Sharing Our Collections :
Looking to the FutureLooking to the Future
Sponsored by the LLAMA SASS /
RUSA STARS Cooperative Remote
Circulation Committee
Flexibility and Collaboration : Floating Collections in the Arapahoe Library District
Janet Schneider, Smoky Hill and Eloise May Libraries, Manager of Programming and
Customer Service
--Public Library consortia member
Sharing Our Collections :
Looking to the Future
Ebook Collection Sharing : The Orbis Cascade Demand Driven Acquisitions Project
Linda Di Biase, Orbis Cascade Alliance Demand Driven Acquisitions Program
--Academic Library consortia member
The Next Generation ILS : How Will It Support Collection Sharing in the Future?
Carmit Marcus, Ex Libris Director of Product Management and Partnerships
--ILS Vendor representative
Sponsored by the LLAMA SASS / RUSA STARS Cooperative
Remote Circulation Committee
Floating Collections at the Arapahoe
Library District
Janet Schneider
Why Floating
Collections?
• More effective use of collection dollars
• Savings due to reduced wear and tear on collection
• Decreased deliveries between libraries
• Decreased handling of individual items by library staff• Decreased handling of individual items by library staff
• Materials on shelf and ready to be circulated sooner
• Need to purchase fewer copies = able to purchase more titles
• Constantly changing on-shelf collections=more variety
• Ergonomic strain is reduced
• Patrons help define collections at their local library
So how did we get there?
Successful
Implementation
Successful Implementation = Internal & External Collaboration
At every level within the organizationAt every level within the organization
Getting There
Our Decision-Making Model
Responsibility rests with one individual in managementResponsibility rests with one individual in management
• To make the decision
• To communicate the decision
• To ensure that the decision is supported
Why?
• To avoid consensus decision-making
And Then…..
First Steps
Collaborating and Overcoming Obstacles Begins!
Collaborative Steps
1. Research completed to guide decision-making
2. Director of Library Services decides to implement
3. Collaboration begins with:
Executive Director
Deputy DirectorDeputy Director
Library Services Director
Administrative Services Director
Library Services Managers (5 people)
Administrative Services Managers (4 people)
To review the decision and provide input for changes
Collaborative Steps
Next Stop – Leadership Council
• Consisting of the previous management group• Consisting of the previous management group
• Plus supervisors and coordinators
Input gathered and decision finalized
And then…
Collaborative Steps
Next Stop – All Staff of Arapahoe Library District
• Decision is announced to all staff • Decision is announced to all staff
• Informational purposes
• Not for discussion – that comes as we begin
implementation
And then…the work of project collaboration
begins!
Collaboration and
Implementation
Step One: Convene Implementation Team• 5 people identified in critical areas of the organization
Step Two: Decide who to involve • Who are they and what role do they play in the
organization?
Collaboration and
Implementation
Who?Library Material Services (Tech Services) including:
• Collection librarians• Collection librarians
• Catalogers and processers
• Couriers
• Vendors
Digital Services (IT)
• Millennium Administrator
Collaboration and
Implementation
Who?
Library Staff:Library Staff:
• Librarians
• Patron Service Specialists
• Materials Handlers (Pages)
Have We Forgotten Anyone?
Collaboration and
Implementation
How Will We Reach Everyone?
Road Shows – to all libraries & to Support ServicesRoad Shows – to all libraries & to Support Services
• The implementation team visited all of the facilities
• We knew we didn’t have all the answers
• We shared what we knew from the research
• We listened to concerns and questions
Collaboration and
Implementation
Did We Learn Anything?
YES!YES!
We identified the concerns that staff had and as a result:
• We changed the paging priority on our paging lists
• We began a blog for anyone to post on
• We developed a list of FAQ’s and posted the answers
as soon as we had the answer
Collaboration &
Overcoming ObstaclesThe first step in overcoming obstacles is to acknowledge them -all part of the collaboration processWhat were the obstacles?• Required a basic paradigm shift in how we delivered service• Overcoming the long-held concept of discrete collections by
location and and moving to a District-wide collectionlocation and and moving to a District-wide collection• Perceived collection imbalances and redistribution process• Trust among staff at different libraries – “What will they do to
us?”• Shifting workloads and work responsibilities
Collaboration was the key to overcoming theobstacles!
Collaboration From
Beginning to End…
& Beyond
Are we done with collaboration and floating our
collection?collection?
No – we are now in the maintenance phase and
collaboration is more important than ever!
