Demand-driven Acquisition at Oxford University

1. Demand-driven Acquisition at Oxford University Hilla Wait (Philosophy & Theology Librarian, Bodleian Libraries)

2. What is DDA • “User-led” selection of new books • Utilises the instant accessibility of e-book acquisitions • Enables staff to test the level of demand for a title before purchase • Staff select the range (profile) of books on offer • Time/cost-effective way to meet reader needs instantly • Readers need not know that the books are not owned by the institution

3. Oxford e-book context • 454,000 e-books • Oxford partner projects (EEBO, Google) • Outright purchases (Past Masters, Blackwell Reference) • Subscription subject packages (ORO, OSO, CCO, ACLS, Cengage, Springer, Elsevier, 24x7) • Pick&Mix (Ebsco; EBL; DeGruyter, Taylor & Francis) • Chinese e-book collections • Usage statistics (Counter) • 2,176,112 chapter requests • Oxford’s total e-resources annual budget £4,200,000 • E-books annual cost? • Devolved to subject budgets

4. EBL = Electronic Books Library • Aggregator offering access to multiple publishers’ e-books • Purchase content outright – own in perpetuity • Unlimited simultaneous access (up to 325) • Non-linear™ Lending = multiple-concurrent access to all titles up to 325 ‘loans’ per year – renewing automatically annually • Loan =24 hours view / download = 1 credit • Free Browse Period – 10 Minutes owned / 5 minutes non-owned • Books may be “borrowed” to mobile e-reader devices

5. Mobile devices for EBL Bluefire reader on i-Pad • i-Pad • i-Phones & android phones • Sony e-readers • Other e-readers using Adobe Digital Library • e.g. KOBO, NOOK etc. • Does not work on Kindles

6. Less than 10 requests via this model in 2 years Is DDA the answer? EBL reader requests

7. Choose books Choose preselected fund Drop down to fund code Books available in 30 seconds OCLC Marc record loaded centrally to SOLO Charged to subject budget Very popular Buying from EBL

8. The DDA project in Oxford • Unlike other universities, no dedicated staff • The DDA team • Research - Jo Gardner (Health Care Libraries) • Operation - Hilla Wait (Philosophy & Theology Librarian) • Acquisitions and Payments - Ann Evans, Nicky Mountfort, Zita Vellinga (C&RD staff) • Cataloguing - Alison Felstead, Nathalie Chaddock-Thomas (C&RD staff) • Techie bits - Nathalie Schulz, Andy MacKinnon (BLDDS) • Oversight - Catriona Cannon (Associate Director, Collection Support)

9. Research on DDA in other UK HE institutions • Newcastle University • EBL, launched February 2010 • King’s College, London • EBL, launched December 2010 • UWE • DawsonEra, launched March 2012 • Case studies on JISC web-site https://ebmotmet.wikispaces.com/Case_studies • Patron-driven acquisitions : history and best practices /edited by David A. Swords. De Gruyter Saur. 2011 ISBN: 9783110253016

10. Newcastle University • 18 month project, launched Feb 2010 • £80k budget at start • All subjects • ‘Ebooks Team’ = 4 technical experts, and 8liaison librarians • More than 110,000 DDA records loaded onto catalogue in one week • Purchase triggered on third loan request (revised to fifth request) • All requests mediated by acquisitions staff, forwarded to subject librarians if >£35.

11. King’s College, London Service implemented in December 2010 All subjects, but main target groups are humanities and social sciences Staffing: 2 members of technical team Created a ‘Scholarly Collection Profile’ of 90,000 titles Purchase triggered on fourth loan request No requests are mediated Readers are limited to one ‘loan’ per day.

12. UWE • 6 month trial, launched March 2012 • £5K budget at start • Limited to criminology, forensics, genetics. • Staffing: Acquisitions Librarian and 2 subject librarians • Collection created by subject librarians, limited by Dewey range and publication date • 2800 records loaded onto catalogue • Purchase triggered after one loan request • Purchase mediated by subject librarians if >£15

13. DDA in other UK HE institutions: Conclusions • Huge variations • Budgets • Collection profile • Staff • Configuration • Evaluation • Need to evaluate , respond rapidly and adjust frequently • “Finding a sustainable funding method for PDA remains a challenge”

14. Adapting DDA for Oxford to test whether the model enables a more rapid and targeted response to reader needs for new acquisitions • Difficulties • Scale and complexity of Oxford’s operations • Membership of cataloguing consortia • Large community of external users • Materials budget devolved to subject librarians • Avoiding duplication with existing e-book subscriptions • Finding time • Strengths • Long experience with e-books • Existing relationships with e-book suppliers • Very expert technical staff • Highly-motivated and diverse readership • Aim

15. DDA In Oxford • Pilot scheme was set up for TT 2012 • Initial budget - £5,000 • Provided by Oxford’s existing e-books supplier EBL • Instant access including mobile devices • Books limited to recent academic publications (2009-2012) in humanities, medical & biological sciences (33 publishers) • 10,000 records added to SOLO • Lump sum paid up-front to suppliers • Readers encouraged to register to enable tracking of trial books • Rental and purchase limited to University members

