University Libraries Brick and Click: An Academic Library Conference November 7, 2014 Patron Driven Acquisition for Collection Development David Alexander, Digital Access Manager & Assistant to the Dean Kathleen McElhinney, Metadata/Cataloging Librarian & Head of Technical Services Additional Author: Catherine Paltz, Technical Services Manager 1

University Libraries Collection Development Some of the factors: Subject Areas Depth of Collection Budget Purchasing Constraints Cost of Processing and Storage Format 2

University Libraries Additional Factor Competing Values –Academic Library as Knowledge Warehouse –Academic Library as Student Learning Resource 3

University Libraries Library as Knowledge Warehouse No single physical library can hold everything published in print Requirement for subject expertise in material selectors What students should be familiar with (as opposed to what they want to) 4

University Libraries Problem with the Warehouse Model What do students/faculty actually use? –20% of collection receives 80% of use –What is required to complete assignment –Age of materials (newer used more) 5

University Libraries Competing Values: Who Controls Selection Faculty as Selector –Highest level of expertise in particular subject areas –Most familiar with courses being taught Librarian as Selector –Most likely to use scholarly reviews –Most aware of existing collection –Longer term vision of collection –Have or develop familiarity with subject area Student as Selector –Most aware of what they want/need –Focused on immediate need with little regard for future use 6

University Libraries Before the Purchase Decision Potential purchases initially defined by a Collection Development Profile –Uses classification scheme –Also looks at non-content factors Language Physical format Place of publication More later…. 7

University Libraries Patron Driven Acquisitions Promise of using collection budget to purchase materials that will get used Access to greater number of materials Online editions allow for access without cost of shelving 8

University Libraries The University of South Dakota One of seven state universities in SD Designated Liberal Arts Institution Roughly 10,000 students Roughly 7500 undergraduates in 205 undergraduate Programs Roughly 2500 graduate students in 65 graduate programs Over 400 faculty, the vast majority with some research expectations 9

University Libraries Main library serving the university including the health science at the Vermillion campus 11 Librarians, 18 staff positions Centralized collection development via a subject liaison system YBP -- GOBI 10

University Libraries ILL Purchase on Demand (PoD) ILLiad is used as primary system Investigated using PoD to fill ILL requests with purchase Used for recently published materials 11

University Libraries Initial Complications Unable to achieve satisfactory turnaround time –Finance office would not allow purchase via Credit Card –Liaisons wanted to approve all purchases 12

University Libraries The PoD Pilot Process ILL staff would note when book request was for something published in the current or previous year ILL staff would subject liaison using template Subject liaison would replay within 24 hours whether or not they approved of purchasing the item When purchased item arrived, minimal processing and cataloging was to be done 13

University Libraries Pilot Results 18 notifications were sent during pilot Realized that the department of the patron did not always result in the appropriate liaison being notified ILL staff had to interpret appropriate department based on title information Required clarification and reminders were needed to have response returned to ILL in a timely manner. 14

University Libraries PoD in Practice We are not using as a replacement for ILL –Filled ILL request as usual, ed info to liaison librarian for possible purchase Question if we should continue with point of ILL request notifications or should switch and do a periodic report of requested items that fall within the PoD parameter. –Need to look at usage of purchased materials to see if multiple uses occur 15

University Libraries Catalog Demand Driven Acquisitions (DDA) Purchase what would actually be used Particularly as support for undergraduate research Expand [potential] access Generally geared toward undergraduates with graduate materials in select areas Support for online programs 16

University Libraries Previous Collection Development Subject liaison librarians had full control of budget with varying degrees of input from faculty Already using GOBI YBP for selecting materials with selection profile in place 17

University Libraries DDA Implementation Selection profile based on existing profile –Published within the last three years –Not previously purchased from YBP in any format –List price less than $250 Records added to Aleph (Ex Libris) catalog –18,000 titles loaded in January 2013 –Weekly loads after initial load –27,697 by end of

University Libraries The Patron Perspective DDA records appear in search results along with regular records Largely transparent to user as only indications are ‘DDA’ in the link to the item & code in Note field ‘YBPDDA’ No advertising of DDA program 19

University Libraries Purchase Triggers Use beyond the free browse period Short-term loan trigger before purchase –Rental fee of 10-15% of purchase fee, purchase on fourth use –Requires multiple use before purchase –Purchased item costs % of normal cost First-time use trigger –Does not incur extra cost –Single use triggers purchase 20

University Libraries DDA Budget Separate budget for DDA purchases (not drawing from subject areas) Initial budget of $20, titles at $9799 purchased in other titles had been rented at cost of $6839 Of rented titles, 20 had reached point where next purchase would trigger purchase 21

University Libraries DDA Surprises Large number of DDA titles on catalog search result screens –Results in reverse chronical order, newest first –May indicate gaps in collection –May indicate volume of recent publications in a given area Some publishers removing their titles from DDA in favor of proprietary online systems Faculty love using the catalog to scan ToCs 22

University Libraries DDA Advantages Access to a greater range of titles –For example, Native Studies collects based on historical connection to the geographic area of South Dakota, DDA provides access to other areas as well Usage of purchased titles –Of 130 titles purchased, 101 used at least once post-purchase All the benefits of online books 23

University Libraries DDA Downside Requires additional processing steps Requires additional purchasing workflow Necessitates manual deletion workflow –removing publisher withdrawn titles –maintaining 3+ year time period (date of publication) All the disadvantages of online books 24

University Libraries Post-Proceedings Publishers raising prices Since June 2014, 25 publishers –World Scientific: 10% to 40% –Oxford UP: 10% to 25 % Publishers continue to withdraw titles –383 titles from 37 publishers –Top publishers Oxford UP (127)IGI Global (82) Eye on Education (34)ECW Press (29) 25

University Libraries DDA Going Forward Continue to monitor purchases, loans, and use Still working out how best to control expenditures to best utilize budget Decided to maintain publication date within last three years Review the DDA Profile to narrow scope of included titles 26

University Libraries Approach to Profiles 1.Focus on areas where curriculum is targeted. Exclude the rest from profile. Selectors choose titles in outlying areas 2.Exclude areas where curriculum is targeted. Let DDA ‘run wild’ outside these areas 27

University Libraries Non-content Profile Narrowing –Language (original, translation from/to English) –format (physical) (CD, DVD, map, musical score) –Place of publication (from the title page) –Reprint (>25 years, facsimile) –Publisher –Decrease cost ceiling (per discipline?) 28

University Libraries Content Profile Narrowing –Content-level (general academic, advanced academic, professional) –Format (content-based) (collections, conferences, lab manual, textbook) –Geography (of the content) –Classification Scheme (when vendors allow) Areas not in curriculum Advanced topics Hidden topics within the schema Subjects where DDA dominates search 29

University Libraries Profile Analysis Review DDA lists for unwanted items Examples: 1.German Bibles bibles excluded, German included 2.Information Security Management Handbook (6th Edition) not tagged reference 30

University Libraries Future Analysis Areas STL vs. 1-time purchase Post-purchase use of DDA materials Price distribution of titles purchased by discipline Titles purchased by selectors when title already DDA Sub-disciplines dominating a disciplines Review publishers for possible exclusion Title-by-Title review of certain reports 31

University Libraries Recent Decisions Reduce time period to 2+ years Investigate feasibility of multiple cost ceilings Begin some marketing Make DDA Ebooks their own ‘collection’ Change call number for DDA 32

University Libraries Post-Proceedings Reference Edward A. Goedeken and Karen G. Lawson, The Past, Present, and Future of Demand Driven Acquisitions in Academic Libraries. 33