This session examines how publishers and vendors collaborate to make a more seamless knowledgebase experience for librarians. Representatives from Wiley and OCLC will discuss KBART file creation, representation, and more. A representative from OhioLINK will explain how the state of the knowledgebase affects workflows at the consortium and library levels.
3. Definitions
Local Knowledgebase
A database that shows the
library is entitled access to
or also in print. Also known
“holdings.”
Global Knowledgebase
A database made up of
collections that are available
to libraries to build and align
local knowledgebases. Also
known as “vendor KBs.” KBART files
Stemming from
NISO/UKSG
guidelines, these
files include high
-level metadata
(title, ISSN, DOI,
URL) about
specific
publications.
Content Provider
Better known as publishers,
these are producers of
scholarly content for
purchases by libraries.
Vendor
Library solutions vendor.
These entities provide
products that help libraries
with workflow solutions
(i.e. OCLC or EBSCO).
4. KBART in context of the information supply chain
From “KBART: Knowledge Bases and RelatedTools” (p. 6), by NISO/UKSG KBARTWorking Group.
2010 (https://www.uksg.org/sites/uksg.org/files/KBART_Phase_I_Recommended_Practice.pdf ).
Copyright 2010 by the National Information StandardsOrganization and the UKSG.
5. Knowledgebase impacts
• Essential to OpenURL linking products
• Authority on content targets (they know where it is)
• Assist in the identification of institution-level access
• They are the only true path to version of record
• Help with the integration of discovery and ERM
tools
• Non-existent or incorrect data make this impossible
OpenURL and
Link resolvers
MARC Records
Discovery Layers
Usage Statistics
A-Z Journal Lists
8. Wiley KBART creation
• System-generated files based on sales
packages
• Follow KBART Phase II recommendations
• Include OCNs for monograph collections
• Manually review of data elements and
population
• Collections updated monthly
9. Wiley KBART delivery
• 13 different knowledgebase partners
• Files now posted to a SharePoint site
• Vendors harvest data and updates
• Monthly communication with vendor partners
• Updated KBART page on Wiley Online
Library
10. Wiley KBART collaboration
• Communication with vendors to add
collections
• Check-ins on global KB use
• Work with libraries on data integrity issues
• Providing bespoke KBART files, as needed
• NISO KBART-Automation Working group
11. Wiley KBART challenges
• Internal systems and change in process
• Hundreds of collections to maintain
• KB transparency variance
• Erratic update schedules
• Institution-specific holdings
14. OCLC KBART Practices
Consistency of formatting allows for more efficient data
processing
• Faster turn around times (reaches end user system
faster)
• Few errors caused in the data processing due to
consistent formatting
• Fewer data customizations needed if following KBART
practices
15. OCLC KBART Benefits
• Allows publishers to supply same data to all knowledge
bases which reduces the question of knowledge base X has these titles
why doesn’t OCLC
• Easier to identify when new collections are offered
• Allows for provider specific fields at the end of KBART standard fields
(OCLC number can be added)
16. OCLC KBART challenges
• Consistent naming conventions (part of KBART recommendation) but issue in
practice
• Title history (historical titles) – title id practices can make this hard to handle
consistently from provider to provider
• OCLC does not yet support KBART Phase II but is working towards it (date to be
determined
• The customized KBART fields can be changed at will and can cause automation
to break
18. OhioLINK
OhioLINK serves diverse libraries & users
118 member libraries
• Public universities
• Community and technical colleges
• Private colleges & universities
• State Library of Ohio
Services for 500,000+ student FTE
• Shared electronic resources
• Link resolver, discovery layer
• Central Catalog and print lending
• ElectronicTheses & Dissertations
• Affordable Learning & eTutoring
19. OhioLINK
Electronic resources at OhioLINK
• Over 7,000 active e-journal subscriptions
• Publisher content platforms AND
• Electronic Journal Center (EJC) platform
• Over 145,000 owned e-books
• Publisher content platforms AND
• Electronic BookCenter (EBC)
• We provide to members:
• Catalog records
• Knowledgebase setup info
• Troubleshooting help
20.
21. End User Journey
From “KBART: Knowledge Bases and RelatedTools” (p. 3), by NISO/UKSG KBARTWorking Group.
2010 (https://www.uksg.org/sites/uksg.org/files/KBART_Phase_I_Recommended_Practice.pdf ).
Copyright 2010 by the National Information StandardsOrganization and the UKSG.