16. Acquisitions Workflow • A separate distinct fund-code was set up with EBL to pay for these titles • Unusually, we paid in advance into a Blackwell's deposit account • Invoices were prepaid and added to ORACLE. These invoices were for the initial pilot amount in advance. This was topped up as the project continued and further funding was found. • Full title lists of purchased items were supplied and acquisitions staff placed retrospective orders on Aleph against each distinct purchased title • A dummy order was placed on the system to link to invoices for loans • “Dummy packing-slip invoices” were sent on a weekly basis, and invoices were added to Aleph, including VAT costs. As already prepaid on ORACLE, these were then just scanned online for reference. There were separate invoices for loans and for outright purchases. • Subject librarians could continue to make direct purchases from EBL against their own funds without confusion with the DDA pilot.

17. Cataloguing Workflow 1 • Oxford completed a technical profile for the supply of the MARC catalogue records for SOLO • EBL provided a file of nearly 10K records, with URLs, based on the subject selection profile • BDLSS loaded the full records into the Aleph Resources File, to keep them separate from the main bibliographic database (and prevent export) • The records were published to SOLO, and clustered with records for the print titles • The titles in SOLO were “switched on” by EBL at the agreed time, to provide access to authenticated readers by clicking the URLs • When purchases were triggered by readers, the same mechanism as used for standard ebook purchases kicked in

18. Cataloguing Workflow 2 • A notification was sent to the ebooks cataloguer, and a second catalogue record for each purchased title was made available for downloading from OCLC • The ebooks cataloguer downloaded the records from OCLC and prepared them for loading as usual • These OCLC records were generally of better quality than those supplied by EBL • These records were loaded into the main bibliographic database and published to SOLO • This meant there were two records for the same purchased ebook in SOLO for the duration of the pilot: an acceptable risk • The ebooks cataloguer sent the record control numbers and titles for purchase to acquisitions staff • At the end of the pilot, the EBL records were removed from SOLO by “suppressing” (but not deleting) them in the Resources File • These records can be unsuppressed if the project resumes, or deleted in bulk from Aleph

19. Project Launch • Deliberately low-key • No publicity to readers (already experienced in using EBL books • Information to library staff • Background to project • How to identify the books (Bib02 system numbers) • How to support readers • Warning that the books would not be accessible to external readers

20. Access Model for DDA Titles Free Browse Period of 5 minutes per title First access = 24 hour rental =10% charge Second access = 24 hour rental =10% charge Third access = auto-purchase = permanent = 100% charge Total cost per book = 120% of normal e-book cost Very expensive books required staff mediation for rental or purchase Potential limit on number of rentals per reader per day Regular reports and alerts

21. The Reader Experience • Bibliographical record on SOLO appears identical to other e-book records • This book is not yet available in print in Oxford

22. Accessing the e-book

23. The reader can choose to carry on And trigger a loan ($19.50 in this example) At the end of 5 minutes browse

24. Information to project staff E-mail to report rental Invoice report

25. Access to very expensive books Limit of £25 per rental Staff mediation for more expensive titles 2 requests – both agreed within 3 hours

26. Adjustments during the Oxford project Additional funding extended the project several times Introduction of registration option to assist with analysis Switching on (and off) the loan/purchase cost display Setting limits for the number of loans per patron per day Additional guidance to reading room staff (external readers issues)

27. Time-scale and Costs • Original budget • £5,000 • Increase of £3,000 before project start • Additional £3,000 • Final costs underwritten to end £5,713 • Project ran 1 May-15 June 2012 • At peak, averaging £3,000 per week • Final costs: £16,713.38 • 80 Auto-purchases • 856 rentals

28. What can the pilot tell us? • Analysis • Age of purchases • Print availability • Time of access • Reader type • Subject areas • Feedback • Over time, analyse repeat use of purchases

29. Examples of usage of theology books

30. Auto-purchases in Philosophy & Theology Reader department Reader category

31. Analysis of auto-purchases by subject

32. Analysis of rentals by subject

33. E-book rented while print copy was on loan Usage example

34. What do we know already The demand is there Way of spending money very fast Way of satisfying reader needs very fast Avoids paying purchase price for books which may only be needed once Difficult to limit by subject without putting in a lot more work on the profile

35. Accessibility versus availability DDA project moved 10,000 records from EBL catalogue to SOLO Full EBL catalogue accessible from OxLIP+ - 278686 titles University members already had free 10 minutes browse per title and a purchase request option Requests over 2 years <10 Presence on SOLO is critical to usage Confirms JISC emphasis on metadata Have to mediate, either preselecting records to load or mediating the purchase requests

36. Future plans: the debate • A new DDA pilot: • Start with a lot more money • Newcastle have £180,000 p.a. (operating a mediated system) • Have a longer time-frame • Include excluded subject areas • Include a feedback request at the loan confirmation screen • Tighten up restrictions on loans per patron • Estimate for 6 month full pilot: £250,00-300,000 • Mediated request system • Load all non-owned EBL records onto SOLO • Use the request form for access requests once browse time has elapsed • Smaller budget • Requests processed within 24 hours • Loans or purchases? • More purchases from pilot list