1. Libraries Australia Forum Melbourne 2015 Using WorldShare Collection Manager and the WorldCat knowledge base to manage E collections John Butera Resource Management Librarian, Swinburne University of Technology David Whitehair Director, Metadata Services, OCLC

2. Collection Manager overview – David Swinburne University experience – John Agenda

3. By 2020, it’s predicted that 80 % of academic library expenditures will be on e-resources. 0%0% 20 % 40 % 60 % 80 % 100 %

4. Yet… many librarians still rely on spreadsheets for electronic resource management. 0%0% 20 % 40 % 60 % 80 % 100 %

5. Managing metadata for processes like DDA Synchronizing metadata into user discovery channels Eliminating workarounds and streamlining workflows Providing seamless access to e-resources WorldShare Collection Manager helps to solve library challenges

6. Register, manage, create and share electronic collections in the WorldCat knowledge base Automatically maintain WorldCat holdings and receive WorldCat MARC records with ongoing updates Ensure that bibliographic metadata for all materials, including access URLs, is continually updated in your discovery interface Manage demand-driven acquisitions (DDA) collections Automatically manage metadata for electronic and print collections

7. updates… automatically maintain WorldCat holdings and deliver MARC records deletes… WorldShare Collection Manager Registration… new titles… knowledge base

8. 354 million records 2.3 billion holdings 45 million digital items 17 million eBooks

9. English: 131 million German: 44 million French: 31 million Spanish: 15 million Chinese: 10 million Italian: 8.2 million Dutch: 5.8 million Japanese: 9.7 million Russian: 4.5 million Some of the 484 languages represented… Comprehensive and global Polish: 4.1 million Danish: 3.1 million Portuguese: 2.5 million

10. How do they relate? WorldCat knowledge base A database with partner contributed and library created data that is cooperatively managed using an application called WorldShare Collection Manager which allows libraries to manage WorldCat holdings and output MARC records and enables features in several OCLC products and services including WorldCat Discovery, WorldShare ILL, WorldShare Management Services, etc. WorldCat catalog A database with partner contributed and library created data that is cooperatively managed using an application called Connexion or WorldShare Record Manager which allows libraries to manage WorldCat holdings and output MARC records and enables features in several OCLC products and services including WorldCat Discovery, WorldShare ILL, WorldShare Management Services, etc. Library has access to title Xvia provider Y with coverage Z

11. Automate e-book and e-journal holdings management http://oc.lc/autoload

12. Includes 14,000+ content collections from 5,900+ providers Subscription packages Title by title purchases Open Access content Demand Driven Acquisitions Consortial versions Cooperatively created and managed Locally defined The WorldCat knowledge base

13. Cooperatively manage electronic collections knowledge base

14. American Museum of Natural History Research Library American Physical Society Publications National Academies Press Open Access (University of California, San Diego) Biblical Reference Ebook Collection (Saint Charles Borromeo Seminary) British History Online Chronicling America: Historic American Newspapers Digitalia Hispanica (Fuller Theological Seminary) EBSCO PsycBooks extra Field Museum Custom Collection (The Field Museum of Natural History) Open access ebooks and papers (McGill) The Other Voice in Early Modern Europe Cooperatively-managed collections

15. The WorldCat knowledge base Find Easy access to e-resources in search results, Open URL link resolution, and A-Z journal list Manage Manage budgeting, ordering and acquisition of electronic resources Use Rights management, usage statistics and link resolution of electronic materials Share Quick and easy sharing of your electronic content Combines data about your library’s electronic resources to make your collections easier to find, share, manage and use.

16. The WorldCat knowledge base Plus...data can be output for use in other applications Your discovery interface Receive automatic delivery of WorldCat MARC records WorldCat knowledge base API Create your own unique solutions

17. Collection Manager overview – David Swinburne University experience -- John Agenda

18. WorldShare Collection Manager to manage E collections Swinburne University experience John Butera CRICOS 00111DTOID 3059 Libraries Australia Forum, Melbourne 2015

19. About Swinburne Became a university in 1992 3 campuses in Melbourne, 1 campus in Malaysia 19,000 university students, 15,000 TAFE students Rapid expansion in research Resources budget $6 m in 2015 Ranked 45/46 ANZ libraries resource spending per FTE > 95% spent on electronic Libraries Australia Forum, Melbourne 2015

20. 14 July 2006: Demand Driven Acquisition launched at Swinburne (and the world) Loaded MARC records for all 34,000 EBL ebooks into our catalogue No profiles used All available for unmediated loan Automatic purchase on 3rd (later 4th) loan Autopurchased first book on the first day Libraries Australia Forum, Melbourne 2015

21. Our accidental case study – January to June 2013 1,128 librarian selected ebooks 1,123 autopurchased ebooks 21% librarian selected ebooks had loans following purchase 100% of autopurchased ebooks had loans following purchase Libraries Australia Forum, Melbourne 2015

22. Our ebooks timeline 2001 Early ebook sets 2006 Demand driven acquisition 2010 Large ebook aggregations 2012 Complete collections from smaller publishers 2013 Complete collections from major publishers: Springer, SAGE, Elsevier, Wiley Libraries Australia Forum, Melbourne 2015

