Providing Access to E-Books and E-Book

Collections:Struggles and SolutionsValeria Hodge, Maribeth Manoff, and Gail Watson

NASIG 2012

Timeline – The Early Days

Individual E-Books E-Book Packages

Beginning in 2007 - ordered title-by-title through YBP◦ Worked from existing

contracts – NetLibrary, Wiley◦ Manual, title-by-title

cataloging; procedures developed in consultation with Catalogers, Electronic Resources and Serials Specialists, Systems Librarian

Beginning in 2001 with a consortial NetLibrary collection◦ Contracts and purchasing

handled by Electronic Resources Coordinator

◦ MARC records acquired with packages and loaded by Systems Librarian

◦ Collections would often stay “hidden” i.e. accessible only at the package level in the database listing

Timeline – Scaling Up… and Up!

Individual E-Books E-Book Packages

By 2010, ordering from EBL, Ebrary, EbscoHost, and Wiley◦ Wiley contract renegotiated;

NetLibrary switched to Ebscohost; EBL and Ebrary added

◦ Ordering OCLC records from YBP with customizations developed from original procedures

Up from 20 titles in 2007 to more than 1200 in the past year

2006 - Number and types of collections growing (Springer, Oxford, …)◦ Complex workflow for ordering,

contracts, purchase and access◦ Batch record loading distributed

from Systems Librarian to two Tech Services staff

Currently more than 80 packages, over 25 vendors, new formats (audio, video, primary source documents)

Workflows and procedures developed in the early days were difficult, sometimes impossible to scale

Will cover problems encountered and solutions devised for both individual e-books and e-book packages

Struggles and Solutions

Individual E-BooksProblems…?

Records Management

• Keeping track of

purchases without

duplicating effort

Increased Acquisition• How to make sure patron needs are met?

Providing Access• Keeping up with cataloging and link management

Increased acquisition with attention to what patrons need.

Initial acquisition method: Individual orders selected by subject librarians

Additional methods added in 2011: E-preferred approvals Patron driven acquisition, including ILL purchases

Struggles and Solutions:Acquiring Individual E-books

An E-book Committee was formed to address cataloging and access needs.◦ Preparing for the future, e.g. what if a batch edit or delete became

necessary?◦ Providing usage restriction information.◦ Directing patrons to terms and conditions.

Shortage of personnel for increased workload – moved to YBP purchased records.

Patrons need to know why there is no access while a title is on order. Now the URL link redirects the patron to a screen that explains that the title is still on order.

Struggles and Solutions:Cataloging and Link ManagementFor Individual e-books

E-books on Order

Cataloging Decisions: Usage restrictions & Vendor/Provider info.

0248 |a ebr10470293 035 |9 ybp6820635 |b NhCcYBP 035 |a 99943851247 040 |a NhCcYBP |c NhCcYBP 050 4 |a HD66 |b .H3855 2011 1001 |a Hawkins, Peter, |d 1950- 24510 |a Leadership team coaching |h [electronic resource] : |b developing collective transformational leadership / |c Peter Hawkins. 260 |a London ; |a Philadelphia, PA : |b Kogan Page, |c 2011. 300 |a 1 online resource (xiv, 232 p.) : |b ill. 504 |a Includes bibliographical references and index. 5050 |a Why the world needs high performing teams -- What is a high performing team -- The five disciplines of team practice -- What is team coaching?

533 |a Electronic reproduction. |b Palo Alto, Calif. |n Available via World Wide Web. 588 |a Description based on print version record. 650 0 |a Teams in the workplace |x Management. 650 0 |a Leadership. 650 0 |a Employees |x Coaching of. 650 0 |a Executive coaching. 655 7 |a Electronic books. |2 local 77608 |i Print version: |t Leadership team coaching. |d London ; Kogan Page, 2011. |z 9780749458836 |z 0749458836 |z

0749458844 |w (DLC) 2010040544 85640 |u http://proxy.lib.utk.edu:90/login?url=http://site.ebrary.com/lib/utennk/Top?id=10470293 |z Online access :one

simultaneous user 85642 |3 Click here for terms of use |u http://www.ebrary.com/corp/legal.jsp 945 |a YBP : Ebrary DDA Purchase 949 |k EBOOK |l UEL |m EITEM |n 06 |t 0 980 |a 20110713 |b 3995 |e 3995 |f 99943851247 |g 1 |z 526745 981 |b FGENA(DDA)-2012

Cataloging Decisions:Terms of Use

E-book Management

The Problem: How to keep track of what we’ve purchased without duplicating effort.

