Seldom do aspiring librarians predict that they will be the ones managing the intricacies of electronic resources. Yet, many are charged with complicated and unique tasks, like having to align resources in vendor knowledgebases. This can often be a confusing and frustrating process for librarians. This session will provide a brief overview of the KBART standard, its place in the electronic resource workflows, trends, and how librarians can avoid some common knowledgebase issues
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SANLIC 2019 - 99 Knowledgebase problems: a KBART crash course
1. SANLiC 2019 Conference
99 Knowledgebase
problems: A KBART crash
course
Matthew Ragucci, MLIS
Library Solutions Architect
2. SANLiC 2019 Conference
Session Overview
II. Content provider
(Wiley) perspective
IV. Looking
to the future
I. KB / KBART
background
III. Library
perspective
5. SANLiC 2019 Conference
Definitions: Providers & Vendors
Content Provider
A content provider (or provider) is an
provides access to online content
for free.
Vendor
A vendor is an organization that
creates library systems products
and services (using knowledgebases)
•DOAJ, DOAB, ROAR,
OpenDOAR, etc.
•EBSCO, ProQuest,
Gale, etc.
•Archive
•Institutional
Repository
•Wiley,
SpringerNature,
Elsevier, T&F,
Sage, etc.
Publisher
Library or
Consortium
Open Access
Portal
Aggregator
6. SANLiC 2019 Conference
Definitions: Knowledgebases
• Databases vendors use to align content
provider products through collections
• Required for vendor products alignment
• Vendor feed from content providers
• Provider collections map to content
packages (not specific subscriptions)
• Collections can be created to reflect
institution-specific holdings
Local Knowledgebase
A database that shows the
library is entitled access to
also in print. Also known as
Global Knowledgebase
A database made up of collections
that are available to libraries to
build and align local
knowledgebases. Also known as
“vendor KBs.”
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Definitions: KBART
• KnowledgeBase And Related Tools
• Recommended practice created in 2007 to
ensure the timely transfer of accurate data
to knowledgebases vendors and link
resolver providers
• Data sources for knowledgebases
• Created by content providers & libraries
• Has evolved overtime to meet emerging
needs of libraries (books, OA, consortia)
• Files subject to updates (data corrections,
link updates, new publications,
transfer/withdrawn titles)
1. publication title
2. print identifier
3. online identifier
4. date first issue online
5. number first vol online
6. number first issue online
7. date last issue online
8. number last vol online
9. number last issue online
10. title url
11. first author
12. title id
13. embargo info
14. coverage depth
15. notes
16. publisher name
17. publication type
18. date monograph
published print
19. date monograph
published online
20. monograph volume
21. monograph edition
22. first editor
23. parent publication title id
24. preceding publication
title id
25. access type
KBART Phase II Data Fields
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KBART in context
From “KBART: Knowledge Bases and Related Tools” (p. 6), by NISO/UKSG KBART Working Group. 2010
(https://www.uksg.org/sites/uksg.org/files/KBART_Phase_I_Recommended_Practice.pdf ). Copyright 2010
by the National Information Standards Organization and the UKSG.
Content providers
Vendors
Libraries
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2011
KBART provider
endorsements
2010
Phase I
Recommended
Practice released
2007
UKSG/NISO working
group starts
KBART: A Brief History
2019
KBART Automation
Recommended
released
2017
KBART Automation
Group formed
2014
Phase II
Practice released /
Standing Committee
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Knowledgebase benefits & impact
• They are the only true path to version of record
• Essential to OpenURL linking products
• Authority on content targets (they know where it is)
• Assist in the identification of institution-level access
• 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
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Wiley & KBART – A Brief History
2012
Wiley begins
sharing KBART
vendors through
2015
Wiley goes
from 13
collections
100+
2016
Wiley adopts Phase II
recommendations,
OCLC control
monograph
2017
Wiley creates
recommended
guide and hosts
meetings with
2018
Wiley updates all URLs in
two platform migrations
BRO). KBART automation
enhancement work begins
2019
KBART files
hosted on
SharePoint &
public-facing
page on WOL
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Wiley KBART creation
• System-generated files based on sales packages
• Follow KBART Phase II recommendations
• Include OCNs for monograph collections
• Manual review of data elements and population
• Collections updated monthly
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Wiley KBART delivery
• 13 different knowledgebase
partners
• FTP no more; files now posted to
a SharePoint site
• Vendors harvest data and
updates
• Monthly communication with
vendor partners
• Updated KBART page on Wiley
Online Library
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• Increase awareness, transparency, and access to files as needed
• Added accountability for vendors to update
• Download files directly from this page
• Files updated monthly
• Opportunity to share news and updates
KBART Public-Facing Site
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Wiley KBART collaboration
• Communication with vendors to add collections
• Vendor check-ins on global KB use
• Work with libraries on data integrity issues
• Providing bespoke KBART files, as needed
• Follow developments of KBART & KBART
Automation Working groups
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Wiley KBART challenges
• Internal systems and change in process (FTP shut down,
Sales models)
• Hundreds of collections to maintain
• KB transparency variance
• Erratic update schedules
• Not meeting needs for institution-specific holdings
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Library workflows
• Managing for :
Users – discovery and access
Themselves - e-resources management
• Select from global KB to build local KB
• Identifying and aligning what they’ve purchased
• Constantly updating for journal renewals or new content
packages
• Collaboration with vendors and providers to identify packages
• Troubleshooting issues
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User Journey
From “KBART: Knowledge Bases and
RelatedTools” (p. 3), by NISO/UKSG
KBARTWorking Group. 2010
(https://www.uksg.org/sites/uksg.org/fil
es/KBART_Phase_I_Recommended_Pr
actice.pdf ). Copyright 2010 by the
National Information Standards
Organization and the UKSG.
