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Demand-Driven Acquisition at Oxford University

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Demand-Driven Acquisition at Oxford University. Hilla Wait (Philosophy & Theology Librarian, Bodleian Libraries). What is DDA. “User-led” selection of new books Utilises the instant accessibility of e-book acquisitions Enables staff to test the level of demand for a title before purchase - PowerPoint PPT Presentation
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Demand-Driven Acquisition at Oxford University Hilla Wait (Philosophy & Theology Librarian, Bodleian Libraries)
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Demand-Driven Acquisition at Oxford University Hilla Wait (Philosophy & Theology Librarian, Bodleian Libraries)1What is DDAUser-led selection of new booksUtilises the instant accessibility of e-book acquisitionsEnables staff to test the level of demand for a title before purchaseStaff select the range (profile) of books on offerTime/cost-effective way to meet reader needs instantlyReaders need not know that the books are not owned by the institution

Also known as Patron Driven acquisition2Oxford e-book context454,000 e-booksOxford partner projects (EEBO, Google)Outright purchases (Past Masters, Blackwell Reference)Subscription subject packages (ORO, OSO, CCO, ACLS, Cengage, Springer, Elsevier, 24x7)Pick&Mix (EBSCO; EBL; DeGruyter)Chinese e-book collectionsUsage statistics (Counter)2,176,112 chapter requestsOxfords total e-resources annual expenditure 4,800,000Devolved to subject budgets

Partnership EEBO with u michigan ; googleSpringer science e-book collectionsPast mastersCengage = moma, ecco etc.24x7

3EBL = Electronic Books Library Aggregator offering access to multiple publishers e-books Purchase content outright own in perpetuityUnlimited simultaneous access (up to 325)Non-linear Lending = multiple-concurrent access to all titles up to 325 loans per year renewing automatically annually Loan = 24 hours view / download = 1 creditFree Browse Period 10 Minutes owned / 5 minutes non-ownedBooks may be borrowed to mobile e-reader devices

Mobile devices for EBLi-Padi-Phones & android phonesSony e-readersOther e-readers using Adobe Digital Librarye.g. KOBO, NOOK etc.Does not work on Kindles

Bluefire reader on i-PadThe DDA project in OxfordUnlike other universities, no dedicated staffThe DDA teamResearch - Jo Gardner (Health Care Libraries)Operation - Hilla Wait (Philosophy & Theology Librarian)Acquisitions and Payments - Ann Evans, Nicky Mountfort, Zita Vellinga (C&RD staff)Cataloguing - Alison Felstead, Nathalie Chaddock-Thomas (C&RD staff)Techie bits - Nathalie Schulz, Andy MacKinnon (BLDDS)Oversight - Catriona Cannon (Associate Director, Collection Support)

Before we started a colleague did a lot of research talking to other universities. The three she found most useful were: Newcastle, Kings, UWECollections & Resource Description

Bodleian Digital Library Systems and Services)6Research on DDA in other UK HE institutionsNewcastle University EBL, launched February 2010Kings College, LondonEBL, launched December 2010UWEDawsonEra, launched March 2012Case studies on JISC web-site https://ebmotmet.wikispaces.com/Case_studiesPatron-driven acquisitions : history and best practices / edited by David A. Swords. De Gruyter Saur. 2011 ISBN: 9783110253016

Found 8 institutions- looked into 3 in more detail

7Newcastle University18 month project, launched Feb 201080k budget at startAll subjectsE-books Team = 4 technical experts, and 8 liaison librariansMore than 110,000 DDA records loaded onto catalogue in one weekPurchase triggered on third loan request (revised to fifth request)All requests mediated by acquisitions staff, forwarded to subject librarians if >35.

Kings College, LondonService implemented in December 2010All subjects, but main target groups are humanities and social sciencesStaffing: 2 members of technical teamCreated a Scholarly Collection Profile of 90,000 titlesPurchase triggered on fourth loan requestNo requests are mediatedReaders are limited to one loan per day.

