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Advances in Resource Sharing in the Pacific Northwest

Advances in Resource Sharing in the Pacific Northwest. Strategic Developments in the Orbis Cascade Alliance. AJCU Library Deans Conference Chicago, March 30, 2009. Presentation by John Popko University Librarian Seattle University. With Major Contributions from John Helmer

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Advances in Resource Sharing in the Pacific Northwest

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  1. Advances in Resource Sharing in the Pacific Northwest Strategic Developments in the Orbis Cascade Alliance AJCU Library Deans Conference Chicago, March 30, 2009

  2. Presentation by John Popko University Librarian Seattle University With Major Contributions from John Helmer Executive Director Orbis Cascade Alliance

  3. Introduction to the Orbis Cascade Alliance • Geography • Membership • Chronology • Staffing & Governance • Major Programs

  4. Terra Incognita No More!

  5. Membership Oregon & Washington Private & Public, 2-year & 4-year Colleges, Universities,Community colleges Members serving 600 – 42,000 students (FTE)

  6. 36 Full Members ~280 libraries Central Oregon Comm. College Central Washington University Chemeketa Community College Clark College Concordia University Eastern Oregon University Eastern Washington University George Fox University Lane Community College Lewis & Clark College Linfield College Mt. Hood Community College Oregon State University Oregon Health & Science Univ. Oregon Institute of Technology Oregon State University Pacific University Portland Community College Portland State University Reed College Saint Martin’s College Seattle Pacific University Seattle University Southern Oregon University The Evergreen State College University of Oregon University of Portland University of Puget Sound University of Washington Walla Walla College Warner Pacific College Washington State University Western Oregon University Western Washington University Whitman College Willamette University 7 Puget Sound 5 Eastern 20 Willamette Valley 2 Central Cascade Range 2 Southern

  7. Orbis Cascade Alliance Chronology • Sept 1993 • 7 Oregon institutions form Orbis, launch the Orbis Union Catalog • Feb 1997 • 1st Washington library joins Orbis • Orbis, now 11 members, launches patron-initiated borrowing with INN-Reach • July 2000 • 6 Washington public 4-yr institutions form Cascade, launch Cascade Union Catalog • Orbis membership at 15

  8. Orbis Cascade Alliance Chronology • Oct 2002 • Orbis and Cascade merge, creating Orbis Cascade Alliance and the new Summit Union Catalog • April 2006 • First post-merger Strategic Planning Retreat • Fall 2008 • Migration from Summit INN-Reach to Summit Navigator unfolds

  9. Orbis Cascade Alliance Chronology • Dec 2008 • Alliance membership reaches 36 • Summit Navigator goes into public production • Jan 2009 • INN-Reach shut down • Feb 2009 • Strategic Planning Retreat sets current Alliance direction

  10. Alliance Staffing • Executive Director • Electronic Resources Program Mgr • Digital Services Program Mgr • Resource Sharing Program Mgr • Northwest Digital Archives Program Mgr (.5 FTE) • Training Coordinator • Business Mgr (Accounting & Courier Program) • Administrative Assistant

  11. Alliance Governance • Council • Chief Administrative Officer from the main library of each member institution • Council Executive Committee • 7 elected Council members and Executive Director • University Librarian, Univ of Oregon

  12. Alliance Governance • Standing Committees • Summit Borrowing Committee • Summit Catalog Committee • Collection Development & Management Committee • NW Digital Archives Committee 1 representative from each member institution 7-member Steering Team, appointed by Council’s Executive Committee, guides work of each committee

  13. Alliance Governance • Special Task Forces & Committees, e.g. • ARL-ACRL Institute on Scholarly Communication • Northwest Academic Library Directors Symposium (NWALDS) • RLSC Planning Committee • Membership Task Force (2003-04) • Summit Migration Implementation Team (2008- ) • Membership & Governance Task Force (2008- )

  14. Major Programs • Summit Resource Sharing System • Flagship Program – the most visible & popular service • 36 academic institutions in Oregon and Washington • 9.2 million unique titles, 28.7 million items • All members use III Integrated Library System • INN-Reach 1993-2008 • WorldCat Navigator 2009-

  15. Major Programs • Courier Service • 280 libraries served through 80 dropsites in Oregon, Washington, & Idaho • 400,000 packages per year • Electronic Resources • 62 libraries in Oregon, Washington, Idaho, Hawaii • Databases, e-journals, e-books, etc.

