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GETTING IT RIGHT

GETTING IT RIGHT. reshaping and redesigning acquisitions and ill workflow in an academic library. What is the problem?. Too many request interfaces, out-of-context. Where does the user go?. ILL Request. Purchase Request. Electronic Reserves Request. Course Reserves Request.

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GETTING IT RIGHT

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  1. GETTING IT RIGHT reshaping and redesigning acquisitions and ill workflow in an academic library

  2. What is the problem? • Too many request interfaces, out-of-context

  3. Where does the user go? ILL Request Purchase Request Electronic Reserves Request Course Reserves Request

  4. What is the problem? • Too many request interfaces, out-of-context • Speculative selection is a lot of manual work • Most collections may never be used • Just-In-Case model is not sustainable

  5. Interlibrary Borrowing (+265%) Interlibrary Lending (+126%) Serials Purchased (+42%) Monographs Purchased (-7%)

  6. What is the problem? • Too many request interfaces, out-of-context • Speculative selection is a lot of manual work • Most collection never used • Just-In-Case model is not sustainable • Resistance to effectively reduce duplication across networks

  7. SUNY Union Catalog – Rough Uniqueness Estimates… Cost of Duplication As of 12/18/08 over $722 Million Interlibrary Loan Service Matures How much duplication is critical? Can we afford Just in Case?

  8. Formats of Unique Titles in an ARL Collection* *Data reported represent WorldCat holdings of a private ARL institution.

  9. What is the problem? • Too many request interfaces, out-of-context • Speculative selection is a lot of manual work • Most collection never used • Just-In-Case model is not sustainable • Resistance to effectively reduce duplication across systems • Shrinking budgets, rising material costs and increasing needs

  10. SUNY Geneseo IDS Data

  11. SUNY Geneseo IDS Data

  12. SUNY Geneseo IDS Data

  13. SUNY Geneseo IDS Data $7,283.25 total $7,204.28 total $8,506.76 total

  14. SUNY Geneseo IDS Data • Case study at Geneseo… • 110 loan requests on April 6, 2008 • 87 could be purchased new or used from Amazon (avg. price: $25.57) • Over 1/3 cost less than $10 used • Over 1/5 cost less than $10 new • Almost half cost less than ARL unit cost for borrowing ($17.50) • So: our $22,994 could have purchased almost 900 books for our collection • 64% of the 1,412 unique titles we paid to borrow • 33% of the 2,172 titles requested 2 or more times

  15. Collection Development & Acquisitions at SUNY Geneseo • Outdated and dusty policies and procedures • Limited librarian liaison program • Selection mostly faculty-driven with no streamlined process • Periodic cancellation of journals & decreases in monographic allocation • Materials budget never matches inflation • Turnover in department & staffing issues • Changes in Technical Services

  16. Acquisitions • Numerous workflows and procedures • Too many interfaces to request materials • Lost knowledge of vendors' discounts & policies • Systems don’t “talk” to each other Bottom Line: Each library is unique and shared best practices are lacking

  17. Why does collection development & acquisitions processes need redesign? Workflow problems Changes in staffing and function Poorly used collections Lack of librarian time to do selection User participation (Web 2.0 anyone?)

  18. Workflow design & usability issues

  19. Workflow design

  20. Technical Services changing * through April of 2009

  21. Who selected which book for the collection? 8 uses 0 uses

  22. Data-driven collection development

  23. What is it?GIST is the Getting It System ToolkitA system for merging Acquisitions and ILL request workflow using one interface, allowing for user-initiated requests, coordinated collection development, acquisitions and interlibrary loan What is gist?

  24. GIST Workflow @ Geneseo 1. User submits request via ILLiad web form 2. ILLiad routes request to Acquisitions or ILL 3a. Acquisitions staff purchase if criteria met, or else routed to ILL 3b. ILL borrow unless new/ rare/non-circ & essential to user 4. Item received, cataloged, & placed on hold-shelf or in stacks 5. User notified via ILLiad, picks up book

  25. Step 1. User submits request via ILLiad request form

  26. Step 1. User submits request via ILLiad request form

  27. Step 1. User submits request via ILLiad request form • Would you recommend Milne Library purchase this item? • No response [default] • Purchase • Do Not Purchase • Not Sure • How essential is this to your research? • No response [default] • Essential • Unessential • Not sure • Why are you requesting this item? • No response [default] • Research • Leisure • Recommended reading • Place on Course Reserve • Essential to discipline • Other (specify in notes)

  28. Step 1. User submits request via ILLiad request form

  29. Step 1. User submits request via ILLiad request form

  30. Step 2. Request is routed by ILLiad

  31. Step 3. Acquisitions staff process ILLiad request

  32. Step 3. Acquisitions staff process ILLiad request Custom holdings groups Email routing

  33. Step 4. Acquisitions staff receive and catalog the request, place on hold-shelf for user

  34. What can be customized? • Web form • Layout & choice to integrate/separate ILL & acquisitions requests • Feedback questions • WorldCat API: library groups you wish to use • Status-specific web pages (Faculty only? Different options for different user types?) • Additional widgets? • Workflow • Routing rules (you choose criteria) • CCD custom holdings groups • Email templates • Vendors • In ILLiad version 8, custom field names in the client view

  35. You choose and adapt the tool around what works for your setting. Library A Library B Library C Library D GIST is just a tool GIST used to enhance ILL Purchase on Demand only. GIST used to enhance ILL POD. GIST also used only by Librarians to help their selection. GIST used to enhance ILL POD. GIST also used by Faculty, with Librarian Review. GIST used to enhance ILL POD. GIST also used by all users, with some Librarian review for certain status. Collection building profiles, cooperative data, and gift management features used.

  36. Issues involved with designing and implementing GIST Workflow design Collection Development/Acquisitions specific ILL specific Reconciling different philosophies

  37. Problems/concerns/questions?

  38. Tim Bowersox, Information Delivery Services Librarian bowersox@geneseo.edu Kate Pitcher, Collection Development Librarian pitcher@geneseo.edu Contact us

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