can use the library is a local decision (open to the public or not). </li></ul><ul><li>No need to establish venue and governing law for breach of contract. </li></ul><ul><li>When title is canceled, it stays on the shelve. </li></ul><ul><li>Electronic </li></ul><ul><li>Authorized users are defined in a license – by category and number. </li></ul><ul><li>Need to establish venue and governing law in case of breach of contract. </li></ul><ul><li>When a title is canceled, you may lose access rights. </li></ul>
  19. 19. Print versus electronic journal rights <ul><li>Print </li></ul><ul><li>Add a title - receive the current issues. </li></ul><ul><li>Fair Use and Copyright laws apply. </li></ul><ul><li>6. All pay same institutional rate for subscription. </li></ul><ul><li>Electronic </li></ul><ul><li>4. Add a title - often receive back issues. </li></ul><ul><li>5. Must mutually agree on rights and restrictions (contract law). </li></ul><ul><li>6. Fee could be based on use, FTE, number of campuses, or Carnegie Institutional Tiers or phase of the moon. </li></ul>
  20. 20. ILL from electronic journal <ul><li>Is it allowed? </li></ul><ul><li>Negotiated right </li></ul><ul><li>More commonly allowed but still restrictive in method of delivery. </li></ul><ul><li>Union list – if e-only, must have ILL rights defined in license. </li></ul><ul><li>By what delivery method? </li></ul><ul><li>Fax or mail </li></ul><ul><li>Ariel-like – secure transmission </li></ul><ul><li>Records, rules and requirements </li></ul><ul><li>Attached to an e-mail – unsecured electronic transmission is a right rarely permitted </li></ul>
  21. 21. Communicating ILL rights to library staff <ul><li>Rights and restrictions negotiated in licenses need to be communicated to users and library staff on a title/database level. </li></ul><ul><li>Electronic Resource Management products. </li></ul>
  22. 24. Before Electronic Access… Hold Print subscription Do not hold Interlibrary loan Collection
  23. 25. After Electronic Access… Access online-no archival rights Hold Online subscription Open access online Do not hold <ul><li>Aggregator collections </li></ul><ul><li>Consortial title sharing agreements, “Big Deals”, Unique Title Lists </li></ul><ul><li>“ Pay per view” or “OnDemand” articles </li></ul>Hold Print subscription Collection = Ownership Electronic Document Delivery Interlibrary loan
  24. 26. OHSU Main Library cost/use FY05
  25. 27. Article Supplier Analysis <ul><li>In April 2005, the Alliance-cdmc reported on the results of analyzing over 17,000 ILL requested by Alliance members in November 2004. </li></ul><ul><li>The purpose was to evaluate the usefulness of the Summit catalog for holdings information. </li></ul><ul><li>This study was posted on the web at http://www.orbiscascade.org/staffhome/CDMCindex.html . </li></ul>
  26. 28. Cost of ILL service to Alliance members Estimated expense of borrowing and supplying ILL for one year is $4.3 million not including ILL charges and copyright fees.
  27. 29. ILL and other data collected <ul><li>Data collected by Alliance-cdmc included: </li></ul><ul><li>Institution requesting the article </li></ul><ul><li>ISSN of journal </li></ul><ul><li>Year of publication </li></ul><ul><li>OCLC symbol of library that supplied the article </li></ul><ul><li>Information enriched for additional analysis: </li></ul><ul><li>Title and ISSN if missing </li></ul><ul><li>Publisher/ ejournal provider </li></ul>
  28. 30. Use: Regional ILL data <ul><li>To look for opportunities for electronic journal access to replace interlibrary loan transactions. </li></ul><ul><ul><li>To provide faster access to all Alliance library users </li></ul></ul><ul><ul><li>To lower costs of Alliance libraries for both borrowing and lending </li></ul></ul><ul><ul><li>To load level article interlibrary </li></ul></ul><ul><li>To identify which products/publisher agreements would bring the most value to Alliance membership. </li></ul>
  29. 31. ILL requests included in this study <ul><li>Attempted to located publisher or ejournal provider for 14,481 articles </li></ul><ul><li>Did not locate publisher information for 3,134 articles </li></ul><ul><li>Articles prior to 1995 </li></ul><ul><li>3,572 ILL requests </li></ul><ul><li>54% supplied by Alliance </li></ul><ul><li>Articles 1995 to present </li></ul><ul><li>10,909 ILL requests </li></ul><ul><li>47% supplied by Alliance (5,083) </li></ul>
  30. 32. Net Lenders Alliance member libraries OHSU
  31. 33. Effectiveness of ongoing Alliance ejournal agreements <ul><li>American Chemical Society </li></ul><ul><li>11 ILL request </li></ul><ul><li>Publisher A - </li></ul><ul><li>818 articles borrowed in one month </li></ul><ul><li>$20/article </li></ul><ul><li>Project savings = $16,360 </li></ul>
  32. 34. Publisher A article usage per month
  33. 35. Regional ILL <ul><li>Analysis of the ILL data by provider has been useful in identify agreements that may save money and help to load level ILL within the Alliance. </li></ul><ul><li>When making decisions on ejournal offers, staff are encouraged to consider the full costs and benefits (increased access, electronic delivery, lower cost, ILL savings, etc.). </li></ul>
  34. 36. Conclusions <ul><li>Your efforts and attention to detail will make ILL data more accurate. </li></ul><ul><li>Local ILL data can assist: </li></ul><ul><ul><li>Prediction of future journal needs of the institution </li></ul></ul><ul><ul><li>Evaluation of the quality of past collection decisions </li></ul></ul><ul><ul><li>Target back file collection purchases. </li></ul></ul><ul><li>Regional ILL data can be used to guide consortia members to investigate ejournal packages that will help load level ILL. </li></ul>
  35. 37. Questions?

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