1. Do You Need a New
System? Why?
Jane Burke | Senior Vice President | ProQuest
2. Are we ready?
Two independent research studies
85 academic libraries in North America
60 academic libraries worldwide
Satisfaction with the LMS… such as it is
Systems in place are old
Premise-deployed islands
Workflows designed for print
Pain of changing is great
3. Today’s Reality
Nature of the collection
has changed
50% collections electronic
60+% materials budget
Managing
today’s
collection with
yesterday’s tools
4. We are ready !
60% expect to replace their LMS in the next 4 years
Reasons very common across respondents
Lack of interoperability with other systems
Redundant, inefficient workflows
Assessment capability and reporting that is either overly
complex or non-existent
Antiquated IT service and support model
Difficult in managing and maintaining metadata and the
knowledgebases
6. Redundant, Inefficient Workflows
Divided operations
Print vs. electronic
Selectors vs. acquisitions
Cataloging into multiple systems
Manual workflows
Little, if any, automation of routines
Many batch operations
7. Assessment: Little to None
Proving the value of the library is more
difficult than ever!
Reporting on collection ROI is extremely
laborious
Not aided by current LMS
Libraries have old solutions (or none) to
aid in assessing ROI
Spreadsheets!
Old solutions specialize in format and do not
provide a collection-wide solution
8. Antiquated IT model
Locally installed hardware
Locally installed software – releases are hard
IT costs
Operations
Hardware upgrades
It’s not “in the cloud”
9. Managing Metadata
60 libraries surveyed worldwide
100% are trying to increase copy cataloging & use
multiple sources for copy cataloging
79% are running a digitization project
84% of libraries report authority control (very few
can afford to keep it up to date)
Everybody is doing similar work
11. Redundancy within the library
Working with multiple vendors is challenging
Inconsistent quality
Format variations
Keeping current with all sources
Updating the LMS, ERMS, linker and
discovery tool is tedious and time-consuming
Manual entry of licensing data
No time for authority updates & maintenance
12. E-Content changes
Fixes Total hours Minutes/fix Exp needed
Title Split/title change/marc lookup 33.75 15 Librarian
Coverage Gaps 0.25 5 Paraprofessional
Date correction 9.75 5 Paraprofessional
ISSN Correction 5.00 10 Librarian
Deletion 4.42 5 Student worker
Title cleanup 3.58 5 Paraprofessional
Different Type (deletion) 4.83 10 Paraprofessional
Title added 3.00 10 Student worker
URL correction 4.67 5 Student worker
Update Time – Data collection and load 11.75 Paraprofessional
Totals Hours
Total hours of librarian work 38.75
Total hours / month 81
Total hours of paraprofessional 30.17
Total hours of student work 12.08 Total hours / year 972
13. And you need to update multiple
knowledgebases…
3 databases: LMS catalog, link resolver, ERMS
Top 10 databases x 3 knowledgebases
80 hours per DB x 3 KB
= 240 hours per month
14. Then you spend time on authority
control…
The medium-sized library spends 28
hours/week* on authority control
Loading weekly files
Sending new record batches to vendor
Manual record creation
= 1400 hours per year
*Source:
OUTSOURCING AUTHORITY WORK
| 1998 by Amy Job
http://frontpage.montclair.edu/salcc_nj/outsourcing_authority_work.html
15. Don’t forget
copy cataloging…
Average is 1.5 records per hour*
20 books/day
100 books per week/1.5
= 66 hours per week
= 264 hours per month
*Source:
Library Philosophy and Practice 2007
= 396 days each year
LPP Special Issue on Libraries and Google
ISSN 1522-0222
A Rough Measure of Copy Cataloging Productivity in the Academic Library
John Buschman Professor-Librarian and Chair
F. William Chickering
Dean of University Libraries Rider University Library
2083 Lawrenceville Road Lawrenceville, New Jersey 08648
16. How much time is metadata
management costing you?
Content Type Time
E-Content Changes 2880 hrs/year
Copy Cataloging 3168 hrs/year
Authority Control 1456 hrs/year
Total 7504 hrs/year
= 938 days per year!