22. OhioLINK
Libraries’ workflows
Holdings management is hard work
• Did we buy this? If yes:
• Do we have access to this?
• If yes:
• Which collection and link do I select?
• Does it need custom holdings ranges?
Backfiles?
• If no:
• Troubleshoot with OhioLINK / publisher
• Return to select access in the knowledgebase
Seattle MunicipalArchives.Telephone operators, 1952. Retrieved Feb. 17, 2018. https://flic.kr/p/55R24j
licensed under https://creativecommons.org/licenses/by/2.0/
23. OhioLINK
Libraries’ workflows
Workflows vary by user needs and library
resources
• Some community colleges have most
e-resources via OhioLINK & don’t
dedicate much staff or time
• Some research libraries have units
dedicated to e-resources & need to
ensure accurate access to content
purchased on the same platform
through multiple vendors or consortia
Everything on
publisher platform
Backfiles
OhioLINK
Package
Locally
Acquired
Content
Open Access
Content
24. OhioLINK
Questions from librarians
Troubleshooting:
• I have access, why isn’t there a MARC record for this?
• I found a link in my knowledgebase, why don’t I have access?
• A user reported a broken link, what’s going on?
Needs:
• Do we have this through OhioLINK? Or do we need to buy it ourselves?
• How can we make sure our users can use it?
• And how to make that happen as quickly as possible?
25. OhioLINK
How KBART files work for us
OhioLINK aims to reduce duplicated work by member libraries:
• Working with publishers to find or create a stock product
knowledgebase collection that matches to our purchase
• If our package matches a frontlist or certain subject areas, this makes
sense – these products also sold to other libraries
Philosophically, we need to acknowledge the product nature of e-
resources
• KBART for a whole platform only means manual holdings workflows
• A solution is needed to handle KBART metadata at scale
26. OhioLINK
E-Journal packages
Product ≈ publication
Many of OhioLINK’s journal packages are custom, and don’t exactly
match to any set collection in a knowledgebase
Complications:
• Bundled titles, title changes, transfers, splits/merges…
• Backfiles
• Shallow backfile access with current subscription
27. OhioLINK
E-Book packages
Product (collection) > publication
What we know about an e-book package is usually:
• General product description (such as subject and pub year)
• May include expected title count
Exceptions & complications:
• Print or e publication year?
• MARC records can lag behind availability on publisher website
• Retracted rights, postponed publication, change of subject collection…
28. OhioLINK
Current workflow at OhioLINK
For “custom” packages, OhioLINK sends updates to knowledgebase
providers every 6 months:
1. Get list of what’s accessible at publisher sites
2. Check that it matches our purchase
3. If not KBART, transform
4. Send custom package lists to KB providers
5. Tell members that the custom packages are updated
29. OhioLINK
Current workflow at OhioLINK
For “custom” packages, OhioLINK sends updates to knowledgebase
providers every 6 months
• Pros:
• Libraries don’t have to manage these collections themselves
• Cons:
• Timeliness: New/transferred journals, new e-books not captured
immediately
• OhioLINK staff time:
• Test & troubleshoot publisher site access
• Time to get, check, transform access lists
• Time to send to KB providers, wait for upload, message to members…
30. Solutions
Step by step solutions
• Where we’ve been
• Full platform KBART metadata in knowledgebases
• Manual holdings management
• Where we are now
• KBART package lists specific to products
• Some automatic updating
• The dream: customized KBART
• Standards-based automation means more publisher and KB participation
• Unmediated and fast access to content through library systems
• Troubleshoot access & handle exceptions directly with publisher
• Fewer links to maintain, less staff time, fewer errors
31. KBART Resources
NISO/UKSG KBART Working Group. (2010). “KBART: Knowledge Bases
and Related Tools.” Retrieved from
https://www.uksg.org/sites/uksg.org/files/KBART_Phase_I_Recommended_
Practice.pdf
KBART Phase II Working Group. (2014). “KBART: Knowledge Bases and
Related Tools Recommended Practice.” Retrieved from
https://www.niso.org/publications/rp-9-2014-kbart
NISO KBART Automation RP-26-201x Draft for Public Comment Retrieved
from
https://groups.niso.org/apps/group_public/document.php?document_id=204
02
Title ID is provided instead of found
Conversion of ISBN 10 to 13
Constant data delivery process in place
Date formatting is consistent with YYYY-MM-DD this eliminates the need for date conversions and interrupting European dates when provided
