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Ala 2011 pda preconference

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Ala 2011 pda preconference

  1. 1. PPatronatron DDrivenriven AAcquisitionscquisitions
  2. 2. Background about Cornell and the Library: • Located in Ithaca, NY • Was founded in 1865 • 20,000 students, 11,000 staff, and 2800 faculty, 14 schools. • 20 constituent libraries located in Ithaca, Geneva (N.Y.), New York City, and Doha (Qatar). 18 libraries; 2 of these are virtual libraries • Total budget of over $50 million (~$14m+~2.5m materials budget). • ~8 million volumes. • Staff of more than 450 including 45 selectors.
  3. 3. Why we considered PDA? • Print approval plan overspent by $76,000 • Financial crisis 2009, endowment payouts (-14%) • Library Budget reductions – $1.7 million year 1; $1.1 million year 2 • Use of print collection measured - acquire books patrons will use. • Increase potential pool of books available while easing space problem. • Empowers patrons to select • Several libraries consolidated (PSL moving to a virtual library)
  4. 4. Other (very good) reasons to try PDA: •“Return on Investment” – Only buying what is used •Immediate access to resources •Potential to expand access to a much broader collection •Testing collection building practices in new or “grey” selection areas •Ability to see what users want •Saves staff time = reduces costs!
  5. 5. Selecting a vendor: EBL?/ebrary?/ MyiLibrary? • Beginning in April 2009 contacted three ebook vendors re patron driven options • Ebrary – no PDA options at that time • Choice between EBL and MyiLibrary • We preferred MyiLibrary because: o No specialized readers or plug-ins. o Dual Publisher Access feature o Print on Demand available o Simple purchasing model. o Excellent history of quick technical adaptation to Cornell’s needs and collaborative development.
  6. 6. eBook PDA Profile • Modeled after YBP’s print approval plan • Graduate level textbooks, no undergraduate textbooks • Scholarly books only • WorldCat Selection slips for practitioner books, foreign-language trade books • Price ceiling per title (raised the price ceiling to $350) • Excludes series that arrive on other eBook packages. • Only for the sciences call number ranges Q-QE and T-TS (excluding TR Photography) – Cambridge University Press – Chapman/CRC – Elsevier/North Holland – John Wiley (Blackwell, all imprints) – MIT – Morgan Kaufmann – Oxford/Clarendon – Routledge – University of Chicago Press – Walter de Gruyter – Princeton
  7. 7. MyiLibrary Plan Details for Sciences (PDA electronic) • 1st click is free; 2nd click activates a purchase. • Only available for the Cornell community. • Based the PDA on the Approval Plan profile (but with some changes) • Prospective not retrospective. • Voluntarily block approximately $50,000/year in annual print approval expenditures to fund PDA plan • Multi-Use • Printing – 10 pages at a time, up to 3 times in 1 session. • Weekly loads of MARC records into our catalog. • De-duping: some subject/publisher packages already acquired or subscribed, also some e-series or e-series collections already subscribed. • Invoices are sent once a month via email. • eBooks appear as new purchases in our New Books Feed • Safety features in case need to opt out of the plan (local 899 fields)
  8. 8. Example of Patron Driven eBook in Catalog (WCL)
  9. 9. Statistics: How do we evaluate the plan?
  10. 10. eBooks Purchased - Statistics • List of top 10-20 titles in use order.
  11. 11. Stats to date (as of June 2011) •1916 records loaded •225 have been double-clicked and purchased Money spent (August 2009-now): $27,270 total – Additional 44 MyiLibrary ebooks have been firm ordered , many for e-reserves or requestors for a total of $11,196  Based on an annual original allocation of $50,000
  12. 12. And some more stats… Based on 574 uses of 580 books
  13. 13. Lessons learned: • Synchronous publication of electronic and print – is really a problem (especially when we try to convert approval plans to PDA) . • Dual access – still a challenge (but progress is made) • Hard to follow the pace of changes: “use” definitions constantly change • University Presses and other publishers are threatened but also see a potential • Patron’s reactions are mixed • Selector’s reactions are mixed (but generally positive):  Some concerns over losing control  Inability to control/assess future costs  Printing/Copying limitations  How to ensure future availability of PDA items?
