Do you Need a New System? Jane Burke at ALIA 2013


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Presentation by Jane Burke on library management systems.

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  • Workflows designed for print are being utilized for both print and electronic
  • Certainly Intota is not the only new model system being offered to libraries. Others are, in fact, ahead of us in development. But we really feel that Intota is a unique offering, one that is worth watching. There are many unique aspects of Intota, but the combination of 4 elements especially create a superior solution:1. A linked data model. Because we are building Intota and its accompanying knowledgebase from the ground up, we are able to employ the very latest thinking in its data architecture. We store a master system record in the KB and you link to it via Intota.  No more loading and unloading of your records.  You can make local modifications and keep them in Intota.  Or you can opt to load them into the KB.  You have flexibility with lower costs for resource description.2. Inherent interoperability means more current data and less duplicate data entry. We are building in support for real time transfer of data from suppliers, from student systems and from financial systems, so that you can work more efficiently and less in redundant batch mode.This same interoperability extends to Summon, linking discovery and management is a real-time way, reflecting your collections to your users more efficiently.3. Lower TCO: Intota displaces your ILS and allows you to free up hardware and software maintenance costs and personnel. Our Software-as-a-Service platform means that you do not need to budget for hardware. Because it is a unified system that manages all types of collections, it also displaces separate systems for ERM, archives and special collections. The knowledgebase offers a source of bibliographic and authority records at lower costs. Inherent resource sharing cuts your ILL costs.Lower TCO is a big goal for Serials Solutions. We know that you need to rein in the costs of old model systems and redeploy your resources. By offering a unified system as a subscription, Intota will save the library money.4. Built and delivered by Serials Solutions: History of providing innovative solutions and delivering industry firsts, such as Summon, Serials Solutions has earned your trust. We understand e-resources, and we have experienced people on our team who have indepth knowledge of print resources, too. Combined with our proven platforms, we are very well positioned to deliver the best system for your library.
  • Do you Need a New System? Jane Burke at ALIA 2013

