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ER&L 2017 - Evidence based acquisition: a real life account of managing the program
- 1. EVIDENCE-BASED ACQUISITION: A Real Life Account of Managing the Program
- 2. Hilary Robbeloth Systems and Discovery Librarian University of Puget Sound Orbis Cascade Alliance Matthew Ragucci, MLIS Library Technical Services Specialist Wiley Jane White, AMLS Regional Sales Director Wiley SESSION PRESENTERS
- 3. THE ORBIS CASCADE ALLIANCE 39 academic libraries in ID, OR, & WA 7 community colleges 17 private 4-year colleges 14 public 4-year colleges (lg & sm) 1 health sciences institution Total FTE: 270,000 Funded by membership dues
- 4. E-BOOKS @ THE ALLIANCE Models Demand Driven Acq (DDA) - Phases 1, 2, 3 July 2011 - present EBL as book vendor YBP as profiler Subscription Package - Phases 2, 3 September 2014 - present Ebrary Academic Complete Evidence-based Acq (EBA) - Phase 3 May 2016 – present Budget FY 2012 - $462K FY 2013 - $750K FY 2014 - $1M FY 2015 - $1M FY 2016 - $1M FY 2017 - $1M
- 5. KEY CHALLENGES IN FY2015 Short Term Loans High Access Costs Title Pool FluctuationFront List Embargoes
- 6. BACK TO THE BEGINNING - PROJECT GOALS Build a broadly useful collection Diversify publisher list Improve cost stability and predictability Improve percentage of budget devoted to purchase Reduce barriers to access (e.g., DRM-free content, ADA compliance, easy to use interface) Minimize impact of fluctuating title pool Image source: http://tinyurl.com/hpzz9jh
- 7. REVIEW Rubric of 20 desired facets / criteria Proposals solicited from publishers identified in survey of consortia Needed more feedback – Open Call Image source: http://tinyurl.com/jvczzfa
- 8. WHY WILEY? Low-risk for experiment History of consistent use Fixed cost Lots of titles! E-Book User Sessions by Publisher: Top 5 in FY16 EBL DDA ebrary's Academic Complete Publisher Total Publisher Total Wiley 75,869 Wiley 46,705 Taylor & Francis 45,234 Oxford UP 28,270 Oxford UP 18,761 Taylor & Francis 21,209 Cambridge UP 15,824 U of California Press 19,469 U of California Press 7,064 U of Minnesota Press 7,899
- 9. The Usage Based Collection Management (UBCM) Model: Enhancing discovery and understanding the Wiley MARC records workflow
- 10. Overview With the purchase of the UBCM model, free MARC records supplied to your institution’s library to enhance content discoverability OCLC is Wiley’s MARC records cataloging partner, and provides records for all of its eBooks and electronic major reference works Any library can receive these MARC records at no extra cost, regardless of its subscription status with OCLC Wiley has a system in place, that will help managing the ephemeral records, while keeping the perpetual access titles 10
- 11. 11
- 12. Click to edit Master title style Library 1. Publishes eBook 2. Requests MARC records for new titles 3. Creates MARC record 5. Returns eBook OCLC control number 7. Sends OCLC manifest file with institution specific metadata 8. Creates MARC batch for download 9. Notifies librarian download is available 10. Librarian goes online to see record batch 4. Archives MARC record Library purchases eBooks from Wiley Stewarded by OCLC OCLC data feed Legend Entity relationship Product Metadata Customer Data Communication 12. Library support 12. Library support Collection ManagerWorldCat 6. Archives OCN to eBook product 11. Library retrieves the MARC record and integrates into ILS Wiley MARC Records Creation, Delivery and Support Ecosystem 12
- 13. Why OCLC Records? WorldCat is the world’s largest library catalog Synchronization and compatibility with the WorldShare KB Allows libraries to set their holdings for resource sharing OCLC WorldCat MARC records are robust and include: *Usually, but not always included Majority of MARC records are RDA-compliant 001 019 035 OCNs 072* BISAC subject headings 505 Table of contents 776 Additional Physical Form 040 042* Cataloging sources Authentication code 082 Dewey Decimal Classification Number 520 Book summary 856 Linking (tested for stability) 050 LC Classification Number 490 830 Series statements 650 LCSHs MeSHs 856 Cover image (coming soon) * Images taken from https://www.oclc.org/en/worldcat.html 13
- 14. Types of Record Delivery through WorldShare® Collection Manager Knowledgebase or WorldCat Cataloging Partners KB Delivery Fixed collections based on purchase models Driven by KBART files Collections located in WorldShare KB Monthly updates Low delivery frequency, large batches UBCM collections available in multiple KBs Delivers new, update and delete records Should be used at beginning of UBCM license WCP Delivery Institution-specific collections Driven by invoice data or manifest files No publicly accessible location (Potential) daily updates High delivery frequency, small batches Only available through OCLC Delivers new records only Should be used at end/renewal of UBCM license 14