  16. Major Programs • Northwest Digital Archives • 31 libraries and archives in Oregon, Washington, Idaho, Montana, and Alaska • EAD finding aids, union database, digital content • Cooperative Collection Development • YBP agreement • Distributed Print Repository

  17. Major Programs • Conferences & Workshops • ARL/ACRL Institute on Scholarly Communication • Code4Lib Northwest • Digital Services • Digital collections, institutional repositories, etc.

  18. Summit Fulfillments FY03 – FY08

  19. Strategic Directions and Resource Sharing • Strategic Agendas, 2006 and 2009 • Cooperative Collection Development • Next-Generation Systems: Co-Development with OCLC on Navigator

  20. Strategic Agenda 2006 - 2009 “Moving to the Network Level” – April 2006 Retreat • Regional Library Services Center • Cooperative Collection Development • Digital Services Program • Northwest Digital Archives • ARL/ACRL Institute on Scholarly Communication • Next Generation Systems • Data Harvesting • Discovery: Aquabrowser, Encore, Endeca, Local development, WorldCat Local, Primo, etc. • Resource Sharing Systems • Integrated Library Systems (ILS)

  21. Strategic Agenda 2006 - 2009 “Moving to the Network Level” – April 2006 Retreat • Regional Library Services Center • Cooperative Collection Development • Digital Services Program • Northwest Digital Archives • ARL/ACRL Institute on Scholarly Communication • Next Generation Systems • Data Harvesting • Discovery: Aquabrowser, Encore, Endeca, Local development, WorldCat Local, Primo, etc. • Resource Sharing Systems • Integrated Library Systems (ILS)

  22. Cooperative Collection Development Actitivies • Standing Committee established (Oct 2004) • Distributed Print Repository developed and implemented (2007-08) • Agreement with YBP for group book purchase discount and use of GOBI system for coordinated selection (2007-08)

  23. Cooperative Collection Development Actitivies • Adoption by Council of Collection Development Vision Statement (Nov 2007) • Issued guidelines for Last Copy Designation for monographic material (Aug 2008) • New strategic objectives adopted by Council (Feb 2009)

  24. Collection Development Vision Statement (Adopted by Council, November 8, 2007) “As an Alliance, we consider the combined collections of member institutions as one collection. While member institutions continue to acquire their own material, the Alliance is committed to cooperative collection development to leverage member institutions’ resources to better serve our users.”

  25. Current Strategic Agenda, 2009-- (Outcomes of February 2009 Strategic Planning Retreat) • Cooperative Collection Development • Regional Library Services • Next Generation Catalog • Collaborative Tech Services & Shared Staff • Digital Initiatives Commitment to higher levels of collaboration & resource-sharing in several dimensions

  26. Cooperative Collection Development • Extend shared monographic purchasing plan and coordinated selection using YBP • Set threshold for maximum number of copies purchased by member libraries • Share access and centrally fund e-book collections

  27. Cooperative Collection Development • Move acquisitions workflow to the network level • Identify and designate last copies -- journals and monographs -- for inclusion in the Distributed Print Repository or future service center • Establish subject selectors and system to build collections for the Alliance as a whole

  28. Next-Generation Catalog Co-Development with OCLC on Navigator: The Convergence of Strategy, Challenge & Opportunity

  29. Next Generation Catalog • Participate in open source or web-scale library technology projects – e.g., Evergreen, WorldCat Local, OLE • Create single shared bibliographic database and inventory control system (aka catalog & circulation) • Develop, license, use shared discovery tools

  30. WorldCat Navigator • Discovery • OCLC Group Catalog on the WorldCat.org platform • Option for member libraries to acquire WorldCat Local • Delivery • Navigator Request Engine based on Virtual Document eXchange (VDX) • New Functionality to be developed: III Circulation gateway; Item Availability; Streamlined workflow • Building an Integrated Solution

  31. Navigator Timeline & Process • 2006 • October: Strategic Agenda formalized • 2007 • March: first board-level consideration of WorldCatLocal • November: accelerated investigation of resource-sharing options