  14. 14. PDA print plan – a definition of the problem and a proposed solution: Since electronic versions appear sometimes many months after the print has been published, (if at all), we are instituting a patron driven print plan where patrons can ask the library to rush purchase the print version. Later when the electronic version is available we will remove the print records which were not purchased and load the electronic versions instead.
  15. 15. PD print with Coutts – anatomy of an Avant-garde plan • Created to supplement existing PD E plan. • E-preferred: 60 days • No mediation • Easy to set up • Rush status given to all items • Discount to compete with approval terms • Maximizing TS efficiencies
  16. 16. Coutts deposits records weekly in FTP site (sends notification to ltsbulk-l) Coutts deposits records weekly in FTP site (sends notification to ltsbulk-l) WCL: “Click to ask Cornell University Library to RUSH purchase. We will contact you by email when it arrives (typically within a week) (Cornell affiliated users only)” WEB-BASED: We are ordering [title]/ [ISBN=] for you now. We will let you know once the item arrives. Thank you Cornell University Library LTS batch loads: dedups + adds 899: couttspdbappr and other fields (008 field positions 20-21, 506,906) and WCL URL’S in 856 LTS batch loads: dedups + adds 899: couttspdbappr and other fields (008 field positions 20-21, 506,906) and WCL URL’S in 856 Webauth validates net id Webauth validates net id Automatic AMAZON PO’S created (using embedded id number) with req info (future loc’s are added according to call number table) Automatic AMAZON PO’S created (using embedded id number) with req info (future loc’s are added according to call number table) WEB-BASED: “sorry your net id is not valid – return to browse?” Coutts locates and ships to library Coutts automatic inventory query LTS receives, Pink slip process- notifies Access Services LTS receives, Pink slip process- notifies Access Services Coutts: invoices LTS in the end of the month LTS pays and changes 899:couttspdbclo LTS pays and changes 899:couttspdbclo Ordering: rush orders the title using the dummy po Ordering: rush orders the title using the dummy po LTS receives, Pink slip process -notifies Access Services LTS receives, Pink slip process -notifies Access Services LTS: chron job emails patron confirming order. LTS: chron job emails patron confirming order. OPAC: “ON ORDER” NO YES (=<4 days) YES NO (> 4 days) WEB-BASED: Hello [name] + Click "Confirm" to request Cornell to purchase the item below. You will not be billed for this purchase (Items usually arrive in less than a week). + “Confirm” Cornell’s Patron Driven Print PD E-batch loads dedups against 035 in PD P and generates a list to be deleted Automatic Coutts PO’S created (using embedded id number) with req info (future loc’s are added according to call number table) Automatic Coutts PO’S created (using embedded id number) with req info (future loc’s are added according to call number table) LTS: chron job emails patron confirming order. LTS: chron job emails patron confirming order. OPAC: “ON ORDER” LTS removes 899: couttspdbappr and other fields (008 field positions 20-21, 506,906) and WCL URL’S in 856 Order confirmation email is sent to Ordering Order confirmation email is sent to Ordering Since electronic PDA versions appear sometimes many months after the print has been published (if at all), CUL instituted a maximized non- mediated patron driven print plan in which print records are loaded after 60 days waiting period. Patrons can ask the library to rush purchase the print version. When the electronic PDA version becomes available the print records which were not purchased are removed and the electronic versions are loaded instead. Real time change: removal of the original record (for WCL) and loading of a new copy of that record Real time change: removal of the original record (for WCL) and loading of a new copy of that record Real time change: removal of the original record (for WCL) and loading of a new copy of that record Real time change: removal of the original record (for WCL) and loading of a new copy of that record
  17. 17. Overcoming Technical Challenges in designing joined P and E Patron-Driven plans •Versioning (automatic decision making tools on the horizon). •ILL/BD exclusion (for non Cornell users). •Automatic creation of PO's and locations. •Effective non-mediation. •How to define and represent the PD plan titles in our New Titles feed. •Synchronization. •Collecting Statistics.
  18. 18. Detailed PDA print specs for loading MARC records into Voyager (and WorldCat Local) 1. FTP to Coutts server. 2. Add 040 $dNIC 3. Add 899 1_ $a couttspdbappr 4. In 856 add the following as a prefix to the existing $u data: http://encompass.library.cornell.edu/cgi-bin/checkIP.cgi?access=gateway_standard %26url= and append to the 856 $z Click here to request Cornell University Library to purchase for you.