UWE 6 month trial, launched March 20125K budget at startLimited to criminology, forensics, genetics.Staffing: Acquisitions Librarian and 2 subject librariansCollection created by subject librarians, limited by Dewey range and publication date2,800 records loaded onto cataloguePurchase triggered after one loan requestPurchase mediated by subject librarians if >15

Adapting DDA for OxfordDifficultiesScale and complexity of Oxfords operationsMembership of cataloguing consortiaLarge community of external usersMaterials budget devolved to subject librariansAvoiding duplication with existing e-book subscriptionsFinding timeStrengthsLong experience with e-books Existing relationships with e-book suppliersVery expert technical staffHighly-motivated and diverse readershipAimto test whether the model enables a more rapid and targeted response to reader needs for new acquisitionsJisc have us as Band A. - based on money25 K university members 100 libraries11 million items on our on-line catalogue30 K external users11DDA In OxfordPilot scheme was set up for TT 2012Initial budget - 5,000Provided by Oxfords existing e-books supplier EBLInstant access including mobile devicesBooks limited to recent academic publications (2009-2012) in humanities, medical & biological sciences (33 publishers)10,000 records added to SOLO (could have been 300,000 titles)Lump sum paid up-front to suppliersReaders encouraged to register to enable tracking of trial booksRental and purchase limited to University members

Cut it down from 300,000 to 10,000Excluded non-english language12Acquisitions WorkflowA separate distinct fund-code was set up with EBL to pay for these titlesUnusually, we paid in advance into a Blackwell's deposit accountInvoices were prepaid and added to ORACLE. These invoices were for the initial pilot amount in advance. This was topped up as the project continued and further funding was found.Full title lists of purchased items were supplied and acquisitions staff placed retrospective orders on Aleph against each distinct purchased titleA dummy order was placed on the system to link to invoices for loansDummy packing-slip invoices were sent on a weekly basis, and invoices were added to Aleph, including VAT costs. As already prepaid on ORACLE, these were then just scanned online for reference. There were separate invoices for loans and for outright purchases.

Subject librarians could continue to make direct purchases from EBL against their own funds without confusion with the DDA pilot.Cataloguing WorkflowOxford completed a technical profile for the supply of the MARC catalogue records for SOLOEBL provided a file of nearly 10K records, with URLs, based on the subject selection profileBDLSS loaded the full records into the Aleph Resources File, to keep them separate from the main bibliographic database (and prevent export)The records were published to SOLO, and clustered with records for the print titlesThe titles in SOLO were switched on by EBL at the agreed time, to provide access to authenticated readers by clicking the URLsWhen purchases were triggered by readers, the same mechanism as used for standard e-book purchases kicked in At the end of the pilot, the EBL records were removed from SOLO by suppressing (but not deleting) them in the Resources File

Newcastle warned us not to load too many in one go.Nathalie S. loaded the records into Aleph BIB02, the Resources file, from where they were piped to SOLO to be discovered by the readers. (The 505 Contents and 520 Summary fields were retained in the records, to maximise discoverability.) 14Project LaunchDeliberately low-keyNo publicity to readers (already experienced in using EBL booksInformation to library staffBackground to projectHow to identify the books (Bib02 system numbers)How to support readersWarning that the books would not be accessible to external readers

SOLO, staff will be able to identify DDA records by looking at the > "Aleph System Number" in the details display - it is prefaced by > "BIB02". It is also possible to search by "ddarec" and bring them all > up. To readers they look like any other e-book record.

15Access Model for DDA TitlesFree Browse Period of 5 minutes per titleFirst access = 24 hour rental =10% chargeSecond access = 24 hour rental =10% chargeThird access = auto-purchase = permanent = 100% chargeTotal cost per book = 120% of normal e-book costVery expensive books required staff mediation for rental or purchasePotential limit on number of rentals per reader per dayRegular reports and alerts

The Reader Experience Bibliographical record on SOLO appears identical to other e-book records

This book is not yet available in print in Oxford

Bibliographical record on SOLO appears identical to other e-book records

17Accessing the e-book

At the end of 5 minutes browse

The reader can choose to carry on

And trigger a loan ($19.50 in this example)

We used to tell the reader the price of the loan, show price to patron function, but it caused agitation so we suppressed that again.19Information to project staffE-mail to report rental

Invoice report

Access to very expensive booksLimit of 25 per rental Staff mediation for more expensive titles2 requests both agreed within 3 hours

