1. Managing E-book Workflows from Acquisition to the Catalogue Catherine Davidson, Nancy Hall, Heather Fraser Vancouver, BC May 23, 2008

2. 2 Managing E-book Workflows Welcome.  Housekeeping  Session Structure  Speaker Introductions

3. 3 Managing E-book Workflows Collections: The context.  Driving forces behind York’s approach to e-book acquisitions  Moving from bundles to discrete titles  Paradox: ▲Collections, ▼Tech Services

4. 4 Managing E-book Workflows Collections: Driving force.  Our users – “more content”  Via LibQual and other surveys, focus groups etc.

5. 5 Managing E-book Workflows Collections: LibQual comments. “The materials, especially the book stacks, are so far away from the entrance, which makes dropping by to pick one up such a chore. I enjoy the electronic books accessible through the catalogue, although sometimes they are unavailable due to some sort of glitch; “ Graduate student, Humanities York's libraries should significantly expand the print and electronic collections to truly become a world- class research library. Faculty, Social Sciences

6. 6 Managing E-book Workflows Collections: Identifying potential e-content.  Via 25 subject specialists, directly from faculty or from vendors  Request trial and pricing info  Evaluate (or not)  Decision or move to wishlist

7. 7 Managing E-book Workflows Collections: Our philosophy.  Experimental. Exploratory.  Platform-neutral. Content dictates selection.  Not a substitute for print but a supplement.

8. 8 Managing E-book Workflows Collections: E-book bundles – simple, straightforward.  Closed (i.e. no growth) bundled collections e.g. EEBO, ECCO

9. 9 Managing E-book Workflows Collections: E-book bundles – complex.  Closed bundled collections that require repeat maintenance – broken URLS etc  Growing bundled collections with MARC records available – manage adds, deletes

10. 10 Managing E-book Workflows Collections: E-book bundles – undesirable.  Bundles for which promised MARC records never materialised  But… there are opportunities for third- parties to help provide a solution

11. 11 Managing E-book Workflows Collections: Ideals and compromises.  Prefer ownership model  But… some disciplines actually better suited to lease model e.g. Safari, Books 24X7

12. 12 Managing E-book Workflows Collections: Evolving from E-book bundles to individual titles.  Recently reviewed and updated profiles; take advantage of ability to view e- alongside the p- in slip notifications

13. 13 Managing E-book Workflows Collections: Areas needing further attention.  Need for effective promotion and communication (equally applicable collections in e- and p-formats)  Need for assessment and analysis (quantitative and qualitative)

14. 14 Managing E-book Workflows Collections: Areas for further attention.  Need for accurate measurement and reporting (e.g. ARL, CARL)  Potential application for e-reserves and for adaptive equipment for users with disabilities.

15. 15 Managing E-book Workflows Collections: Library-vendor- publisher dialogue.  Flexibility to locally-load content on Scholars Portal ebrary e-book platform  MARC records that conform to standards must be part of the deal.  Content must be accessible e.g. for users with disabilities

16. 16 Managing E-book Workflows Collections: The equation. From AUL perspective:  Return on investment…  …(as demonstrated by use) PLUS  Diminishing human resources available locally EQUALS  Streamlined processes, minimal intervention

17. 17 Managing E-book Workflows Collections: Dynamic but turbulent environment. “[T]he e-book landscape continues to be not only dynamic but also turbulent.” Mark R. Nelson, “E-Books in Higher Education: Nearing the End of the Era of Hype?” ECAR Research Bulletin, vol. 2008, issue 1 (January 8, 2008). Can also be found at:.http://connect.educause.edu/Library/EDUCAUSE+Review/EBook sinHigherEducationNe/46314

18. 18 Managing E-book Workflows Collections: Positioning and Competencies. “[H]igher education must position itself to be ready to incorporate e-books effectively on campus, and develop the competencies to make such positioning possible.” Nelson, p. 52.

19. 19 Managing E-book Workflows Acquisitions: Guiding Principles.  Expenditures: dedicated pot of funds to encourage selection –i.e. not eating into print funds  Mirror existing workflows for print whenever possible  Consider Scholars Portal ebrary platform

20. 20 Managing E-book Workflows Acquisitions: Models.  Subscription  Lease  User-select or pay-per-use  One-off, discrete titles

21. 21 Managing E-book Workflows Acquisitions: Subscription.  Large number of titles available  Discovery and access may be limited if no MARC records available

22. 22 Managing E-book Workflows Acquisitions: Lease.  Don’t own titles  High maintenance  Possible user frustration

23. 23 Managing E-book Workflows Acquisitions: User-select or pay- per-use.  Set of titles with option to own  Mediation required, could lead to some user frustration  Broader access to titles  Actual purchases deducted from deposit

24. 24 Managing E-book Workflows Acquisitions: Discrete titles. Considerations:  Fees: set-up, hosting and access  Multiple vs single user  Catalogue records

25. 25 Managing E-book Workflows Acquisitions: Comparison of 3 providers of discrete titles. NetlibraryebraryEBL VendorYBP Blackwell Cost55% hosting fee Annual access fee User access VariesSU and MU- varies by title Non-linear lending MARC records OCLCYBPBlackwell

26. 26 Managing E-book Workflows Acquisitions: E-book mirrors print book workflow. Advantages:  Rely on existing vendor profiles  E-books integrated into database  View e-book alongside p-book in notifications

27. 27 Managing E-book Workflows Acquisitions: E-book alongside P-book in profiles.