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How KBART files work for libraries
• Alignment - find or create a stock product KB collection
that matches purchase
• If a package matches a “frontlist” or “subject”
collection, very easy to find and use – these products
also sold to other libraries
• KBART for a whole provider usually means manual
holdings workflows is required
• A solution is needed to handle KBART metadata at
scale (too many providers)
Everything on
platform
Library Package
Open Access
Content
Backfiles
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Library workflows
For “custom” packages, library sends updates to vendors by :
1. Get list of what’s accessible at publisher sites
2. Check that it matches a purchase
3. If not KBART, transform
4. Send custom package lists to KB vendors
5. Repeat cycle for renewals or new purchases
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Challenges for libraries
• Relevant collections not easy to find or
don’t exist
• Files/collection contents are outdated
• Creating custom collections are too
labor-intensive
• Links break
• No access to title in a package
• Lack of accountability; who needs to fix
the problem (provider or vendor)
• MARC records can lag behind
availability on publisher website
• Retracted rights, postponed
publication, change of subject
collection
• Working in a consortia environment
is difficult (process decentralized,
local vs. member access not clear)
• Converting access/entitlement
reports to KBART can be
burdensome (w/o necessary data)
• Doesn’t cover all content types
• All title history isn’t included
• Transfers are tricky;
providers/vendors don’t update
coverage dates
• Open Access files not treated with
same diligence as licensed content
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Solutions to our problems: provider mandates
KBART Holdings (proposed)
• Many access entitlement reports come in proprietary format and don’t
extra information
• Would make it easier for libraries to submit KBART to vendors
• Helps fill the gaps for content outside of stock packages
• Would help with KBART Automation, holdings now formatted
• Would still require some manual work from librarians
Hire content experts (proposed)
• Hire librarians / information specialists who understand KBART
• Make them customer facing / cross train others in the organization
• Several large commercial publishers are creating/supporting these positions
• Commit resources and budget for future enhancements (beyond
automation)
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Solutions to our problems: coming soon
KBART Phase III (2019)
• Expansion into new content types; textual and non-textual
• Globalization improvements
• Language
• Translated or transliterated title information
• Contributor names
• Supporting additional, optional, & dynamic file formats
• Investigation into improvements for hybrid OA and article-
• Publishers will be asked to submit files for endorsement
Phase I
(2010)
• Journals
Phase II
(2014)
•Books and
Conference
Proceedings
Phase III
(2019)
• OA,
Streaming,
Archives and
more
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Solutions to our problems: coming soon
Ex Libris Provider Zone (2019-2020)
• Alma is growing to be the number one,
solutions provider
• Pilot for providers to update vendor KB
call
• Requires development for implementation
• Cuts down on library wait for provider
• Provides some transparency on provider
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Solutions to our problems: coming soon
KBART Automation (2019)
• Utilizes an API to send library holdings data from provider to
• Libraries opt-in to sending their holdings to their vendor of choice
• Originally developed by Elsevier, adopted by OCLC and Ex Libris
• NISO working group included provider, vendors, and libraries
• Recommended Practice released June 2019
• No more manual work from libraries
• Current publisher participants: EBSCO, Elsevier, SpringerNature,
ProQuest, Rittenhouse
• Current vendor participants: OCLC and Ex Libris
• Coming to Wiley (expected in 2020)
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E-Resource
Librarian
Vendors
CAR KBART/CAR
Key
Current State Workflows
Future State Workflows
2.) CAR sent
to library
3.) Library examines list and makes manual changes in Library Solutions
Vendor platform to reflect accurate holdings
34
Wiley KBART: Solution
Automated KBART
holdings from WOL
workflows
35. SANLiC 2019 Conference
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 RP-26-2019, KBART Automation: Automated Retrieval of Customer Electronic Holdings. Retrieved
from https://groups.niso.org/apps/group_public/download.php/21896/NISO_RP-26-
2019_KBART_Automation.pdf
Links to the latest information: https://www.niso.org/standards-committees/kbart
KBART for Content Providers (Style Guide, template files, etc.): https://www.niso.org/standards-
committees/kbart/kbart-content-providers
KBART Automation: https://www.niso.org/standards-committees/kbart/kbart-automation
KBART Interest Listserv: https://groups.niso.org/lists/kbart_interest/
Wiley KBART Page: https://onlinelibrary.wiley.com/library-info/resources/discovery/kbart2019
