MATERIALS BUDGET ADJUSTMENT STRATEGY - MONOGRAPHS -

1. MATERIALS BUDGET ADJUSTMENT STRATEGY- MONOGRAPHS - • SITUATION: • Flat OSUL budget • Modest, but real, monograph inflation • Stabilizing monos = slightly less serial cancels

2. GOALS • Slow mono spending in FY04 and FY05 • Give collection managers more info now to make informed decisions on requests • Test paradigm that access = ownership (mostly) • Gather data on mono duplication rate (both OSUL internal and with OhioLINK) • Gather data needed to begin discussion of guidelines for buying e-books, digital media…

3. Assumptions • Patrons (OSUL and OL) benefit from access to more unique items • We can self-fund more unique items by buying fewer lower priority duplicates • Heavy duplication across OhioLINK under-utilizes limited OSUL resources ($) • Some types of titles do need to be duplicated

4. Monograph Duplicate Test • March 1 – June 10 • MOD refers back more data about dups and availability • Selectors provide reason for dups requested • Track duplicate orders and collect data • Data is shared at end of test on number, type, and cost of dups per fund

5. Definition of “Duplicate” • 1+ available (circulating) copies on OSCAR • 5+ available copies on OhioLINK • Available online in OSCAR or OhioLINK

6. “OK” Duplicate Categories(Selector indicates when requesting a dup) • Reserve Dup needed for closed reserve • Reference Ready reference needed in multiple loc’s • Replacement All copies lost, too damaged to use… • Circulate All OSUL copies are non-circulating • High Use High circ, copies not available, hot topic • At Risk Known theft risk, dup to ensure access

7. Lower Priority Dups • Not in an “OK to dup” category Plus • Circulating copies available: • OSUL (1+), or • OhioLINK (5+), or • Online in OSUL or OhioLINK • Exception: Rare books as artifacts

8. How the Test Works Indicated dups (known to be a dup when selector sends request) • Selector indicates dup category • MOD tags for Dup Test • category • # available copies in OSUL / OL • Order is placed

9. Unindicated Dups(dup found in pre-order search) • Like now, unindicated dups are returned to requestor • Data on available copies given to requestor • If resubmitted, requestor indicates type of dup (required) • one of OK-to-dup categories, or • lower priority dup • MOD logs type, # available copies, and places order • Data tallied in June on number, type, and cost of all dups ordered per fund • Data is posted for further discussion

10. Approvals –Test Period(Approvals searched on OSCAR / OL only after display) 3 options for approvals (now 2) • Must have Keep regardless of # copies in OSUL/OL • Access Keep if no OSUL or OL (<5) copies • Return Return to vendor

11. Possible Outcomes from Test • OSUL dup rate is low overall • No need to track duplicates beyond test • Need a different strategy to save mono funds • Dup rate is moderate – possible to save $ • Continue to provide dup info to selectors • Selectors use info to slow dup requests • Dup rate is high • Continue to provide dup info to selectors • Develop incentives to lessen low priority dups

12. Work vs. Value • MORE WORK • Added searching in MOD • Added review by requestors of returned requests • Data logged and collected • MORE VALUE • How much is really being spent on mono dups? • Can we self-fund mono needs by acquiring less lower priority dups? • Better data provided to make ordering decisions

13. Looking for a better way… • To slow monograph spending • Spread existing mono funds further • Acquire fewer under-utilized items • Maximize access for patrons, and • Minimize inconvenience to patrons By providing solid data to support collection development

14. DISCUSSION… PowerPoint and handout also on the web Thank you for being part of the Duplicate Monograph Test