28. 28 Managing E-book Workflows Acquisitions: Value-added features.  YBP previews  Links to OCLC

29. 29 Managing E-book Workflows Acquisitions: Value-added features.  Placing orders with vendors  YBP previews  Links to OCLC

30. 30 Managing E-book Workflows Acquisitions: Sneak peek to assist in purchase decision.

31. 31 Managing E-book Workflows Acquisitions: Link to OCLC number

32. 32 Managing E-book Workflows Acquisitions: Issues and next steps.  Speed and auto-notification of availability to retrieve  Collecting data e.g. price comparisons for print vs electronic – dispel misconceptions  Assessment – collaborative efforts such as ebrary’s offer to conduct institutional surveys

33. 33 Managing E-book Workflows Acquisitions: Issues and next steps.  E-reserves  Library Accessibility Services  E-books on demand – repurpose backlists

34. 34 Managing E-book Workflows Cataloguing: E-book Workflow – the York Environment.  Our LMS – SirsiDynix  Size of Library Database  E-Content – e-books, e-journals, e- video, e-audio, a & i and websites  E-Books sets

35. 35 Managing E-book Workflows Cataloguing: The York Approach.  Multiple records  Text-based call number: ELECTRONIC  Example

36. 36 Managing E-book Workflows Cataloguing: sample ebrary title formatted dump from the catalogue.

37. 37 Managing E-book Workflows Cataloguing: MARC Records Standards.  Full level records  MARC 21  AACR2  LC subject headings  Access points under authority control

38. 38 Managing E-book Workflows Cataloguing: Preferred Standards at York.  MARC records delivered with MARC-8 character coding  Appropriate notification if UTF-8 (Unicode) characters in records  Coded as language material

39. 39 Managing E-book Workflows Cataloguing: Leader indicating Language Material and Unicode Character Coding.

40. 40 Managing E-book Workflows Cataloging: Preferred Standards at York.  Unique vendor-provided identifier in each record  No cost records. Can be bare bones but should be structurally error-free

41. 41 Managing E-book Workflows Cataloguing: Staffing.  Current situation  Increasing workload  Future needs

42. 42 Managing E-book Workflows Cataloguing: Record Retrieval and Processing – Bundles and Discrete Titles.  Vendor sites checked on monthly basis for new or deleted content  Notification – prefer direct email via vendor to multiple contacts  Retrieval of records from vendor site – prefer via FTP or download directly from vendor website

43. 43 Managing E-book Workflows Cataloguing: Record Retrieval and Processing – Bundles and Discrete Titles.  Files stored locally  Record analysis – identify number and type of records etc

44. 44 Managing E-book Workflows Cataloguing: Record Analysis – Sample of Leader information from MARC analysis tool in MARC Report.

45. 45 Managing E-book Workflows Cataloguing: York Local Modifications to Records. Additions 506 Access restriction 506 ##|aAccess restricted to York University faculty staff and students. 710 (unique identifier) 710 2#|aNetLibrary – York University. 949 for loading |aELECTRONIC|c1|rN|tE- BOOK|lINTERNET|mYORK|wTEXT

46. 46 Managing E-book Workflows Cataloguing: York Local Modifications to Records. Deletions 650 #2 MESH subject headings 650 #4 Source not specified 650 #6 Répertoire de vedettes-matière 653 Uncontrolled Index Term 655 Genre/Form Index Term

47. 47 Managing E-book Workflows Cataloguing: Key Tools.  2 software packages  Ease of use and learning curve  MARC Report (www.marcofquality.com)www.marcofquality.com  MARCEdit (http://oregonstate.edu/~reeset/marced it/html/index.php)http://oregonstate.edu/~reeset/marced it/html/index.php

48. 48 Managing E-book Workflows Cataloguing – Key Tools. MARC Report (www.marcofquality.com)www.marcofquality.com  Cost: includes updates and customized help  Used for the last three years  Slight learning curve

49. 49 Managing E-book Workflows Cataloguing – Key Tools. MARC Report (www.marcofquality.com)www.marcofquality.com  Excellent features include:  Z39.50 client  Data translation tools

50. 50 Managing E-book Workflows Cataloguing: Key Tools. MARC Report (www.marcofquality.com)www.marcofquality.com  Detailed analysis of content of MARC records  Identify required changes or problems  Split files or join files

51. 51 Managing E-book Workflows Cataloguing: Key Tools. MARC Report (www.marcofquality.com)www.marcofquality.com  Split files based on Leader, Fixed Field or Variable Field data  Sort records within files  Make complex global changes

52. 52 Managing E-book Workflows Cataloguing: Key Tools. MARC Edit (http://oregonstate.edu/~reeset/marcedit/ht ml/index.php)http://oregonstate.edu/~reeset/marcedit/ht ml/index.php  Free  Easy to learn  Used at York for making actual changes to records and recompile the file  We have used it to create MARC records from delimited data

53. 53 Managing E-book Workflows Cataloguing: Loading the Records.  Library Computing portion  Electronic resources database  Loading into library catalogue

54. 54 Managing E-book Workflows Cataloguing: Wishlist.  Better dialogue between content providers, vendors, publishers and libraries to provide excellent MARC records  Access to technical help  Clean files, no corrupt records

55. 55 Managing E-book Workflows Cataloguing: Wishlist.  Auto-notification when new records are available  New content clearly identified and clearly named on vendor servers and websites  More opportunities to work with more vendors in a MARC record advisory capacity

56. 56 Managing E-book Workflows Thank you. Questions?  Catherine Davidson Associate University Librarian, Collections cdavids@yorku.ca  Nancy Hall Manager, Monograph Acquisitions nhall@yorku.ca  Heather Fraser Head, Bibliographic Services hfraser@yorku.ca