1. Creating Workflow Efficiencies in the E-book Ecosystem
Amy Pawlowski Deputy Director, OhioLINK
Emily Flynn
Metadata and ETD Coordinator, OhioLINK

2. About OhioLINK Shared Print Collections Shared E-Resources
121 libraries
50 Million Items
600,000 items delivered per year
Shared E-Resources
Annual content purchase of $42,000,000
Millions of articles in 10,000 journals
More than 100 databases
100,000 ebooks
And more
Technology Services
E-Journal, E-book, and database platforms
Statewide publishing platform for Electronic Theses and Dissertations
Management and support of major Platforms – Central Catalog, Discovery Layer, Link Resolver
E-book Cataloging (Metadata Services)

3. OhioLINK’s Brave Attempt to Define Current Workflows (with some help)
Current practices for claiming electronic materials were being shoehorned into a print process. Not efficient and frustrating
Worked with an IT Business Analyst
Define Current State
Define Desired State
Solution
Proof of Concept (may repeat)
Implementation

5. BAD

7. Good

8. But, Alas…. We don’t ingest titles the same way for all publishers
We don’t get MARC records the same way from all publishers
We need different workflows for each vendor

9. What Could We Realistically Do?
Finish Solutioning
Set Proof of Concept
Understand the ENTIRE Process
Talk to vendors about their current processes

10. OhioLINK Workflows
Modified a few current practices after we defined current and ideal state:
Established base resource for defining entitlements
MARC record generator on SpringerLink
Working on a comparison process against accessible and delivered content
Shifted responsibility of claiming eBooks and keeping metrics
Track MARC record quality

11. Springer Nature E-Book workflows at OhioLINK Title Lists Reconciled
Content Loaded
(Nightly)
Cataloging
(Weekly)
Title Lists Reconciled
(Semi-Annual)
Load data from Springer content Delivery System into OhioLINK EBC.
Download updates, deletes, and new records; add notes, links, proxy, call numbers.
Check licensed E-Book List vs Accessible E-Book List.
Post updates to the staff share drive and Platinum Site.
Load to office catalog and address issues; Send to OhioLINK Office Catalog and member library catalogs.
Clarify any discrepancies with vendor.
Update Discovery vendors.
Update OhioLINK central catalog and Discovery vendors.
Reformat all to KBART and send updates to member portal and Discovery vendors.

12. OhioLINK Aha! Moments
Factors that may affect completeness and quality of data received:
Springer’s MARC and title list tool will exclude ebooks for which Springer formerly had but has lost distribution rights. However, libraries that had access to that title as part of their packages prior to its retraction will retain access.
Mapping of individual ebooks to subject collections may initially be incorrect. Similar to the case of lost distribution rights, libraries that had access via the incorrect subject collection initially will retain it.
Some of the process was automated based on whether or not an OCLC number is available from Springer
OCLC gets Springer Nature data in MARC format
Didn’t realize the extent of enhancement to the records
OCLC (as they’ve always functioned) relies on the spirit of cooperation for more in-depth MARC records

13. OhioLINK Aha! Moments (cont’d)
Springer’s tool for delivering content is not the same tool that defines access to content – due to complex legal issues (content rights)
Translation: There will be discrepancies, but they will be small
OhioLINK Cataloging from the center is doing good for members and the community at large
However, begs a bigger question of accountability for the community at large, given changing (shrinking – current staff taking on more responsibility) technical services staff

14. Onward and Upward
Path: Not to make internal “work arounds” or create complicated workflows but to work with vendors to define higher level efficiencies that benefit all involved
Important to remember to have good relationships with vendors to facilitate improvement in the process
Library staff and library administrators need to coordinate to get to an improved state for the industry
As anticipated: Some things are technical and need to be overcome
As anticipated: Some things are political and need to be overcome

15. Thank You Emily Flynn Amy Pawlowski
Metadata and ETD Coordinator, OhioLINK
Deputy Director, OhioLINK