- 15. Knowledgebase Knowledgebase Knowledgebase Knowledgebase Library B Wiley UBCM KBART File KBART Datafeed (for KB Delivery) Library A Library C Knowledgebase Knowledgebase Knowledgebase Applications & Products Applications & Products Applications & Products Applications & Products Applications & Products Applications & Products Knowledgebase Knowledgebase KnowledgebaseKnowledgebase Knowledgebase 15
- 16. All invoices are stored in the Wiley’s internal fulfillment system Invoice is processed, library accounts need OCLC symbol Once library/invoice have OCLC symbol link, metadata feed begins OCLC receives daily data feed from Wiley and generates MARC records based on OCNs linked to titles (linked to invoices) This allows for “custom delivery” of MARC records, that are not available in a global knowledgebase For packages where titles are expected to be published, Wiley uses a SKU to shepherd new title metadata to OCLC, where (upon receipt) delivery a new MARC record Records usually generated within 24-48 after datafeed is ingested by OCLC Manifest files (for WCP Delivery) 16 Collection Manager
- 17. UBCM MARC Records Flowchart For MARC Records start here Fill out this online form and enter “I am a Wiley customer” in the Comments field. You will receive an email from OCLC. Use the provided credentials (URL and login) to access Collection Manager. Search for and select the appropriate collection* in the WorldShare KB Enable MARC delivery. Download MARC Records Does your library have an OCLC cataloging subscription or received Wiley MARC records before? Create a Cataloging Partner Collection and enable MARC record delivery. Please visit the Wiley MARC Guide for detailed steps ** Notify Wiley of your OCLC symbol and request to invoice submission for your kept UBCM titles by writing to: eal@wiley.com Has your library received MARC records for Wiley title by title orders before? Are you beginning your UBCM license or just want MARC records for the selected perpetual access titles? Are you beginning your UBCM license or just want MARC records for the selected perpetual access titles? No No Yes Yes ** If renewing your UBCM license, you will want to deactivate your CPC, to avoid duplicate record delivery with the KB 17
- 18. Managing your MARC records At the beginning of the deal - embedding record tags will help you keep track of them. Collection Manager allows this for both KB and WCP delivery o KB records come with KB collection tag built into 590 field At the end of the deal, you can perform a search for tags in ILS and perform a rapid update to remove them You can also deselect the KB collection, which will output a delete records batch for all titles linked to the collection Use WCP to receive your library’s custom, institution-specific MARC records o You may tag these with a “perpetual access” note to distinguish them from other records, should you choose to renew your UBCM license 18
- 19. The future Wiley will be working with OCLC on creating an automated data exchange, better known as a direct holdings feed This will allow for entitlement-based record delivery, and a continuously updated single user collection It will make the process less tedious for MARC record delivery and content integration, regardless of stage in the UBCM process – Libraries will no longer have to manage their holdings independently For more information on direct holdings feeds, please check out: 19 E-Data Quality: How Publishers and Libraries are Working Together to Improve Data Quality (2016) Ruschoff, Carlen; Kemperman, Suzanne; Brown, Elizabeth W.; Grossman, Rena D.; Levin, Noah; Morrison, Alistair; Remy, Charlie; & White, Jabin Collaborative Librarianship: Vol. 8 : Iss. 4 , Article 7. Available at: http://digitalcommons.du.edu/collaborativelibraria nship/vol8/iss4/7 Success Strategies for Electronic Content Discovery and Access: A Cross-Industry White Paper (2014) Kemperman, Suzanne Saskia, Bill Brembeck, Elizabeth W. Brown, Alexandra de Lange-van Oosten, Theodore Fons, Catherine Giffi, Noah Levin, Alistair Morrison, Carlen Ruschoff, Gregg A. Silvis, and Jabin White. Available at: http://www.oclc.org/content/dam/oclc/reports/dat a-quality/215233-SuccessStrategies.pdf
- 20. ALLIANCE SETUP • Electronic Collection in the Shared ILS • Metadata from WorldShare
- 21. HOW-TO http://media.wiley.com/assets/7324/4 3/Wiley_MARC_Records_Guide_25Apr1 6.pdf • Existing customers with an OCLC cataloging subscription • Online Book Packages (page 12) • Search for collection
- 23. HOW-TO To load to our SILS electronic collection, need the records to be a separate file.