  32. Navigator Timeline & Process Changes in Relationship Between Alliance and III, 2007-2008 • New Service/Support Model • From distributed to centrally hosted • New Pricing Model • 600% increase in annual fees • New Relationship Model • From consortium to individual library

  33. Navigator Timeline & Process • 2008 • March: • Board decision to work with OCLC on the development of a next generation technical platform for Summit. • Formation of Implementation Team and workgroups (Catalog, Circ & ILL, Technical, INN-Reach shut down) • October 15: first delivery of WorldCat Navigator • November: work out bugs, “train the trainer,” nine regional training sessions • December 1: Summit moves from INN-Reach to WCNavigator

  34. Navigator Timeline & Process • 2009 • Stress test of system, staff, and workflows under large volume of requesting; efforts at stabilizing load balancing (the Rota) • Implementation of additional features: • Automated creation of temporary bibs/items • Implementation of EZProxy-based user authentication • Still to come: • Tracking using item barcode • Renewals

  35. Why WorldCat Navigator? • Foster competition in the marketplace • Cost effective • Cross-platform • Merging of ILL and circ workflows • Solution based on standards • Strategic partnership with OCLC • Excellence in service to patrons • Improved discovery system • More trading partners, more materials available • Continuous improvement • Increase in resource sharing

  36. Challenges of Operating in a Development Environment • Paradigm Shift • Loss of Familiar Functionality • Perceived Annoyances • Perceived Benefits

  37. Lemieux Library Lending (Returnables only) - ILL and Summit

  38. Lemieux Library Borrowing(Returnables only) - ILL and Summit

  39. Early-Stage Paradigm Shift in Summit Migration • Big shift from mature, integrated union catalog in which automated transactions were triggered by the simple scan of a barcode… • …to a new dynamic environment of a group catalog based on WorldCat … • …but one in which local catalogs no longer “know” another library’s collection or patrons… • …and in which formerly automated transactions must be performed in a more labor-intensive manner. • In the current staff workflow, there are more steps required for each transaction and each step takes longer to complete.

  40. Loss of Familiar Functionality • Temporary loss of the Renew function • Temporary loss and degradation of the Pick-Up Anywhere function • Temporary loss and added complexity in the Visiting Patron function • Temporary degradation of Summit Request printing • To lending library, an item is now checked out to another library and not to a specific patron

  41. Perceived Annoyances • Local library necessity to implement or upgrade use of III Millennium Hold function in order to work in Navigator • Convergence of ILL and Summit lending, although invisible to patron, might be challenging at local library depending on extent to which these functions are independent or merged

  42. Perceived Annoyances • Added complexity and time for the creation and updating of Patron Record Files • Lack of catalog-to-catalog communication and large search result sets mean patron might inefficiently activate a borrowing request from another library when home library has the item available on its shelf • Local-only catalog records in former Summit union catalog not in WorldCat-based union catalog, requiring local library Reclamation Projects

  43. Perceived Annoyances • Ease of requesting journal volumes or issues from four large libraries who loan them has been complicated and lengthened to more resemble a typical ILL transaction • Because every search is by default a keyword search, loss of efficiency at known-item searching, a loss felt most by librarians and sophisticated searchers but probably less significant for many students • Large result sets might obscure the most pertinent item or delay its delivery

  44. Perceived Benefits • Extended Discovery experience with search results combining Alliance Group Catalog and all of WorldCat • Same access to holdings of Alliance member library collections • Same effective Delivery mechanism and timetable (courier service) • OCLC development staff highly responsive to problems • Opportunity for related development work with OCLC

  45. New Major Decision Facing Council Confirm or Re-establish Consortium’s Legal Status & Relationships • Options include: • Become a regular administrative unit of University of Oregon • Clarify status to U of O as Unincorporated Association • Establish a fully independent 501(c)3 not-for-profit corporation

  46. Adventures in Resource Sharing in the Pacific Northwest Strategic Developments in the Orbis Cascade Alliance AJCU Library Deans Conference Chicago, March 30, 2009

  47. Presentation by John Popko University Librarian Seattle University With Major Contributions from John Helmer Executive Director Orbis Cascade Alliance

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