Between:
• Collection Librarians and Library Staff @ all levels
Ongoing Collaboration
• Collection Librarians and Library Staff @ all levels
• Library staff @ each facility – for collection
maintenance and redistribution
• Couriers and library staff
1. Launch of floating collections was a non-event
2. Library staff more aware of overall collection
3. Library staff more invested in collection
Positive Outcomes
through Collaboration
3. Library staff more invested in collection
4. Collection is viewed as a District-wide resource
5. Benefits of floating have been achieved
If you have more questions about the process of
collaboration in implementing floating collections or
about floating collections in general contact:
In Closing
about floating collections in general contact:
Janet Schneider
720-339-1865
DemandDemand--Driven Acquisitions in a Driven Acquisitions in a
ConsortialConsortial EnvironmentEnvironmentConsortialConsortial EnvironmentEnvironment
The Orbis Cascade Alliance Experience
Linda Di Biase, Ebook Working Group Chair
OrbisOrbis Cascade AllianceCascade Alliance
37 academic libraries in Idaho, Oregon, and
Washington
– 6 community colleges
– 16 private 4-year colleges
– 14 public 4-year colleges (large & small)
– 1 Health Sciences institution
– Total FTE: 250,000+
– No central funding source
The Cooperative Vision and EThe Cooperative Vision and E--books?books?The Alliance had a vision of “many libraries, one
collection” BUT
• Individual libraries were purchasing single e-
book titles or collectionsbook titles or collections
• Purchased e-books were not available to all
Alliance libraries
The Vision and EThe Vision and E--books: books:
New DirectionsNew Directions
In 2010 ...
• E-book Investigation Team formed
• Team recommends EBL’s Demand Driven • Team recommends EBL’s Demand Driven
Acquisitions (DDA) model, in partnership with
YBP, our preferred book vendor
• Alliance Council charges Implementation Team
Implementation Team Implementation Team
ChargeCharge
• Leverage existing relationship with YBP to
create “an entirely new e-book consortial
purchasing model”
• Address access, collection development,
financial & technical issues
• Develop equitable funding model
• Evaluate to determine ongoing viability
Initial FundingInitial Funding
• $231,000
• All libraries participate
• Funds collected based on familiar model used • Funds collected based on familiar model used
for e-resource purchases
• Contributions range from $2.5K to $15K
DDA Pilot on Fast
Track!
• January 2011: First team meeting
• July 2011: Implementation date!
In between ...In between ...
• 15 publishers come on board
• Profile set up with YBP
• Workflows mapped for discovery options
• Training offered to public service & technical service librarians
Spending Plan
• Impacted by content pool, short-term loan
(STL) threshold, and negotiated multiplier
• Initial content pool: 1,700 titles (all subjects,
$250 cap)
• Initial STL threshold: 10
• Multiplier of 5
DDA Pilot DDA Pilot –– Course Course
ChangeChange
The problem: Spending at a far lower rate than predicted
• September: STL trigger to purchase lowered to 5to 5
• October: 10,000 records added to the pilot (2009-2010 imprints)
• November: Council extends pilot to July 2012 with a further $231K
ChallengesChallenges
• Range of experience with e-books & DDA
among libraries; marketing issue
• Differing perceptions of value
• Technical issues
• Constant need to monitor expenses
OpportunitiesOpportunities
• Decrease requesting activity for p-books with
its associated costs
• Libraries can avoid p-/e- duplication via YBP if
they choose
• Next generation ILS may help
• Demonstrate to publishers that we don’t want
e-journal “big deal” model for e-books
From Pilot to Program!From Pilot to Program!
• Jan.-Feb. 2012: Pilot evaluation
• Feb. 2012: Team recommends ongoing
program, proposes choice of annual budgets:
$550K (status quo) or $1 M (expansion)
• Change funding model to 30% even split/35%
FTE/35% materials budget
• Council agrees to program with FY13 budget
of $750K, increasing to $1M in FY14
Not Out of the Woods Not Out of the Woods
Yet ...Yet ...
• Projected to run out of $$ in May
• Raised STL purchase threshold back to 10
• Considered suppressing discovery of pre-2011 content, HOWEVER ...content, HOWEVER ...