23. Swinburne’s current ebook strategy Still based around the 2006 EBL DDA model, now much expanded to approximately 200,00 ebooks A large ebook aggregation database EBSCO Ebooks: 143,809 ebooks Purchase collections from small publishers and societies Purchase collections from large Science/Technology/Medicine publishers Maintained & expanded a small number of ebook subscription collections: CRC Press, SAFARI, Books 24x7 Total ebooks 600,000 (Figures as at 17 June 2014) Libraries Australia Forum, Melbourne 2015

24. DDA In ALMA ALMA has a PDA module – which is not used by Swinburne University: -We use a simple workflow for acquisitions -We do not divide orders by faculty Libraries Australia Forum, Melbourne 2015

25. EBL DDA In ALMA EBL collections in ALMA Libraries Australia Forum, Melbourne 2015

26. WorldShare Collection Manager (Swinburne EBL collections) Libraries Australia Forum, Melbourne 2015

27. OCLC WorldShare Collection Manager (files) Libraries Australia Forum, Melbourne 2015

28. EBL procedure at Swinburne (1) The entire EBL file of marc records are downloaded from the Proquest site every 7-10 days to ensure we have a marc record for all our EBL purchased titles (via DDA and single one-off purchases). Occasionally we get urgent requests to load marc records on a daily basis. The marc records after editing are loaded against the NON purchased collection – any records that match are deleted. Libraries Australia Forum, Melbourne 2015

29. EBL procedure at Swinburne (2) LDR 05 is changed to “d” (from “n”), 035 EBLXXXX number is created Our loading profile at this stage does not overlay if there is already a record for the EBL title in the catalogue. Libraries Australia Forum, Melbourne 2015

30. EBL procedure at Swinburne (3) EBL marc records are downloaded from the OCLC WorldShare site (complete set) on a monthly basis (set by Swinburne). This is done to ensure full marc records are loaded if available from OCLC. The marc records after editing are loaded against the NON purchased collection – any records that match are deleted. LDR 05 is changed to “d” (from “n”), 035 EBLXXXX number is created The file of marc records downloaded from OCLC is then loaded against the EBL Purchased collection – where imported records overlay existing marc records. Libraries Australia Forum, Melbourne 2015

31. Proquest EBL (Short bib) marc record in ALMA Libraries Australia Forum, Melbourne 2015

32. OCLC record (to import) Libraries Australia Forum, Melbourne 2015

33. Edited OCLC record (pre-import) =LDR 04023cam 2200709Ii 4500 =001 ocn881280063 =005 20151015221619.0 =006 m\\\\\o\\d\\\\\\\\ =007 cr\cnu---unuuu =008 140611s2014\\\\enk\\\\\o\\\\\000\0\eng\d =019 \\$a900088709 =020 \\$a1137379286 (electronic bk.) =020 \\$a9781137379283 (electronic bk.) =029 1\$aDEBSZ$b420036393 =029 1\$aDKDLA$b820120-katalog:000675142 =029 1\$aNLGGC$b382016874 =035 \9$aEBL1725805 =037 \\$a711154$bPalgrave Macmillan$nhttp://www.palgraveconnect.com =040 \\$aUKPGM$beng$erda$epn$cUKPGM$dOCLCF$dEBLCP$dDEBSZ$dYDXCP =050 \4$aHF5415.32$b.F56 2014 =082 04$a658.8/3402856312$223 =100 1\$aFinlay, Steven,$d1969-,$eauthor =245 10$aPredictive analytics, data mining and big data :$bmyths, misconceptions and methods /$cby Steven Finlay. =856 40$uhttp://SWIN.eblib.com.au/patron/FullRecord.aspx?p=1725805$3Ebook Library Libraries Australia Forum, Melbourne 2015

34. Imported record (ALMA) Libraries Australia Forum, Melbourne 2015

35. OCLC WCM features: a) kbart files* In some collections OCLC cannot provide marc records in the collection – in these cases a kbart file is downloaded from the OCLC WorldShare site, converted to a marc file and loaded to ALMA. These short marc records are then overlayed by full records once available from OCLC. * Knowledge Base And Related Tools Libraries Australia Forum, Melbourne 2015

36. OCLC Kbart file Libraries Australia Forum, Melbourne 2015

37. OCLC Kbart file (edited) Libraries Australia Forum, Melbourne 2015

38. Marc file created after processing through Marcedit’s “Delimited text translator” Libraries Australia Forum, Melbourne 2015

39. OCLC WCM features: b) record availabilty Record for each collection are available within 24 hours: -Marc records can be set to run daily (and are available to download the next morning) -Kbart files can be downloaded immediately (large files take a little longer to download) Swinburne has used this feature on a number of occasions to refresh entire collections (most recently the EBSCO Worldwide collection). Libraries Australia Forum, Melbourne 2015

40. OCLC WCM features: c) customized marc records Libraries Australia Forum, Melbourne 2015

41. OCLC WCM features: d) support / community - Local support is available via the Topdesk website (OCLC office is located in Melbourne) - KB-l listserv (very useful tips and advice from other OCLC WorldShare users) Libraries Australia Forum, Melbourne 2015

42. Questions? David Whitehair whitehad@oclc.org John Butera jbutera@swin.edu.au