- 24. HOW-TO • Alma Import Profile that adds the bibs and creates inventory. • “Network Zone” so all libraries in consortium can access in their individual instances of Primo Downloa d• WorldShare Metadata • Collection Manager • My Files • Download Files Impo rt
- 25. A NOTE ABOUT DUPLICATES Recommended: Delete portfolios from other collections to eliminate duplication, so that evidence statistics are not impacted.
- 26. AFTER PILOT Recommended: Move the titles to be purchased into a new local electronic collection called Wiley Online Ebooks (Orbis Cascade Alliance Purchased). Then delete the entire collection called Wiley Online Ebooks (Orbis Cascade Alliance Pilot).
- 27. EARLY INDICATORS 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 Engineering Life Sciences Humanities Chemistry Math & Stat Social Sciences Health Sciences Business Veterinary Medicine Popular Interest Physics Alliance Total Full Text Downloads - UBCM Period - By Subject Collection
Editor's Notes
- (Kathi) Diverse institutions of higher education Large number of students and faculty Funding comes from members only, so limits of the program are subject to the budgets of the libraries and campuses.
- History/background of program (brief) - Intended to: Challenge status quo of ebooks available only to licensee’s campus Build a collection based on use Supports: Core collection across all member Libraries Phase I, II & III - 3 iterations of ebook program offerings (Why we went with phase 2 - quickly - and this presentation is about why we went to phase 3) Budget grew and now flat (all in model, must do the best with our budget for all our members)
- Due to a number of rapid changes by publishers in DDA, the Alliance spent the bulk of the year working to mitigate the risks of high costs and handle a fluctuating title pool. Causes: Publisher Actions Rising costs of short term loans Implementation of front list embargoes – eliminating short term loan access to front list titles Ending participation in STL or DDA entirely Causes: Alliance Started ebook subscription Resulting Actions: Conducted several removals of unpurchased DDA titles Implemented 3 year rolling data of DDA titles accessible Deduplicated subscription and DDA Turned off purchasing Reduced price cap for DDA titles Started looking for a DDA alternative that included a purchase option Consequences: Spent 70ish% of DDA funds spent on loans, not purchases. this model was supposed to drive purchases, was funding access. We had intended the subscription to be our access model. Title removal led to loss of community trust in the program’s integrity Huge amount of overhead labor
- As Alliance felt the crunch and urgency of all we discussed before we went back to our goals for the original pilot to confirm they were still valid Goals & Objectives for the Alliance’s E-book Service Drafted and Finalized by the E-book Working Group, May 2015 Build a broadly useful collection Diversify publisher list Improve cost stability and predictability Improve percentage of budget devoted to purchase Reduce barriers to access (e.g., DRM-free content, ADA compliance, easy to use interface) Minimize impact of fluctuating title pool We knew we were looking for something that would alleviate some of the pain of the aforementioned DDA challenges. Relatively new to the scene was evidence based models of acquiring ebooks. The institutions of the Alliance were surveyed about evidence based collection activity in their library. Most did not currently nor previously use an evidence based purchase model for ebooks. When asked if they wanted the consortium to consider purchasing an evidence-based collection with a single publisher the answer was a resounding MAYBE. . . with only a few actually saying NO. They were not interested in ditching the current DDA program completely but there was obviously a lack of clarity about what an EBA program would look like and how it differs from DDA.
- Using input from a survey of the institutions the Ebook Working Group developed a list of ~20 desired facets/criteria Proposals were solicited from publishers identified by the consortia and a couple of vendors/publishers who had already approached the Alliance The Ebook Working Group reviewed eight proposals as a group and identified the top contenders or what we felt were the options before us It was time to get more feedback
- Wiley title use represented almost a quarter (?) of titles used in current DDA program, high use in subscription and ownership across the libraries Made them a low-risk choice Cost would be nearly the same as presently spending for Wiley title STL/purchase in DDA The pool of titles would increase significantly *** need numbers here?
- “my selected collections” unchecked
- Click “Select Collection” button. Wait for re-indexing to complete. “Locked for re-indexing”
- Edit the collection settings by clicking the name. Click Holdings and MARC Holdings
- Alliance use of titles immediately took off – DOUBLE the use from August to September! Individual schools would have done their own promotion of the addition of this collection but I would not be surprised to learn that there were only a few that have advertised it so presumably they are simply discovering the content through their usual search paths Here is a quick look at the total full text downloads by subject collection Engineering – average of 2.7 uses per title in that subject collection Life Sciences – 3.2 Humanities – 6.7 Chemistry – 2.5 Math & Stat – 8.9 With highest use – Veterinary Medicine – 12.4