    1. 1. Do You Need a NewSystem? Why?Jane Burke | Senior Vice President | ProQuest
    2. 2. Are we ready?Two independent research studies 85 academic libraries in North America 60 academic libraries worldwideSatisfaction with the LMS… such as it isSystems in place are old Premise-deployed islands Workflows designed for printPain of changing is great
    3. 3. Today’s RealityNature of the collectionhas changed50% collections electronic60+% materials budget Managing today’s collection withyesterday’s tools
    4. 4. We are ready !60% expect to replace their LMS in the next 4 yearsReasons very common across respondents Lack of interoperability with other systems Redundant, inefficient workflows Assessment capability and reporting that is either overly complex or non-existent Antiquated IT service and support model Difficult in managing and maintaining metadata and the knowledgebases
    5. 5. Lack of Interoperability Campus systems PDA ConsortiaVendors LMS Discovery
    6. 6. Redundant, Inefficient WorkflowsDivided operations Print vs. electronic Selectors vs. acquisitions Cataloging into multiple systemsManual workflows Little, if any, automation of routines Many batch operations
    7. 7. Assessment: Little to NoneProving the value of the library is more difficult than ever! Reporting on collection ROI is extremely laborious Not aided by current LMS Libraries have old solutions (or none) to aid in assessing ROI Spreadsheets! Old solutions specialize in format and do not provide a collection-wide solution
    8. 8. Antiquated IT modelLocally installed hardwareLocally installed software – releases are hardIT costs Operations Hardware upgrades It’s not “in the cloud”
    9. 9. Managing Metadata 60 libraries surveyed worldwide 100% are trying to increase copy cataloging & use multiple sources for copy cataloging 79% are running a digitization project 84% of libraries report authority control (very few can afford to keep it up to date)Everybody is doing similar work
    10. 10. Redundancy across libraries Library 1 Library 2 >>> Library n• Monographs • Monographs • Monographs• Serials • Serials • Serials• Authorities • Authorities • Authorities• Licensing • Licensing • Licensing• Vendors • Vendors • Vendors Authority control x 10,000 libraries = huge duplication of effort
    11. 11. Redundancy within the libraryWorking with multiple vendors is challenging Inconsistent quality Format variations Keeping current with all sourcesUpdating the LMS, ERMS, linker anddiscovery tool is tedious and time-consumingManual entry of licensing dataNo time for authority updates & maintenance
    12. 12. E-Content changes Fixes Total hours Minutes/fix Exp needed Title Split/title change/marc lookup 33.75 15 Librarian Coverage Gaps 0.25 5 Paraprofessional Date correction 9.75 5 Paraprofessional ISSN Correction 5.00 10 Librarian Deletion 4.42 5 Student worker Title cleanup 3.58 5 Paraprofessional Different Type (deletion) 4.83 10 Paraprofessional Title added 3.00 10 Student worker URL correction 4.67 5 Student worker Update Time – Data collection and load 11.75 Paraprofessional Totals Hours Total hours of librarian work 38.75 Total hours / month 81 Total hours of paraprofessional 30.17 Total hours of student work 12.08 Total hours / year 972
    13. 13. And you need to update multipleknowledgebases… 3 databases: LMS catalog, link resolver, ERMS Top 10 databases x 3 knowledgebases 80 hours per DB x 3 KB = 240 hours per month
    14. 14. Then you spend time on authority control… The medium-sized library spends 28 hours/week* on authority control Loading weekly files Sending new record batches to vendor Manual record creation = 1400 hours per year*Source:OUTSOURCING AUTHORITY WORK| 1998 by Amy Job
    15. 15. Don’t forget copy cataloging… Average is 1.5 records per hour* 20 books/day 100 books per week/1.5 = 66 hours per week = 264 hours per month*Source:Library Philosophy and Practice 2007 = 396 days each yearLPP Special Issue on Libraries and GoogleISSN 1522-0222A Rough Measure of Copy Cataloging Productivity in the Academic LibraryJohn Buschman Professor-Librarian and ChairF. William ChickeringDean of University Libraries Rider University Library2083 Lawrenceville Road Lawrenceville, New Jersey 08648
    16. 16. How much time is metadatamanagement costing you? Content Type Time E-Content Changes 2880 hrs/year Copy Cataloging 3168 hrs/year Authority Control 1456 hrs/year Total 7504 hrs/year = 938 days per year!
    17. 17. What else could you be doingwith all this time? Imagine!
    18. 18. Metadata: Imagine if you could share… By automatically pulling from a single source shared data for: Electronic packages, serials & e-books Bibliographic records Authority records Vendor records Licensing data … and anything else
    19. 19. Workflows: Imagine Unified, Intelligent Same application to manage all collections Web-based Easy to train Staffing flexibility Unify technical services Automate workflows Through details profiles Decision support engine
    20. 20. Data + Actions + Rules = IntelligentBuy vs Borrow rule If requested item not owned by library and Publication date > (current year minus 5) and Cost < $150 and Format = (allowed formats) and available from preferred vendor Then place order with vendor and Notify selector and patron Else borrow and notify ILL and patron
    21. 21. Buy vs Borrow Workflow - Future Patron request YBP Receive ebook YBP Yes Purchase link and send ebook? Process to ILL ILL Staff System System adds No search ILS acquires to catalog; material, Amazon interoperates Catalog Book Amazon mediated or Yes Purchase with vendor and send to System book? unmediated and ILL to receives workflow Process ILLYes fulfill patron Owned? request and No request assesses buy No vs borrow Notify Patron Borrow (ILLiad) Yes Meets Buy criteria? No
    22. 22. Benefits Seamless & automatic copy cataloging without the headache of vendor data issues Licensing data that just appears Vendor details that update automatically Authority data that’s always current with almost no effort Packages that update themselves You save 1000’s of hours per month
    23. 23. New Systems = New Value Proposition Unified, intelligent workflows Knowledgebase Interoperable Assessment
    24. 24. Serials Solutions Intota™Serials Solutions Knowledgebase l Packages l Licensing l Monographs/Serials l Vendor information l Authorities Inventory Selection Acquisitions Management Discovery Fulfillment Management• User input • Fund • Cataloging • Summon • Circulation • Assessment• Selection accounting • Authority • ILL • Preservation lists • Electronic control • Electronic • De-Acquisition• PDA ordering • Patron delivery• Selection • Auto invoice integration • Booking tools building • Reporting • BIP • Auto copy • Assessment • Ulrich’s cataloging • AP updates • ILL • PDA updates • Others • Marketing
    25. 25. Built and delivered by Serials Solutions and ProQuest History of providing innovative solutions and delivery industry firsts: A to Z list E-Resource knowledgebase MARC record updating service for serials Results clustering Web-scale discovery We understand e-resources We deliver what we promise Unmatched customer service