We hope you enjoyed the 2017 ER&L Conference as much as we did! We were especially excited by the attendance of the Orbis Cascade Alliance’s session “Evidence-Based Acquisition: A Real Life Account of Managing the Program” and the great discussion that followed. In case you missed it, the Orbis Cascade Alliance has embarked on a new evidence-based approach piloting Wiley’s Usage Based Collection Management (UBCM) Model. As a follow up to their Charleston session, the Orbis Cascade Alliance shares their experience evaluating usage, managing titles and records, controlling duplication, predicting costs, and compare it to DDA. Wiley’s technical services librarian also provides an overview of the inclusion of MARC records to enhance discoverability. Co-presented with Hilary Robbeloth, Systems & Discovery Librarian at the University of Puget Sound
2. Hilary Robbeloth
Systems and Discovery Librarian
University of Puget Sound
Orbis Cascade Alliance
Matthew Ragucci, MLIS
Library Technical Services Specialist
Wiley
Jane White, AMLS
Regional Sales Director
Wiley
SESSION PRESENTERS
3. THE ORBIS CASCADE
ALLIANCE
39 academic libraries in ID, OR,
& WA
7 community colleges
17 private 4-year colleges
14 public 4-year colleges (lg &
sm)
1 health sciences institution
Total FTE: 270,000
Funded by membership dues
6. BACK TO THE BEGINNING -
PROJECT GOALS
Build a broadly useful collection
Diversify publisher list
Improve cost stability and predictability
Improve percentage of budget devoted to purchase
Reduce barriers to access (e.g., DRM-free content, ADA
compliance, easy to use interface)
Minimize impact of fluctuating title pool
Image source: http://tinyurl.com/hpzz9jh
7. REVIEW
Rubric of 20 desired facets /
criteria
Proposals solicited from publishers
identified in survey of consortia
Needed more feedback – Open Call
Image source: http://tinyurl.com/jvczzfa
8. WHY WILEY?
Low-risk for
experiment
History of consistent
use
Fixed cost
Lots of titles!
E-Book User Sessions by Publisher: Top 5 in
FY16
EBL DDA
ebrary's Academic
Complete
Publisher Total Publisher Total
Wiley
75,869
Wiley 46,705
Taylor & Francis
45,234
Oxford UP 28,270
Oxford UP
18,761
Taylor & Francis 21,209
Cambridge UP
15,824
U of California
Press
19,469
U of California
Press
7,064
U of Minnesota
Press
7,899
9. The Usage Based Collection Management (UBCM) Model:
Enhancing discovery and understanding the Wiley MARC records workflow
10. Overview
With the purchase of the UBCM model, free MARC records supplied to your institution’s
library to enhance content discoverability
OCLC is Wiley’s MARC records cataloging partner, and provides records for all of its
eBooks and electronic major reference works
Any library can receive these MARC records at no extra cost, regardless of its subscription
status with OCLC
Wiley has a system in place, that will help managing the ephemeral records, while keeping