Workflow:◦ Invoice◦ Check the Bib record◦ Add to an e-book database◦ Add to our E.R.M.S.◦ Verify access

The Solution: We eliminated adding titles to the e-book database. Next Step- Investigate whether we need to verify access for each title.

Struggles and Solutions:Records Management for Individual e-books

YBP is making files of bibliographic and invoice records available on their FTP site for a number of different accounts, including:◦ Firm orders placed through Gobi◦ E-preferred approvals◦ DDA – two types of bib files, discovery and purchased

Manual procedures developed to regularly check the different directories on the FTP server, upload new files to the Aleph server and run the loading procedures

Automation Solutions for Individual E-Book Management

The Problem:◦ Manual method is time-consuming and tedious as

number of accounts grows The Solution:

◦ Worked with YBP to regularize when the different files are placed on their FTP server

◦ Our Aleph automation expert, Mike Rogers, wrote scripts to check the FTP server, upload files, run the Aleph loading services, and send reports

Automation Solutions for Individual E-Book Management

E-Book packages offered by providers. E-Book titles pulled together to create a

package. E-Book packages pulled together to create a

pseudo-collection.

What are e-Book Collections for The University of Tennessee?

Initial communication with provider begins. Orders are submitted and examined in detail. Communication about titles, cost and discounts are agreed

upon. License terms are negotiated and an order record is added

to the catalog. Invoice is received and payment is processed. Cataloging is completed and access is established. Usage statistics are collected. Collection is maintained and updates are tracked.

E-Book Collections – Workflow Overview

E-Book Collections Life Cycle

A collaboration among departments

• Purchasing Department

• Legal Department

• Electronic Resources & Serials Management

• Library Systems Department

• Electronic Resources & Serials Management

• Library Business Services Office

• Research Collections• Electronic Resources & Serials

Management

Wish list established, Orders prioritized, Budgets

balanced, Preliminary communication with

providers begins, Orders submitted to Electronic

Resources & Serials Management Staff

Orders reviewed and tracked, Intense

communication with providers over cost,

coverage terms and other details agreed upon, UT

justifications and contract paperwork prepared and coordinated between UT

legal and the providers

Contract paperwork received and processed,

Contract legalese negotiated

Master contract received, Orders confirmed, Invoice

processed, Access established, Records are

added to the catalog, Subscriptions and

Renewals tracked, ongoing MARC records monitored,

Statistics compiled, Troubleshooting managed.

E-Book CollectionsProblems…?

Changing Access

Access…accessAccess…access…

Increased Access

Tracking Access Losing Access

Finding Access What Access

WHAT DID WE DO TORESOLVETHESE

PROBLEMS?

E-Book collections – access problems

Managing E-Book Collection Titles

Providing E-BookCollection Access

Dealing with “hidden” collections

Handling selected or “cherry-picked” titles as a collection

Keeping track of individual titles within collections

Finding good MARC records

Updating ongoing collections

Working with batch record loading

Added an access point through the database for the hidden collection.

Added a collection level record to the catalog until the individual MARC records become available.

Signed up for notices that alert us when the individual MARC records are available.

Resolution - Dealing with “hidden” collections

Hidden Collection Title -Adam Matthew: Rock and Roll:counterculture, peace and protest

Problem – Access available, but MARC records are forthcoming.

Grouped selected titles together under a pseudo-collection name prior to ordering.

Included subtitles, editions and ISBNs with titles when available.

Added bibliographic records to the catalog using collection codes and the bibliographic field 945.

Resolution - Handling selected titles

Selected “cherry-picked” Titles -ScienceDirect: SciVerse E-books

Problem -Various titles were cherry-picked from packages and grouped together as an order.

Cherry-picked title record under pseudo-collection name

Added one package order record under the collection name.

Batch loaded bibliographic records to the catalog.

Used collection codes and the bibliographic field 945 to pull the collection titles together.

Resolutions - Tracking package titles

Package TitlesSpringer: English/International

Problem –Connecting more than 25,000 titles to the collection.

Decided which bibliographic fields were the acceptable minimum requirements.