– Discrepancies btwn EBL & OCLC pub dates
– Suppression easily achieved in 1 day in local catalogs, but longer using OCLC’s KB
– Bottom line: public service consequences unacceptable
ResolutionResolution
• Bridge loan from Alliance
• Temporarily stopped purchases• Temporarily stopped purchases
• Fiscal realities will inform future expansion of
DDA content -- will need to remove older
content prior to adding new publishers
Some Statistics (July 2011Some Statistics (July 2011--June June
2012)2012)
• 15,702 titles available to users
• ~ 100 new titles added per week
• 490 titles purchased • 490 titles purchased
• 10,469 titles were accessed 79,428 times (this
includes free browsing)
• 7,847 titles had 19,931 STLs
• $507,000 spent
Expenditures/Use
Breakdown
• July-December: $130,145
o 5,284 STLs = $71,826
o 138 auto-purchases=$58,319
• January-June: $376,855
o 14,747 STLs = $210,815
o 352 auto-purchases=$166,040
In ClosingIn Closing
• Thanks to Greg Doyle for some slides
• For more information, go to:
http://www.orbiscascade.org/index/orbis-
cascade-alliance-ebook-working-group
• Or contact:
– Greg Doyle, Alliance ER Coordinator
– Linda Di Biase, DDA Team Chair [email protected]
The Next Generation ILS : What Is
the Future of Collection Sharing?
Carmit Marcus - Director of Product
Management and Partnerships, Ex Libris
• Maximize cooperation, integration and sharing
between institutions in a network, while supporting each institution’s particular workflows and standards, and maintaining local
The challenge
workflows and standards, and maintaining local privacy and ownership of data
• Standardizing and streamlining the connection points to make them seamless and reliable, regardless of the participating library systems
• Group of institutions with
relationships/collaboration in a specific library
business area (e.g. collection development,
resource sharing, remote storage)
What is a collaborative
network?
resource sharing, remote storage)
• Each institutions can be part of many networks in
multiple business areas
• Collaboration can be done on:
• Data - Institutions can work together by
exposing and/or sharing their data and providing
services for this data
Two forms of
collaboration
services for this data
• Processes - Institutions can work together by
coordinated process and/or creating joint
processes to gain efficiencies
• Institutions will make use of a collaborative zone, where shared data will be managed
• Each institution manages its private (library) zone, using its internal standards and
The Alma approach
zone, using its internal standards and workflows
• Each institution controls what of its data it is willing to share with other network members
• Collection sharing is incorporated within the Alma Fulfillment framework
• Goals of Smart Fulfillment• Extend and simplify services for end users - systems
and standards become transparent
Resource Sharing
• Extend and simplify services for end users - systems and standards become transparent
• Improve traditional circulation, link resolution, and access management processes
• Reduce and eliminate ownership and format constraints
• Highlight immediately available resource
• Maximize integration with other systems
• Shape Collection Development
End user experience
End user experience
• Supporting Selection
• Gaining efficiencies in the acquisition
processes
Joint collection
development
• New acquisition method - PDA
• Today’s systems start with acquisitions
• Beginning the process at collection
development allows a broader look across
Selection
development allows a broader look across
shared collections
• Selection functions will support subject-
specific workflows within local and shared
collections
Createselection item
ACQ request
Selector Vendor OtherEvents
Selection
Enrichment
Evaluate for Acquisition
Defer Trial Approve Reject
Auto generateorder line
Approvedselection
Selection to Order
order line
Review
Edit &complete
Approve& send
Reject
• Selectors working in a network of
institutions may make purchasing decisions
for other institutions in the network
• Selected item can be acquired for any one
Collaborative selection
• Selected item can be acquired for any one
of the institutions in the network that
permits acquiring on behalf of it
• Selector decides to which institutions to
acquire the selected item
Selection
Selection
Selection
Selection
My Library
Network Libraries
Peer Libraries
Gaining efficiencies in acquisitions—shared data
Shared vendor file; shared license file; ability to
activate for other institutions
Acquisitions
Partner 1
Partner 2
Searching the network
Institution A
Catalog
Inventory
The Trial
Partner 3
Regional Catalog
60
Searching the network
61
Shared holdings
notification
Shared holdings
notification
Current workflow:
• Candidate ebook titles loaded into the catalog
• Usage creates automated purchase
PDA/DDA in Alma
Challenges in today’s systems
• Managing candidates
• Ongoing record loads
• Identifying candidates
• Deleting candidates but not purchased titles
• Tracking purchases/expenditures
Alma
Repository
Vendor• Vendor candidate e-books
records (with URLs) are loaded
into Alma repository
• Alma publishes candidates to
discovery
• Users discover and use e-
DDA in Alma
Discovery
• Users discover and use e-
books, triggering purchases
• Vendor delivers PO via EOD
& invoice via EDI
•Candidate e-books that are
not in use are removed from
repository and from discovery
DDA Configuration
Questions?
• Chelle Batchelor (Moderator/Program Chair)
• Linda Di Biase (Orbis-Cascade)
[email protected]@uw.edu
• Carmit Marcus (Ex Libris)
• Janet Schneider (Smoky Hill and Eloise May Libraries)
Sharing Our Collections :
Looking to the FutureLooking to the Future
http://connect.ala.org/node/180995/