the perpetual access titles
10
12. Click to edit Master title style
Library
1. Publishes eBook
2. Requests MARC
records for new
titles
3. Creates
MARC record
5. Returns
eBook OCLC
control number
7. Sends OCLC manifest
file with institution
specific metadata
8. Creates MARC
batch for download
9. Notifies librarian download
is available
10. Librarian
goes online to see
record batch
4. Archives MARC
record
Library purchases eBooks from Wiley
Stewarded by
OCLC
OCLC data feed
Legend
Entity relationship
Product Metadata
Customer Data
Communication
12. Library support
12. Library support
Collection
ManagerWorldCat
6. Archives OCN
to eBook product
11. Library
retrieves the
MARC record and
integrates into ILS
Wiley MARC Records Creation, Delivery and Support
Ecosystem
12
13. Why OCLC Records?
WorldCat is the world’s largest library catalog
Synchronization and compatibility with the WorldShare KB
Allows libraries to set their holdings for resource sharing
OCLC WorldCat MARC records are robust and include:
*Usually, but not always included
Majority of MARC records are RDA-compliant
001
019
035
OCNs 072* BISAC subject
headings
505 Table of
contents
776 Additional
Physical Form
040
042*
Cataloging sources
Authentication code
082 Dewey Decimal
Classification
Number
520 Book summary 856 Linking (tested
for stability)
050 LC Classification Number 490
830
Series statements 650 LCSHs
MeSHs
856 Cover image
(coming soon)
* Images taken from https://www.oclc.org/en/worldcat.html
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14. Types of Record Delivery through WorldShare® Collection
Manager
Knowledgebase or WorldCat Cataloging Partners
KB Delivery
Fixed collections based on purchase models
Driven by KBART files
Collections located in WorldShare KB
Monthly updates
Low delivery frequency, large batches
UBCM collections available in multiple KBs
Delivers new, update and delete records
Should be used at beginning of UBCM license
WCP Delivery
Institution-specific collections
Driven by invoice data or manifest files
No publicly accessible location
(Potential) daily updates
High delivery frequency, small batches
Only available through OCLC
Delivers new records only
Should be used at end/renewal of UBCM license
14
16. All invoices are stored in the Wiley’s internal fulfillment system
Invoice is processed, library accounts need OCLC symbol
Once library/invoice have OCLC symbol link, metadata feed begins
OCLC receives daily data feed from Wiley and generates MARC records based
on OCNs linked to titles (linked to invoices)
This allows for “custom delivery” of MARC records, that are not available in a
global knowledgebase
For packages where titles are expected to be published, Wiley uses a SKU to
shepherd new title metadata to OCLC, where (upon receipt) delivery a new
MARC record
Records usually generated within 24-48 after datafeed is ingested by OCLC
Manifest files (for WCP Delivery)
16
Collection
Manager
17. UBCM MARC Records Flowchart
For
MARC
Records start
here
Fill out this online
form and enter
“I am a Wiley
customer” in the
Comments field.
You will receive an email
from OCLC.
Use the provided
credentials (URL and
login) to access Collection
Manager.
Search for
and select the
appropriate collection*
in the WorldShare KB
Enable MARC delivery.
Download
MARC
Records
Does your library have
an OCLC cataloging
subscription or
received Wiley
MARC records
before?
Create a Cataloging Partner
Collection and enable
MARC record delivery.
Please visit the Wiley MARC
Guide for detailed steps **
Notify Wiley of your
OCLC symbol and
request to invoice
submission for your kept
UBCM titles by writing to:
eal@wiley.com
Has your library
received MARC
records for Wiley title
by title orders
before?
Are you
beginning your
UBCM license or just
want MARC records
for the selected
perpetual access
titles?
Are you
beginning your
UBCM license or just
want MARC records
for the selected
perpetual access
titles?
No
No
Yes
Yes
** If renewing your UBCM license, you
will want to deactivate your CPC, to
avoid duplicate record delivery with
the KB
17
18. Managing your MARC records
At the beginning of the deal - embedding record tags will help you keep track of them.
Collection Manager allows this for both KB and WCP delivery
o KB records come with KB collection tag built into 590 field
At the end of the deal, you can perform a search for tags in ILS and perform a rapid update to remove them
You can also deselect the KB collection, which will output a delete records batch for all titles linked to the collection
Use WCP to receive your library’s custom, institution-specific MARC records
o You may tag these with a “perpetual access” note to distinguish them from other records, should you choose to
renew your UBCM license
18
19. The future
Wiley will be working with OCLC on creating an automated data
exchange, better known as a direct holdings feed
This will allow for entitlement-based record delivery, and a
continuously updated single user collection
It will make the process less tedious for MARC record delivery
and content integration, regardless of stage in the UBCM
process
– Libraries will no longer have to manage their holdings
independently
For more information on direct holdings feeds, please check out:
19
E-Data Quality: How Publishers and Libraries are
Working Together to Improve Data Quality (2016)
Ruschoff, Carlen; Kemperman, Suzanne; Brown,
Elizabeth W.; Grossman, Rena D.; Levin, Noah;
Morrison, Alistair; Remy, Charlie; & White, Jabin
Collaborative Librarianship: Vol. 8 : Iss. 4 , Article 7.
Available at:
http://digitalcommons.du.edu/collaborativelibraria
nship/vol8/iss4/7
Success Strategies for Electronic Content Discovery
and Access: A Cross-Industry White Paper (2014)
Kemperman, Suzanne Saskia, Bill Brembeck,
Elizabeth W. Brown, Alexandra de Lange-van
Oosten, Theodore Fons, Catherine Giffi, Noah Levin,
Alistair Morrison, Carlen Ruschoff, Gregg A. Silvis,
and Jabin White.
Available at:
http://www.oclc.org/content/dam/oclc/reports/dat
a-quality/215233-SuccessStrategies.pdf
23. HOW-TO
To load to our SILS electronic
collection, need the records to be a
separate file.
24. HOW-TO
• Alma Import Profile that
adds the bibs and creates
inventory.