Used MarcEdit to review records and make minimal changes.

Utilized the batch-loading process prepared by Library Systems.

Resolutions – Finding Good MARC Records

Package TitlesSpringer: English/International

Problem –Finding acceptable marc records that are compatible to Aleph.

Assigned staff to track the status of e-Book collections purchased, batch loaded, last load date, and the source for the Marc records.

Informed Research Collections and Library Systems when new MARC records for batch loading were available.

Resolutions – Updating Ongoing Collections

Package TitlesSpringer: English/International

Problem –Knowing when to load the updates.

Collections Individually Loaded No. records Total Records Date Update again

STATRef-Medical 13 added; 24 removed 21 5/4/2011 annuallySTATRef-Nursing 5 added; 1 removed 14 5/4/2011 annually

Collections Batch Loaded

No. records loaded during FY2010/2011

Total records loaded during FY2010/2011

Date of last update in FY2010/2011

Update again

Oxford Scholarship 659 4/18/2011 completeAll Subject updates between Sept. 2008-May 2009 234Economics and Finance updates 30Mathematics updates 10Philosophy updates 130Physics updates 88Political Science updates 58Religion updates 109

Springer English International 1533 5/25/2011 quarterlyJan 2011 (c2009, c2010, c2011) 469Feb 2011 (c2009, c2010, c2011) 341Mar 2011 (c2008, c2009, c2010, c2011) 334Apr 2011 (c2008, c2009, c2010, c2011) 389

Telford 355Institution of Civil Engineers' Vitual Library (ICE) 355 1/28/2011 complete

Adam Matthew 36718th Century Journals I 91 8/4/2010 complete18th Century Journals II 79 8/6/2010 complete18th Century Journals III 67 8/9/2010 complete18th Century Journals IV 35 8/10/2010 completeLiterary Manuscripts from the Berg Collection of the New York Public Library 16 8/9/2010 completeMedieval Travel Writings 79 8/10/2010 complete

Oxford Reference Online 226 226 9/7/2011 quarterlyTotal 3140 3140

Collaborated between Electronic Resources & Serials Management, Metadata/Cataloging, Research Collections, and Library Systems.

Trained staff to perform the batch loading process.

Resolutions – Working with Batch Record Loading

Package TitlesE-Book Collections with MARC records available.

Problem –Prioritizing record loading and managing the process.

Original procedures were developed and implemented by a Systems Librarian with in-depth expertise of Aleph procedures and working on the command line◦ 14 Step Process:

1. Download MARC file from data source and any preprocessing steps (extract from zip file, identify coding errors)

2. Upload file to Aleph server3. First step to convert .mrc file format to Aleph sequential (p-ret-01)4. Second step to convert .mrc file format to Aleph sequential (p-ret-02)5. Fix routine for control numbers – move 001 to 035, remove existing 035s for

certain sets (p-manage-37)6. Convert to UTF-8 for certain record sets (p-manage-22)7. Main bib file fix routine – delete unwanted fields, e.g. extraneous 9xx; add 949

field with collection code and other data for holdings and items); add proxy server prefix to URL (p-file-08)

8. Load records into bib database (p-manage-18)9. Global changes – correct collection code and material type in 949 field and add

945 field (p-manage-21)10. Create items and holdings (p-manage-50)11. Copy URLs to a file (p-manage-55)12. Run report of titles loaded with system numbers (p-print-03)13. Append URLs from step 11 to holdings records (p-manage-18)14. Download output files to local server for record-keeping

Automation Solutions forBatch Record Loading

The Problem:◦ Process was time-consuming and tedious – for each Aleph

service: Copying, pasting, and typing into the GUI In some cases, running the service twice, first to see

results report, second to update the database Work on the command line to check files in between

steps Further checks provided by running first in the test

database, then in production

Automation Solutions forBatch Record Loading

The Solutions:◦ Instead of different fix routines for each

collection to correct vendor-specific record errors - Strategy developed to check records and correct errors using MarcEdit

** Kudos to our colleague Sherry Williams◦ Instead of a new collection code for each

vendor - Used the 945 field to identify vendors and collections

Automation Solutions forBatch Record Loading

Automation Solutions for Batch Record Loading‣ To replace the

14-step process, a one-step loader

** More kudos to Mike Rogers

Example of Batch Load – SIAMType of records = 363 Books/Online Check for fields:

◦ 001 (control #) = 363◦ 003 (control #)= 363◦ 008 (fixed data) = 363◦ 035a (OCLC)= 363◦ 050 (call no.)= 363◦ 245## (title)= 363◦ 245 [h] (GMD)= 362◦ 260 (publishing)= 363◦ 300 (extent)= 363◦ 490 (series)= 287◦ 505 (contents)= 355◦ 650 (subject headings)= 363◦ 830 (series)= 287◦ 8564#(URL)= 363

Examination of fields◦ Diacritics =yes◦ 050/090 = call numbers have “eb” at

the end◦ 856 40 =219◦ 856 48 =144◦ 650 \0 =most only have $a

Changes made◦ Replaced: 856 48 with 856 40◦ Deleted: “eb” from call numbers◦ Added $zOnline Access – Unlimited

users to the 856 fields

Question◦ Finding the PDF is not very obvious,

since it requires more than one click, should there be a directional note added?

Example of Batch Load – SIAMFMT BKLDR nam 2200529 a 4500001 000498317005 20110503174034.0006 m e d 007 cr bn |||m|||a008 110503s1983 paua ob 000 0 eng d010 |z 83051501020 |a 9781611971071 (electronic bk.)020 |z 0898711924 (pbk.)020 |z 9780898711927 (pbk.)02850 |a FR01 |b SIAM035 |9 9781611971071 |b SIAM035 |9 (CaBNVSL)gtp00547401040 |a CaBNVSL |c CaBNVSL |d CaBNVSL050 4 |a TN871 |b .M3844 198308204 |a 627/.86/0724 |2 1924504 |a The mathematics of reservoir simulation |h [electronic resource] / |c Richard E. Ewing, editor.260 |a Philadelphia, Pa. : |b Society for Industrial and Applied Mathematics (SIAM, 3600 Market Street, Floor 6, Philadelphia, PA 19104), |c 1983.300 |a 1 electronic text (xii, 186 p.) : |b ill., digital file.4901 |a Frontiers in applied mathematics ; |v 1504 |a Includes bibliographical references.5050 |a Problems arising in the modeling of processes for hydrocarbon recovery -- Finite element and finite difference methods for continuous flows in porous media -- A front tracking reservoir simulator -- Five-spot validation studies and the water coning problem -- Statistical fluid dynamics: the influence of geometry on surface instabilities -- Some numerical methods for discontinuous flows in porous media.506 |a Restricted to subscribers or individual electronic text purchasers.

5203 |a The emergence of complex enhanced recovery procedures in the field of hydrocarbon extraction techniques has emphasized the need for sophisticated mathematical tools, capable of modeling intricate chemical and physical phenomena and sharply changing fluid interfaces. This volume explains which problems need to be addressed, why they are difficult, what has been done previously to treat these difficulties, and which new techniques appear to possess potential for obtaining good simulation results.530 |a Also available in print version.538 |a Mode of access: World Wide Web.538 |a System requirements: Adobe Acrobat Reader.588 |a Title from title screen, viewed 04/05/2011.

650 0 |a Oil reservoir engineering |x Mathematical models.650 0 |a Fluid dynamics |x Mathematical models.650 0 |a Porosity |x Mathematical models.653 |a Discontinuous flows653 |a Finite element method653 |a Finite difference method653 |a Porous media653 |a Fluid dynamics653 |a Numerical modeling653 |a Partial differential equations7001 |a Ewing, Richard E.7102 |a Society for Industrial and Applied Mathematics.77608 |i Print version: |z 0898711924 |z 9780898711927 |w (DLC) 83051501830 0 |a Frontiers in applied mathematics ; |v 1.85640 |3 SIAM |u http://proxy.lib.utk.edu:90/login?url=http://epubs.siam.org/ebooks/siam/frontiers_in_applied_mathematics/fr01 |z Online Access -- Unlimited users949 |l UEL |k EBOOK |m EITEM |n 06 |t 0945 |a SIAM: Society for Industrial and Applied Mathematics eBooksSYS 002215104

Example of Batch Load – SIAM

Thank you very much!

Questions?Other Struggles?Better Solutions?

Valeria Hodge <vbond@utk.edu>Maribeth Manoff <mmanoff@utk.edu>

Gail Watson <gwatson@utk.edu>