Managing E-book Workflows from Acquisition to the Catalogue Catherine Davidson, Nancy Hall, Heather Fraser Vancouver, BC May 23, 2008

Managing E-book Workflowsfrom Acquisition to the Catalogue

Catherine Davidson, Nancy Hall, Heather FraserVancouver, BC May 23, 2008

2Managing E-book Workflows

Welcome.

Housekeeping

Session Structure

Speaker Introductions


Collections: The context.

Driving forces behind York’s approach to e-book acquisitions

Moving from bundles to discrete titles

Paradox: ▲Collections, ▼Tech Services


Collections: Driving force.

Our users – “more content”

Via LibQual and other surveys, focus groups etc.


Collections: LibQual comments.

“The materials, especially the book stacks, are so far away from the entrance, which makes dropping by to pick one up such a chore. I enjoy the electronic books accessible through the catalogue, although sometimes they are unavailable due to some sort of glitch; “ Graduate student, Humanities

York's libraries should significantly expand the print and electronic collections to truly become a world-class research library.

Faculty , Social Sciences


Collections: Identifying potential e-content.

Via 25 subject specialists, directly from faculty or from vendors

Request trial and pricing info

Evaluate (or not)

Decision or move to wishlist


Collections: Our philosophy.

Experimental. Exploratory.

Platform-neutral. Content dictates selection.

Not a substitute for print but a supplement.


Collections: E-book bundles – simple, straightforward.

Closed (i.e. no growth) bundled collections e.g. EEBO, ECCO


Collections: E-book bundles – complex.

Closed bundled collections that require repeat maintenance – broken URLS etc

Growing bundled collections with MARC records available – manage adds, deletes


Collections: E-book bundles – undesirable.

Bundles for which promised MARC records never materialised

But… there are opportunities for third-parties to help provide a solution


Collections: Ideals and compromises.

Prefer ownership model

But… some disciplines actually better suited to lease model e.g. Safari, Books 24X7


Collections: Evolving from E-book bundles to individual titles.

Recently reviewed and updated profiles; take advantage of ability to view e- alongside the p- in slip notifications


Collections: Areas needing further attention.

Need for effective promotion and communication (equally applicable collections in e- and p-formats)

Need for assessment and analysis (quantitative and qualitative)


Collections: Areas for further attention.

Need for accurate measurement and reporting (e.g. ARL, CARL)

Potential application for e-reserves and for adaptive equipment for users with disabilities.


Collections: Library-vendor-publisher dialogue.

Flexibility to locally-load content on Scholars Portal ebrary e-book platform

MARC records that conform to standards must be part of the deal.

Content must be accessible e.g. for users with disabilities


Collections: The equation.

From AUL perspective:

Return on investment……(as demonstrated by use) PLUSDiminishing human resources available

locally EQUALSStreamlined processes, minimal

intervention


Collections: Dynamic but turbulent environment.

“[T]he e-book landscape continues to be not only dynamic but also turbulent.”

Mark R. Nelson, “E-Books in Higher Education: Nearing the End of the Era of Hype?” ECAR Research Bulletin, vol. 2008, issue 1 (January 8, 2008). Can also be found at: <http://connect.educause.edu/Library/EDUCAUSE+Review/EBooksinHigherEducationNe/46314>.


Collections: Positioning and Competencies.

“[H]igher education must position itself to be ready to incorporate e-books effectively on campus, and develop the competencies to make such positioning possible.”

Nelson, p. 52.


Acquisitions: Guiding Principles.

Expenditures: dedicated pot of funds to encourage selection –i.e. not eating into print funds

Mirror existing workflows for print whenever possible

Consider Scholars Portal ebrary platform


Acquisitions: Models.

Subscription

Lease

User-select or pay-per-use

One-off, discrete titles


Acquisitions: Subscription.

Large number of titles available

Discovery and access may be limited if no MARC records available


Acquisitions: Lease.

Don’t own titles

High maintenance

Possible user frustration


Acquisitions: User-select or pay-per-use.

Set of titles with option to own

Mediation required, could lead to some user frustration

Broader access to titles

Actual purchases deducted from deposit


Acquisitions: Discrete titles.

Considerations:

Fees: set-up, hosting and access

Multiple vs single user

Catalogue records


Acquisitions: Comparison of 3 providers of discrete titles.

Netlibrary ebrary EBL

Vendor YBP YBP Blackwell

Cost 55% hosting fee

Annual access fee

Annual access fee

User access

Varies SU and MU- varies by title

Non-linear lending

MARC records

OCLC YBP Blackwell


Acquisitions: E-book mirrors print book workflow.