  19. 19. Detailed PDA print specs for loading MARC records into Voyager (and WorldCat Local) 5. Add 948 0_$a[Today’s date]$bi$dbatch$elts$hpdb Add 948 3_$a[Today’s date]$bcouttspdbappr$e[File name] 6. Add 952 8_$b cts,rev $ Click here to request Cornell University Library to purchase for you 7. Load with bulk import profile Cambeiro (Import Conditional) 8. Place discards in Library30ltsinputvendorRecordsCoutts PDA Voyager Duplicates For Batch Processing Staff: (Same day as load) 1. Harvest MFHDs associated with bibs loaded. (852 subfield h “Click here to request Cornell University Library to purchase for you” and 005 date of load. 2. Change 008/21 and /22 to “b.” 3. Reload MFHDs using Strawn’s Record Reloader.
  20. 20. Patron finds record in Voyager or WCL OPAC: “Click here to request Cornell University Library to purchase for you”
  21. 21. Patron finds record in Voyager or WCL OPAC: only Cornell patrons can order
  22. 22. Patron finds record in Voyager or WCL OPAC: confirmation button, but otherwise no text entry for patron
  23. 23. Steps in PDA Inventory Query and Order (COUTTS OASIS Community Ordering Module) – a collaborative venture 1. Obtaining an Authentication Token 2. Running an Inventory Query 3. Placing an Order with COUTTS 4. Retrieving Tracking Data
  24. 24. Steps in PDA Inventory Query and Order Details 1. Obtaining an Authentication Token OASIS/Cornell Community Ordering Technical Documentation   Draft Version 1.3 October 26, 2010
  25. 25. Steps in PDA Inventory Query and Order Details 1. Obtaining an Authentication Token  
  26. 26. Steps in PDA Inventory Query and Order Details 2. Running an Inventory Query
  27. 27. Steps in PDA Inventory Query and Order Details 2. Running an Inventory Query
  28. 28. Steps in PDA Inventory Query and Order Details 3. Placing an Order
  29. 29. Steps in PDA Inventory Query and Order Details 3. Placing an Order
  30. 30. Steps in PDA Inventory Query and Order Details 4. Retrieving Tracking Data
  31. 31. Steps in PDA Inventory Query and Order Details 4. Retrieving Tracking Data
  32. 32. Real time change: modify MARC record and holdings for title This specification is for the reloading of those titles that are purchased from the Patron Driven Print plan. This will cover the removal of the original record and loading of a new copy of that record minus the purchase link and the creation of a purchase order.
  33. 33. Patron finds record in Voyager or WCL OPAC: waiting for transaction to complete … X
  34. 34. Patron finds record in Voyager or WCL OPAC:
  35. 35. MARC record changes after the order MARC record after order is placedMARC record before order is placed
  36. 36. 1. Retrieve the purchase bibs and check for duplicate titles requested. 2. Make a copy of the bib file. 3. Reload the original bibs harvested. Delete only the 035 starting with (CaONFJC) Delete 856 link Change leader/05 to “d” Add 948 2_ $a[Today’s date]$bm$dbatch$elts$xDeletePurchasedTitle Reload using bulk import code BibSuppress. Real time change: modify MARC record and holdings for title while creating automatic POs
  37. 37. 4. Use the copy of the bib file and delete the 856 and 899 fields. 5. Add 040$dNIC 6. Add 952 8_ $b [location] (Location will be determined by call number matrix comparing 050 in record. Default location will be uris.) 7. Add 976 _ _ $p 8. Add. 980 _ _$g 1 $h 521-00-pb $s Boaz Nadav-Manes $v [Coutts/PDB] or [Amazon/PDB] (Fund/Selector to be determined from matrix at a later time. Vendor to be determined by Coutts reply can deliver/can’t deliver within 3 days) Real time change: modify MARC record and holdings for title while creating automatic POs
  38. 38. Real time change: modify MARC record and holdings for title while creating automatic POs 9. Add 899 1_ $a couttspdbcul or amazonpdbcul depending on vendor assignment. 10. Add 981 _ _ $nREQ: [netid@] (requestor’s net id formatted as shown). If a second requestor add ;REQ:[netid@], in other words string the requestors separated by a semicolon. 11. Use bulk import COUPDBFO (Coutts) if available or AMAPDBFO (Amazon) if not available.