• “Network Zone” so all
libraries in consortium can
access in their individual
instances of Primo
Downloa
d• WorldShare
Metadata
• Collection Manager
• My Files
• Download Files
Impo
rt
25. A NOTE ABOUT DUPLICATES
Recommended: Delete portfolios
from other collections to eliminate
duplication, so that evidence
statistics are not impacted.
26. AFTER PILOT
Recommended: Move the titles to be
purchased into a new local electronic
collection called Wiley Online Ebooks
(Orbis Cascade Alliance Purchased).
Then delete the entire collection
called Wiley Online Ebooks (Orbis
Cascade Alliance Pilot).
27. EARLY INDICATORS
0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000
Engineering
Life Sciences
Humanities
Chemistry
Math & Stat
Social Sciences
Health Sciences
Business
Veterinary Medicine
Popular Interest Physics
Alliance Total Full Text Downloads - UBCM Period - By Subject
Collection
Editor's Notes
(Kathi)
Diverse institutions of higher education
Large number of students and faculty
Funding comes from members only, so limits of the program are subject to the budgets of the libraries and campuses.
History/background of program (brief) -
Intended to:
Challenge status quo of ebooks available only to licensee’s campus
Build a collection based on use
Supports:
Core collection across all member Libraries
Phase I, II & III - 3 iterations of ebook program offerings (Why we went with phase 2 - quickly - and this presentation is about why we went to phase 3)
Budget grew and now flat (all in model, must do the best with our budget for all our members)
Due to a number of rapid changes by publishers in DDA, the Alliance spent the bulk of the year working to mitigate the risks of high costs and handle a fluctuating title pool.
Causes: Publisher Actions
Rising costs of short term loans
Implementation of front list embargoes – eliminating short term loan access to front list titles
Ending participation in STL or DDA entirely
Causes: Alliance
Started ebook subscription
Resulting Actions:
Conducted several removals of unpurchased DDA titles
Implemented 3 year rolling data of DDA titles accessible
Deduplicated subscription and DDA
Turned off purchasing
Reduced price cap for DDA titles
Started looking for a DDA alternative that included a purchase option
Consequences:
Spent 70ish% of DDA funds spent on loans, not purchases.
this model was supposed to drive purchases, was funding access.
We had intended the subscription to be our access model.
Title removal led to loss of community trust in the program’s integrity
Huge amount of overhead labor
As Alliance felt the crunch and urgency of all we discussed before we went back to our goals for the original pilot to confirm they were still valid
Goals & Objectives for the Alliance’s E-book Service
Drafted and Finalized by the E-book Working Group, May 2015
Build a broadly useful collection
Diversify publisher list
Improve cost stability and predictability
Improve percentage of budget devoted to purchase
Reduce barriers to access (e.g., DRM-free content, ADA compliance, easy to use interface)
Minimize impact of fluctuating title pool
We knew we were looking for something that would alleviate some of the pain of the aforementioned DDA challenges. Relatively new to the scene was evidence based models of acquiring ebooks.
The institutions of the Alliance were surveyed about evidence based collection activity in their library. Most did not currently nor previously use an evidence based purchase model for ebooks.
When asked if they wanted the consortium to consider purchasing an evidence-based collection with a single publisher the answer was a resounding MAYBE. . . with only a few actually saying NO.
They were not interested in ditching the current DDA program completely but there was obviously a lack of clarity about what an EBA program would look like and how it differs from DDA.
Using input from a survey of the institutions the Ebook Working Group developed a list of ~20 desired facets/criteria
Proposals were solicited from publishers identified by the consortia and a couple of vendors/publishers who had already approached the Alliance
The Ebook Working Group reviewed eight proposals as a group and identified the top contenders or what we felt were the options before us
It was time to get more feedback
Wiley title use represented almost a quarter (?) of titles used in current DDA program, high use in subscription and ownership across the libraries
Made them a low-risk choice
Cost would be nearly the same as presently spending for Wiley title STL/purchase in DDA
The pool of titles would increase significantly *** need numbers here?
“my selected collections” unchecked
Click “Select Collection” button.
Wait for re-indexing to complete. “Locked for re-indexing”
Edit the collection settings by clicking the name.
Click Holdings and MARC Holdings
Alliance use of titles immediately took off – DOUBLE the use from August to September!
Individual schools would have done their own promotion of the addition of this collection but I would not be surprised to learn that there were only a few that have advertised it so presumably they are simply discovering the content through their usual search paths
Here is a quick look at the total full text downloads by subject collection
Engineering – average of 2.7 uses per title in that subject collection
Life Sciences – 3.2
Humanities – 6.7
Chemistry – 2.5
Math & Stat – 8.9
With highest use –
Veterinary Medicine – 12.4