Advantages:

Rely on existing vendor profiles

E-books integrated into database

View e-book alongside p-book in notifications


Acquisitions: E-book alongsideP-book in profiles.


Acquisitions: Value-added features.

YBP previews

Links to OCLC


Acquisitions: Value-added features.

Placing orders with vendors

YBP previews

Links to OCLC


Acquisitions: Sneak peek to assist in purchase decision.


Acquisitions: Link to OCLC number


Acquisitions: Issues and next steps.

Speed and auto-notification of availability to retrieve

Collecting data e.g. price comparisons for print vs electronic – dispel misconceptions

Assessment – collaborative efforts such as ebrary’s offer to conduct institutional surveys


Acquisitions: Issues and next steps.

E-reserves

Library Accessibility Services

E-books on demand – repurpose backlists


Cataloguing: E-book Workflow – the York Environment.

Our LMS – SirsiDynix

Size of Library Database

E-Content – e-books, e-journals, e-video, e-audio, a & i and websites

E-Books sets


Cataloguing: The York Approach.

Multiple records

Text-based call number: ELECTRONIC

Example


Cataloguing: sample ebrary title formatted dump from the catalogue.


Cataloguing: MARC Records Standards.

Full level records

MARC 21

AACR2

LC subject headings

Access points under authority control


Cataloguing: Preferred Standards at York.

MARC records delivered with MARC-8 character coding

Appropriate notification if UTF-8 (Unicode) characters in records

Coded as language material


Cataloguing: Leader indicating Language Material and Unicode Character Coding.


Cataloging: Preferred Standards at York.

Unique vendor-provided identifier in each record

No cost records. Can be bare bones but should be structurally error-free


Cataloguing: Staffing.

Current situation

Increasing workload

Future needs


Cataloguing: Record Retrieval and Processing – Bundles and Discrete Titles.

Vendor sites checked on monthly basis for new or deleted content

Notification – prefer direct email via vendor to multiple contacts

Retrieval of records from vendor site – prefer via FTP or download directly from vendor website


Cataloguing: Record Retrieval and Processing – Bundles and Discrete Titles.

Files stored locally

Record analysis – identify number and type of records etc


Cataloguing: Record Analysis – Sample of Leader information from MARC analysis tool in MARC Report.


Cataloguing: York Local Modifications to Records.

Additions

506 Access restriction506 ##|aAccess restricted to York

University faculty staff and students.710 (unique identifier)

710 2#|aNetLibrary – York University. 949 for loading

|aELECTRONIC|c1|rN|tE-BOOK|lINTERNET|mYORK|wTEXT


Cataloguing: York Local Modifications to Records.

Deletions

650 #2 MESH subject headings650 #4 Source not specified650 #6 Répertoire de vedettes-matière653 Uncontrolled Index Term655 Genre/Form Index Term


Cataloguing: Key Tools.

2 software packages

Ease of use and learning curve

MARC Report (www.marcofquality.com)

MARCEdit (http://oregonstate.edu/~reeset/marcedit/html/index.php)


Cataloguing – Key Tools.


Cost: includes updates and customized help

Used for the last three years

Slight learning curve


Cataloguing – Key Tools.


Excellent features include:

Z39.50 client

Data translation tools




Detailed analysis of content of MARC records

Identify required changes or problems

Split files or join files




Split files based on Leader, Fixed Field orVariable Field data

Sort records within files

Make complex global changes



MARC Edit (http://oregonstate.edu/~reeset/marcedit/html/index.php)

FreeEasy to learnUsed at York for making actual changes to records and recompile the fileWe have used it to create MARC records from delimited data


Cataloguing: Loading the Records.

Library Computing portion

Electronic resources database

Loading into library catalogue


Cataloguing: Wishlist.

Better dialogue between content providers, vendors, publishers and libraries to provide excellent MARC records

Access to technical help

Clean files, no corrupt records


Cataloguing: Wishlist.

Auto-notification when new records are available

New content clearly identified and clearly named on vendor servers and websites

More opportunities to work with more vendors in a MARC record advisory capacity


Thank you.

Questions? Catherine Davidson Associate University Librarian, Collections [email protected]

Nancy Hall Manager, Monograph Acquisitions [email protected]

Heather Fraser Head, Bibliographic Services [email protected]

Documents

Managing E-book Workflows from Acquisition to the Catalogue Catherine Davidson, Nancy Hall, Heather Fraser Vancouver, BC May 23, 2008