You Have a DDA E-book Plan, Now How Do You Manage It?

Charleston Conference 2013Sadie Williams Director of Product Marketing, Workflow Solutions, ProQuest

Sara Finch Senior Information Developer, OCLCJohn Holm Electronic Resources Librarian, Norwich University

Anne C. Elguindi Deputy Director, VIVA

EBL & Demand-driven Acquisitions

EBL founded & DDA model launched

Swinburne launches first DDA program

Orbis Cascadefirst shared-access consortium DDA

Acquired by ProQuest – Begin development of new platform

2004 2005 2010 2013

EBL and ebrary Integration

Unparalleled Platform

Ebook Solutions for Consortia

CONSORTIUM

LIBRARY

LIBRARY

LIB

RA

RY

LIB

RA

RY

Multiple models

Multiplier Model

Limited Loan

Act Collectively Spend Separately

Easy DDA

30 live programs in North America

Consortium & library level reporting

Consortium workflow support

Auto-weeding &

Profile adjustment

De-duplication

Budget & Fund Code

Tools

Auto set & remove

holdings

Electronic Ordering & Invoicing

Real-time Reports

Customized Profiling

EBL DDA Workflow Management Tools

Auto-weeding &

Profile adjustment

De-duplication

Budget & Fund Code

Tools

Auto set & remove

holdings

Electronic Ordering & Invoicing

Real-time Reports

Customized Profiling

EBL DDA profiles built on LCSH, publisher, keyword, price, etc.

Auto-weeding &

Profile adjustment

De-duplication

Budget & Fund Code

Tools

Auto set & remove

holdings

Electronic Ordering & Invoicing

Real-time Reports

Customized Profiling

Auto-remove titles outside a moving date window

Auto-weeding &

Profile adjustment

De-duplication

Budget & Fund Code

Tools

Auto set & remove

holdings

Electronic Ordering & Invoicing

Real-time Reports

Customized Profiling

Retain records that have been touched by patron to preserve catalog experience

Auto-weeding &

Profile adjustment

De-duplication

Budget & Fund Code

Tools

Auto set & remove

holdings

Electronic Invoicing

Real-time Reports

Customized Profiling

The world’s libraries. Connected.

Sara Finch

MA, MLISSenior Information Developer, OCLC

finchs@oclc.org

The world’s libraries. Connected.

WorldShare Metadata Collection Manager

• Your users get better access

• Your staff gains time for other priorities

• You see improved return on investment

Streamlined workflows!!

The world’s libraries. Connected.

WorldShare Metadata Collection Managerincluding WorldCat knowledge base functionality

allows you to add and maintain information about your e-resource collections and your proxy settings. Once your collections are represented, you have options!

Links are automatic

ally maintaine

d

Shared collections are synchronized

(consortia)

WorldCat holdings are maintained

Updated MARC records are

output, reports are available

The world’s libraries. Connected.

Set up

The service is included in your full OCLC Cataloging subscription.

Complete the set up one time and your provider and OCLC will automate the rest:

1. Complete the brief request form

2. OCLC Order Services will send you the account information you’ll need to: • Log into the WorldShare interface• FTP to access the server to get your MARC records

The world’s libraries. Connected.

…set up

DDA Collections in the WorldShare interface

When OCLC loads the feed from your provider in your library’s WorldShare interface, we will separate your DDA available titles and your purchased titles so you can better track your purchases and make choices in your settings based on whether or not you own a title.

The world’s libraries. Connected.

…set up

3. Configure your relevant settings as desired• Maintain WorldCat holdings• Enter proxy information and provider-specific ID

The world’s libraries. Connected.

…set up

4. If you need records, enable and customize your MARC records. Choose to receive emailed reports.

Set up is complete!

The world’s libraries. Connected.

Common Record Customizations

Add a tag/subfield for collection notes

MARC Record after processing:=856 40$uhttp://providerid.eblib.com/patron/FullRecord.aspx?p=123456$zClick for resource

Add a subfield and free text to your 856

The world’s libraries. Connected.

How your provider and OCLC automate the process

EBL sends OCLC a

weekly feed

OCLC loads the updated

feed

Links are

automaticall

y maintaine

d

Shared collections are synchronized

(consortia)

WorldCat holdings are maintained

Updated MARC records are

output, reports are available

Your patron finds and accesses an

eBook

The world’s libraries. Connected.

Thank you!

OCLC began loading library-specific DDA holdings in 2012. OCLC released WorldShare Metadata Collection Manager in August 2012, which supports the output of MARC records based on knowledge base collections and more.

