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Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

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Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System . Michael W. Dula, Ph.D. Gan (Grace) Ye Director for Digital Initiatives &Digital Systems Librarian Technology StrategyPepperdine University Libraries - PowerPoint PPT Presentation
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Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System Michael W. Dula, Ph.D. Gan(Grace) Ye Director for Digital Initiatives & Digital Systems Librarian Technology Strategy Pepperdine University Libraries Pepperdine University Libraries [email protected] [email protected]
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Page 1: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Cloudy in Malibu:Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Michael W. Dula, Ph.D. Gan(Grace) YeDirector for Digital Initiatives & Digital Systems Librarian Technology Strategy Pepperdine University LibrariesPepperdine University Libraries [email protected]@pepperdine.edu

Page 2: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

WMS Features

WorldCat (242,757,082 records)WorldCat Local

CatalogingCirculation

Acquisitions KnowledgeBaseLicenseManager

Cooperative Intelligence and Reporting (pending)

Page 3: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Where We Started

• 521,000 records in Voyager, many of which had been migrated from an earlier system.

• Upgrades always somewhat difficult to fit into academic calendar. Usually have to do over Christmas break. Time-consuming and risky.

• Complex needs to support multiple branches, separate School of Law database, overseas programs.

• Getting systems to talk to each other always difficult: Voyager, EZproxy, Syndetics Solutions, link manager, website, e-reserves, interlibrary loan, patron management, suppliers, etc.

Page 4: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Phase 1: WorldCat Local, Fall 2009• Preceded decision to pilot WMS.• Looking for a better search interface for

our patrons• Wanted to implement Web 2.0 features• Looking for a long term federated

search strategy• Wanted to expand access to collections

outside our own

Page 5: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

WorldCat Local: The Big Data Cleanup

• Required substantial batch load project to bring our WorldCat holdings up to date.

• Also required a data cleanup of our Voyager database to bring records up to date with accurate, properly formatted OCLC numbers.

• Ongoing cleanup efforts underway to ensure that records display accurately in WCL.

Page 6: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Voyager Search Interface vs. WCL

Page 7: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Search Results

Page 8: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Easy to Access E-Resources

Page 9: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Easy to Request Item via ILL

Page 10: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Easy to Request Item via ILL

Page 11: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Combination of WCL and ILLiad yielded increased searching (64% more searches) and borrowing. ILL volume tripled.

• Feedback from students and faculty was very positive.

• BUT...

• Patrons still had to access Voyager system to renew books, see pending orders, and view their account information.

• Library staff had to be familiar with two systems.

• Duplication of labor in cataloging and acquisitions among Voyager, WorldCat, and our PeopleSoft accounting system.

• Can we provide a Web 2.0 user experience for our staff as well as our patrons?

Initial Results

Page 12: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• We got our first look at about the same time WCL went live at the end of last summer.

• Moving the ILS to the cloud fit our technology goals.

• A number of our technical services and circulation librarians tried out and commented on the first prototype Circulation interface.

• Goal is to bring efficiencies to Circulation and Acquisitions processes and reduce TCO.

Phase 2: Implementing WMS

Page 13: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Outsourced hosting: Library already using for iTunes U, CONTENTdm. University using for Blackboard, Sakai.

• In past year, Library had also added hosted ILLiad, WorldCat Link Manager.

• Web server moved in December from Library Sun server to central Pepperdine servers.

• We want to get out of the server management business and manage information, not technology.

Why WMS? Cloud Technology

Page 14: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Web 2.0 features like tagging, RSS feeds.• User interface that makes life much easier for our staff.• OCLC’s plans for integration with ILLiad, WorldCat Link

Manager, ezProxy, CONTENTdm, etc.• Shared data—vendor management, license

management, statistics.• Opportunities for 3rd party integration: widgets galore!

Why WMS? The Features

Page 15: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• The addition of WorldCat Local and ILLiad has already increased circulation, tripled our ILL volume, and made our patrons happier.

• Our total system costs would drop significantly as soon as we made the transition.

• Our Acquisitions and Cataloging workflow become markedly more efficient.

• We won’t have to worry about replacing our near end-of-life Sun servers or upgrading software every year or two.

• Our Systems Librarian will actually have time to work on other projects besides the care and feeding of the ILS.

Why WMS? Cost/Benefit

Page 16: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Data Migration

Page 17: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Our holdings in WorldCat should be complete and up to date. We need to send following data to OCLC:

• Bibliographic Records: OCLC#s, Local system IDs. Each bib record should have a unique bib ID.

• Local Holding and Item Records• Patron Data: unique bar code and patron type for each patron• Circulation Transaction Data: Items checked out, bills/fines, holds

WMS System Data Requirements

Page 18: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Local Holding Records•Our OCLC symbol •OCLC Holding Location Code•Shelving Location•Call Number, and Item Barcode•856 field for electronic records, and holdings information for serials (enumeration levels, chronology, frequency, numbering schemes, etc.) is also stored in the Local Holdings Record.