Request for a book which had been missing at Sackler for over a month21Time-scale and Costs -10,000 booksOriginal budget5,000Increase of 3,000 before project startAdditional 3,000Final costs underwritten to end 5,713Project ran 1 May-15 June 2012At peak, averaging 3,000 per weekFinal costs: 16,713.3880 Auto-purchases856 rentals

Analysis of auto-purchases by subjectTwo explanations more enthusiastic students in english and classics, or were the other subjects already better-supplied.23Analysis of rentals by subjectWhat did we learn?The demand is thereWay of spending money very fastWay of satisfying reader needs very fastAvoids paying purchase price for books which may only be needed onceDifficult to limit by subject without putting in a lot more work on the profileEstimate for 6 month full pilot: 250,000-300,000

Estimate for 6 month full pilot: 250,00-300,000Newcastle spending 400,000 K p.a. on mediated service25What did we do next?Tried to raise more moneyLooked at ways of reducing costsMajor issue, exclusion of loan costs from auto-purchase costsInvestigated other DDA modelsDe Gruyter model all DeG books includedSets a cost limit upper and lowerActual costs within that band depend on usageFixed price/content packages (reverse DDA)EBSCO - The Academic CollectionEbrary - Academic Complete

ge.26Reverse DDAConventional DDAReverse DDA - SubscriptionPrinciple access to wide range of books not selected by subject librariansAccess to large pool of unowned booksNo payment for unused booksCosts are open-endedCosts for used books are highMore control over contentLoaned books are not owned at end of processAuto-purchased books are owned at 20%+ purchase costOxford trial results 10% usage

Principle access to wide range of books not selected by subject librarians Access to huge pool of subscribed booksPayment for all books, used or notCosts are fixedCosts are lowerContent fixed by supplierNo owned books at end of subscriptionOxford trial results 7-10% usageWhat do I mean by reverse DDA? By any other name this is a subscription package27EBSCO The Academic Collection: 18 March 18 May, 2013110,000 e-books unlimited concurrent user access 24-hour downloadsEBSCO platformEbrary Academic Complete: 18 May - 28 June 201384,000 e-booksunlimited concurrent user access 14-day downloadsProQuest platform

E-book trials

28EvaluationEBSCOEbraryCurrent log-in over-complicated. Better content match- medicine, social studies More 2013 contentPoor search functionality7 day loans, (including walk-in users)Some trial books had no text attached apparently not an issue in the full packageMore books : 110,000Other complaints related to access to non-trial books.X-searchable with other EBSCO productsInadequate statisticsSlower to loadAuto log-in popular with readersBetter content match- science, geography, humanities6 month firewall on new publicationsVery good search functionality14 days loans university members onlyNot all books available for download. 10% only available on-line or for single chapter downloadFewer books : 84,000X-searching capability can be customisedFuture tie-in with EBLExcellent statistics

29Usage StatisticsEBSCO (110,000 books)Ebrary (84,000 books)Trial - 8 weeks15,133 books accessed335,000 chapters174,000 = 1 month *Trial - 6 weeks8,154 books accessed294,335 chapters166,519 = 1 monthI've been pleasantly surprised by the availability of e-books over the past few weeks. It has made my research life that much easier, and would, if permanent, I'm sure make reading lists more productive for studentsbutI just wanted to say that I think it is incredibly AWESOME that practically all books are now onlineNeed to deduct the owned content access30What are we doing now?Satisfied that this was more cost-effective than conventional DDA2 year subscription to Ebrary (August 2013- August 2015)Centrally-funded (special grants)Annual subscription is much cheaper than any DDA purchase modelNo hidden or future costs to coverAnticipate c. 2 m. chapter hits p.a. (Yale = 1.5 m. p.a.)Cost per chapter will be < 1p.Usage statistics should show whether we will carry on beyond 2015

31Future plansImprove our non-English language coverChoicesIndividual purchases via our Pick& Mix suppliersEBL; EBSCO; Ebrary: (Harrassowitz)Package subscriptions under considerationEbrarys e-LibroDigitaliaTorrossa/CasaliniNon-English language DDA Evaluate usage statistics from Ebrary before making any expensive choices


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