18. Metadata: Imagine if you could share…
By automatically pulling from a single source
shared data for:
Electronic packages, serials & e-books
Bibliographic records
Authority records
Vendor records
Licensing data
… and anything else
19. Workflows: Imagine Unified, Intelligent
Same application to manage all collections
Web-based
Easy to train
Staffing flexibility
Unify technical services
Automate workflows
Through details profiles
Decision support engine
20. Data + Actions + Rules = Intelligent
Buy vs Borrow rule
If requested item not owned by library and
Publication date > (current year minus 5) and
Cost < $150 and
Format = (allowed formats) and
available from preferred vendor
Then place order with vendor and
Notify selector and patron
Else borrow and notify ILL and patron
21. Buy vs Borrow Workflow - Future
Patron
request
YBP Receive ebook
YBP Yes
Purchase link and send
ebook?
Process to ILL
ILL Staff System System adds
No
search ILS acquires to catalog;
material, Amazon interoperates Catalog Book
Amazon mediated or
Yes
Purchase with vendor and send to
System book? unmediated and ILL to
receives workflow
Process ILL
Yes fulfill patron
Owned? request and No request
assesses buy
No vs borrow Notify Patron
Borrow
(ILLiad)
Yes
Meets Buy
criteria?
No
22. Benefits
Seamless & automatic copy cataloging without
the headache of vendor data issues
Licensing data that just appears
Vendor details that update automatically
Authority data that’s always current with
almost no effort
Packages that update themselves
You save 1000’s of hours per month
23. New Systems = New Value Proposition
Unified, intelligent workflows
Knowledgebase
Interoperable
Assessment
24. Serials Solutions Intota™
Serials Solutions Knowledgebase l Packages l Licensing
l Monographs/Serials l Vendor information
l Authorities
Inventory
Selection Acquisitions Management Discovery Fulfillment Management
• User input • Fund • Cataloging • Summon • Circulation • Assessment
• Selection accounting • Authority • ILL • Preservation
lists • Electronic control • Electronic • De-Acquisition
• PDA ordering • Patron delivery
• Selection • Auto invoice integration • Booking
tools building • Reporting
• BIP • Auto copy • Assessment
• Ulrich’s cataloging
• AP updates
• ILL
• PDA updates
• Others
• Marketing
25. Built and delivered by Serials Solutions and ProQuest
History of providing innovative solutions and
delivery industry firsts:
A to Z list
E-Resource knowledgebase
MARC record updating service for serials
Results clustering
Web-scale discovery
We understand e-resources
We deliver what we promise
Unmatched customer service
Notes de l'éditeur
Workflows designed for print are being utilized for both print and electronic
Certainly Intota is not the only new model system being offered to libraries. Others are, in fact, ahead of us in development. But we really feel that Intota is a unique offering, one that is worth watching. There are many unique aspects of Intota, but the combination of 4 elements especially create a superior solution:1. A linked data model. Because we are building Intota and its accompanying knowledgebase from the ground up, we are able to employ the very latest thinking in its data architecture. We store a master system record in the KB and you link to it via Intota. No more loading and unloading of your records. You can make local modifications and keep them in Intota. Or you can opt to load them into the KB. You have flexibility with lower costs for resource description.2. Inherent interoperability means more current data and less duplicate data entry. We are building in support for real time transfer of data from suppliers, from student systems and from financial systems, so that you can work more efficiently and less in redundant batch mode.This same interoperability extends to Summon, linking discovery and management is a real-time way, reflecting your collections to your users more efficiently.3. Lower TCO: Intota displaces your ILS and allows you to free up hardware and software maintenance costs and personnel. Our Software-as-a-Service platform means that you do not need to budget for hardware. Because it is a unified system that manages all types of collections, it also displaces separate systems for ERM, archives and special collections. The knowledgebase offers a source of bibliographic and authority records at lower costs. Inherent resource sharing cuts your ILL costs.Lower TCO is a big goal for Serials Solutions. We know that you need to rein in the costs of old model systems and redeploy your resources. By offering a unified system as a subscription, Intota will save the library money.4. Built and delivered by Serials Solutions: History of providing innovative solutions and delivering industry firsts, such as Summon, Serials Solutions has earned your trust. We understand e-resources, and we have experienced people on our team who have indepth knowledge of print resources, too. Combined with our proven platforms, we are very well positioned to deliver the best system for your library.