We currently get feeds from EBL and ebrary...

For more information on options for DDA, see: http://www.oclc.org/content/dam/support/knowledge-base/oclc_dda.pdf

Sara Finch, finchs@oclc.org

Kreitzberg Library

• Private military college

• 2300 on-campus undergraduates (cadets and civilians)• 1200 students enrolled in College of Graduate and Continuing Studies (fully online)

• 8 librarians, 9 support staff members

Kreitzberg Library/Meredith Farkas http://www.flickr.com/photos/librarianmer/35453880/

Why ebook DDA?

• Research needs of distance students could not be met through ILL

• Limited shelf space for physical materials• Limited acquisitions and collection

development staff• High cost per use for physical monographs

Why EBL?

• Met functional requirements:– Unlimited simultaneous access– Downloading for offline use– Separate invoicing for different user groups

• Flexible profiling options• Intuitive patron-facing interface

Setting holdings in WorldCat knowledge base

• EBL sends customized collection data to OCLC weekly

• No MARC record loading!

Discovery and access via WorldCat Local

Usage, costs: the first two years

FY12

FY13

• 3730 loans

• 97 purchased titles

• 17.6% of e-resource budget

• 2696 loans

• 56 purchased titles

• 15% of e-resource budget

How do we put the brakes on?

D D A

Union Pacific 844, Painted Rocks, NV, 2009/Drew Jacksich http://commons.wikimedia.org/wiki/File%3AUnion_Pacific_844%2C_Painted_Rocks%2C_NV%2C_2009_(crop).jpg

EBL profile and settings

• Settings changes:– Increase auto-purchase trigger from third to

fourth short term loan– Remove Download button from Ebook Details

page• Profile changes:

– Lower price cap for visible titles from $350 to $200– Set 48 month “moving window” to expose only

recently published titles – Restrict “Textbook” lending (3 simultaneous users)

Going forward

• Regular deduping against subscription ebook collections

• Continue monitoring usage monthly• Make further adjustments to profile as needed

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

What is the Virtual Library of Virginia (VIVA)?

• 73 academic libraries (39 public, 33 private, Library of Virginia), including doctorals, four years, two years, and specialized institutions.

• Central funding provided by the Commonwealth of Virginia, additional cost-sharing by members.

• Grounded in the coordinated collection development of online resources and an extensive resource sharing program.

V

www.vivalib.org

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

Challenges with Consortial DDA

• Not all publishers want to participate.• It is difficult to convey the subtleties of DDA to

a wide population.• Record management issues are amplified.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

DDA within VIVA: The Budget

• The 39 public schools are participating through central funding, starting with $100,000 for the pilot.

• 12 private institutions opted in to the program with an additional shared $22,500.

• The project started in late May 2013, and, as of 10/30/13, $46,350 had been spent, 1,806 Short Terms Loans had been made, and 16 books had been purchased.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

DDA within VIVA: The Profile

• Publishers: Wiley, Oxford University Press, McGraw-Hill UK, Jossey-Bass, Sage

• STEM-H books only, based on call numbers• $250 list price and under• Published 1/1/2012 or after• English language only

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

DDA within VIVA: Record Management

• Why manage a consortial program through WCKB? It enables:– Delivery of customized MARC records to each

library.– Setting holdings in WorldCat in a way that takes

advantage of central holdings.• Unpurchased books set for CH$ (VIVA’s central OCLC

holdings symbol). • Purchased books set for all participating libraries.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

DDA within VIVA: Record Management

• EBL sends OCLC new records for our plan each week.

• Two collections in the WorldCat knowledge base are used to manage the records: one for unpurchased books, and one for purchased books.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

DDA within VIVA: Record Management• The collections are then “shared” with the

VIVA libraries.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

General Challenges

• Requesting access to WorldShare, general and collection level settings, and record retrieval via FTP were new to many libraries.• To Help: We created detailed documentation in

collaboration with OCLC and EBL that libraries can use to provide access to the DDA e-books.

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

Status of Usage and Records (As of 10/21/13)

Institutions with Usage Institutions that Have Loaded Records but Have No Usage

Institutions that Have Not Loaded Records Yet

0

5

10

15

20

25

30

35

40

45

50

The Virtual Library of VirginiaThe consortium of the nonprofit academic libraries within the Commonwealth of Virginia

Record Management Challenges

• Puzzling out New vs. Update vs. Delete• To Help: You can adjust, to some extent, what

counts as an ‘Update’ for your record workflow.

Questions?