  39. 39. An adjustable call number range/location/fund table which determines the location and fund to be used in POs
  40. 40. Daily script repurposes requestor information to send automatic e-mail
  41. 41. In less than a week the physical item arrives! • Item record is changed to show that we hold item in collection • Acquisitions receiving staff rush route item to circulation desk • Circ system notifies patron.
  42. 42. E-preferred option: identify print books loaded, but not purchased, and replace them with eBook PDA records 1. FTP to Coutts server. Server: files.couttsinfo.com 2. Harvest all print on demand books records from Coutts, 899 couttspdbappr. 3. Compare 035 with (CaONFJC)cou prefix to 035 fields of records in load file and identify print duplicates 4. Make a copy of print duplicates, (file name discard_print), and place on ftp to library30ltsinputvendorRecordsCoutts_Print_Duplicates_of_eapprovals
  43. 43. Script to identify print books loaded, but not purchased, and replace them with eBook option 5. Change leader/05 of harvested print duplicates to “d” and reload as bibsup. 6. Harvest all bibs with 899 couttspdbcul 7. Identify in the harvested records the corresponding electronic record by comparing 035 fields and remove the electronic duplicate from the incoming electronic records and add to discard, (file name discard_electronic). 8. FTP file discard_electronic, the electronic duplicates of print held, to library30ltsinputvendorRecordsCoutts_E- duplicates_of_print_held
  44. 44. Script to identify print books loaded, but not purchased, and replace them with eBook option 9. Add 899: _ _ $a MyiLibraryeappr 10. Add 906: 906 ## $a gs 11. In 856 add the following as a prefix to the existing $u data: http://encompass.library.cornell.edu/cgi-bin/checkIP.cgi? access=gateway_standard%26url= and delete 856 subfield z and append to the 856 $z Connect to text. Access limited to authorized subscribers.
  45. 45. Script to identify print books loaded, but not purchased, and replace them with eBook option 12. Add the following three 948 fields: 948 0_$a[date]$bi$dbatch$elts 948 1_$a[date]$bs$dbatch$elts$fe 948 3_$a[date]$hMyiLibraryeappr$i[file name] 13. Add |dNIC to 040 14. Add 952 |b serv,remo 15. Load with Bulk Import profile PPDFO
  46. 46. Identifying PDA Titles in our collection: Selectors and public services can identify all our patron driven titles by a code in the MARC record local 899 field: – MyiLibraryeappr (electronic titles not purchased) – MyiLibraryCUL (electronic titles purchased) – Couttspdbappr (print titles not purchased) – Couttspdbcul (print titles not purchased) Statistics
  47. 47. We imagine: • PDA plans will become a solid component within holistic collection management practices (impact on Firm orders and workforce). Better defined CD policies to address PDA. • Blended approval plans profiles will incorporate PDA options from the get go. • As synchronous publication of electronic and print will become standard, more scholarly publishers will follow. • PD options will be integrated into Interlibrary Loan policies and will accommodate consortia arrangements. • Chapter specific PDA and simplified short term loan models. • Further advancements in adapting PDA options into routine TS workflows (robust and reliable Print on Demand options, full e-readers coverage and tracking of delivery).
  48. 48. Further Reading • Puzzled by Patron-Driven Acquisitions, by Barbara Fister, November 11, 2010. www.insidehighered.com/blogs • Patron Driven Purchasing Usage Study (EBL) by Jason Price and John McDonald from Claremont University libraries - http://www.libraries.wright.edu/noshelfrequired/?p=393 • Patron-Driven Acquisitions: An Introduction and Literature Review, by Judith Nixon, et. Al., Purdue University, Collection Management, 35:3, 199-124 (2010). • Patron Drive Acquisitions (YBP) http://www.ybp.com/patron_driven_acquisitions.html
  49. 49. The END Questions? Contact information: • Boaz Nadav-Manes btn3@cornell.edu • Jesse Koennecke jtk1@cornell.edu

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