WMS System Data Requirements

Page 19: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Voyager Data

•Bibliographic Records: 542,601•Holding Records: 568,684•Item Records: 405,433•Patron Records: 14,620•Circulation Transactions: around 500,000

Page 20: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Data Migration ProcessFirst Step: Updating our current holdings in WorldCat.

Batchload Projects:•We exported our bibliographic records and sent to OCLC•OCLC matched our bibliographic records to WorldCat records•OCLC added our OCLC symbol to indicate we hold the items.•OCLC generated cross reference files including our records’ Voyager system IDs and corresponding OCLC#s. •We added/updated OCLC#s in our records

Page 21: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Data Migration Process

Second Step: •Local holding and item records •Patron data•Circulation transactions data

Page 22: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Problems and Challenges

Page 23: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Problems and Challenges

Item public/non-public note field

Page 24: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Problems and Challenges We found the note was put to 876$z field in our LHR records

at the Connexion site:

Page 25: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Problems and Challenges Patron Group/Type

In Voyager, one patron can have multiple patron groups.

In WMS, one patron can have only one patron group

Page 26: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Problems and Challenges Patron Group/Type

VoyagerPATRON_GROUP_NAME

AlumniCrest AssociatesDependents of fac/staffFacultyGSBM distance learnersGSBM studentsGSEP distance learnersGSEP studentsGraduating seniorsInst. of Dispute ResolutnLaw FacultyLaw studentsPublic policy studentsSeaver graduate students

Summer high school stdntUndergraduate studentsothers

WMS

Patron Type Borrow PriorityFaculty 5Staff 4Graduate 3Undergraduate 2Other 1

Page 27: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Phase 3: E-Resource Management in WMS

E-Serials:PubGet WorldCat Knowledge Base

E-Books:Package: WorldCat Knowledge BaseSingle Title Purchase:

WorldCat Knowledge Base or Create LHR (Local Holding Record)

Page 28: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Set up Our Vendor Logins

Page 29: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Check Our Logins

Page 30: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Check Our Holdings Update

Page 31: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

WorldCat Knowledge Base

Page 32: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

WorldCat Local Site

Page 33: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Connexion Site

Page 34: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Updating e-Book Holdings WorkflowBefore Dec. 2010:

Downloaded records from vendors’ sitesUpdated 856 links in the recordsLoaded records into VoyagerExported records from Voyager Sent records to OCLC to update our holdings in WorldCat

Jan. 2011-Jul. 2011Downloaded records from vendors’ sitesSent records to OCLC to update our holdings in WorldCatSearched and Marked the collection/records as owned via the Knowledge Base

Aug. 2011-Searched and Marked the collection/records as owned at the KB (OCLC has monthly update to synchronize KB data with vendors’ data.)

Page 35: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

E-book Collection

Page 36: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

E-book Collection

Page 37: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

E-book Collection

Page 38: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

E-book Collection

Page 39: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Single e-Book Purchase Order

Page 40: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Add Our Holding at the KB

Page 41: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Holding Appears in WMS

Page 42: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Holding Appears in WCL

Page 43: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Outcomes

Page 44: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• No longer have clients, servers, or updates to manage

• Can work from a laptop from anywhere (in the stacks, at home, overseas)

• Logins are person-specific—no longer have department logins

• No longer log into specific modules—you are given all of the permissions you need to do your job

Some Advantages of Being in the Cloud

Page 45: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Look and usability of WMS is great• Having Pull list and Cancel Hold Shelf

list in real time is fabulous• Reserves system has worked very well• Holds are still being improved—item

level holds are due in November

Impact on Library Workflows: Circulation

Page 46: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Specify shelf location at time of order• Scan barcodes into WMS during receiving

(which receives item, attaches a Bib record, and creates LHR in Connexion)

• Check items out to internal “in process” patron rather than changing status (temporary)

• No longer load YBP EDI invoices (temporary)

Impact on Library Workflows: Acquisitions

Page 47: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• No longer export bib records into local system• No longer update holdings in OCLC• No longer edit records in local system• Catalog all items in Connexion including laptops

and white board markers• Had to learn about Local Holdings Records (LHRs)• Check displays in WorldCat Local• No longer attach barcodes to items

Impact on Library Workflows: Cataloging

Page 48: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

• Most e-resources now discoverable through same interface (WCL) as everything else

• Most vendor subscriptions now updated automatically via PubGet and KB

• Don’t need separate federated search product• No local system needed to store vendor records• Vendor authentication in KB, works with ezProxy• Centralized management of ILL rights for e-

resources

Impact on Library Workflows: E-Resource Management

Page 49: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

The Path Ahead• Single sign-on support• Custom reporting and notifications• Implementation of License Manager for

improved license management• New apps and widgets yet to be conceived• Increased use of shared data such as serial

publishing pattern data and peer institution comparison data

• Integration with PeopleSoft accounting system

Page 50: Cloudy in Malibu: Pepperdine Libraries’ Migration to OCLC’s Webscale Management System

Questions?

Michael W. Dula, Ph.D. Gan(Grace) YeDirector for Digital Initiatives & Digital Systems Librarian Technology Strategy Pepperdine University LibrariesPepperdine University Libraries [email protected]@pepperdine.edu


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