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

1. You Have a DDA E-book Plan, Now How Do You Manage It? Charleston Conference 2013 Sadie Williams Director of Product Marketing, Workflow Solutions, ProQuest Sara Finch Senior Information Developer, OCLC John Holm Electronic Resources Librarian, Norwich University Anne C. Elguindi Deputy Director, VIVA

2. EBL & Demand-driven Acquisitions 2004 2005 2010 2013 Acquired by ProQuest – Begin development of new platform Orbis Cascade first shared-access consortium DDA Swinburne launches first DDA program EBL founded & DDA model launched

3. EBL and ebrary Integration Unparalleled Platform

4. Ebook Solutions for Consortia • 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 LIBRARY LIBRARY LIBRARY CONSORTIUM LIBRARY

5. Auto-weeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing De- duplication Auto set & remove holdings Budget & Fund CodeTools EBL DDA Workflow Management Tools

6. Auto-weeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing De- duplication Auto set & remove holdings Budget & Fund CodeTools EBL DDA profiles built on LCSH, publisher, keyword, price, etc.

7. Auto-weeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing De- duplication Auto set & remove holdings Budget & Fund CodeTools Auto-remove titles outside a moving date window

8. Auto-weeding & Profile adjustment Real-time Reports Customized Profiling Electronic Ordering & Invoicing De- duplication Auto set & remove holdings Budget & Fund CodeTools Retain records that have been touched by patron to preserve catalog experience

9. Auto-weeding & Profile adjustment Real-time Reports Customized Profiling De- duplication Electronic Invoicing Auto set & remove holdings Budget & Fund CodeTools

10. Sara Finch MA, MLISSenior Information Developer, OCLC finchs@oclc.org

11. WorldShare Metadata Collection Manager Streamlined workflows!! Your users get better access Your staff gains time for other priorities You see improved return on investment

12. WorldShare Metadata Collection Manager including 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!

13. 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: • Complete the brief request form • 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

14. …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.

15. …set up • Configure your relevant settings as desired • Maintain WorldCat holdings • Enter proxy information and provider-specific ID

16. …set up • If you need records, enable and customize your MARC records. Choose to receive emailed reports. Set up is complete!

17. Common Record Customizations Add a tag/subfield for collection notes Add a subfield and free text to your 856 MARC Record after processing: =856 40$uhttp://providerid.eblib.com/patron/FullRecord.aspx?p=123456$zClick for resource

18. How your provider and OCLC automate the process

19. 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

20. Kreitzberg Library • Private military college • 2300 on-campus undergraduates (cadets and civilians) Kreitzberg Library/Meredith Farkashttp://www.flickr.com/photos/librarianmer/35453880/ • 1200 students enrolled in College of Graduate and Continuing Studies (fully online) • 8 librarians, 9 support staff members

21. 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

22. 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

23. Setting holdings in WorldCat knowledge base • EBL sends customized collection data to OCLC weekly • No MARC record loading!

24. Discovery and access via WorldCat Local

25. 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

26. How do we put the brakes on? D D A Union Pacific 844, Painted Rocks, NV, 2009/Drew Jacksichhttp://commons.wikimedia.org/wiki/File%3AUnion_Pacific_844%2C_Painted_Rocks%2C_NV%2C_2009_(crop).jpg

27. 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)

28. Going forward • Regular deduping against subscription ebook collections • Continue monitoring usage monthly • Make further adjustments to profile as needed

29. 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.

30. V www.vivalib.org

31. 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.

32. 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.

33. 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

34. 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.

35. 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.

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

37. 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.

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

39. 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.

40. Questions?