Deb Blecic and John Matthews represented UIC at the GWLA collections and resource sharing meeting April 24-27, 2016. They have mashed their notes together into one report. John attended the first day (Resources Sharing and Document Delivery), both were at the second, and Deb attended the third day (Collection Deveopment) — hence you will see some slight differences in note style.
Day One – RSDD Meeting
Claremont Colleges has joined GWLA. 5 undergrad, 2 grad colleges under one umbrella.
Claire MacKeigan, COO, presented on, Relais and current state of D2D (peer to peer direct borrowing/no staff intervention capability). There are several instances of D2D out there among IVYs, CIC, PALS Consortium, Australia and BorrowItNow (GWLA). GWLA is 17 full members and 16 lender only. The GWLA BIN AddOn is still not working at this time – tiering thus not functional. Troubleshooting continues though there is better cooperation happening between Relais and Atlas now.
There was a demonstration of integration between discovery layer (Primo) and BorrowItNow. There is a push to get all GWLAs in as borrowers but for UIC this would be problematic– another search tier or hand off would occur, confusing the search process for users; also, we don’t want our users to request directly from GWLA items that are available locally through I-Share. Relais is also working on connecting one D2D system such as UBorrow (CIC) to others. If that happens, we could get involved on the borrowing side as it could mean requests going directly to some CIC partners, however this lessens but does not solve our preference to have our patrons choose I-Share as the top option for obtaining material when it is owned in-state over any other request method since return shipping costs are much less (ILDS vs UPS)
Kristen Walker and Lars Leon led a discussion on our individual innovations, workflows and services. A comprehensive list of these will be available on the GWLA Basecamp site but a few innovations John liked: U Arizona students all wear “Ask Me” T-shirts and/or buttons when working; U Kansas sends out a 2nd email to all ILLiad registrants 2 weeks after their initial registration to inform them about other library services, instruction, etc.; there is a service reminder AddOn for ILLiad that can remind users to pick up their material if they have not done so after a week or so; Text messaging notices is happening at a couple places but not a lot of feedback on this.
Ryan Litsey and Nora Detloff presented on revision the ILL Code. Planning began in 2014. Approval from RUSA (Reference and User Services Association) and STARS (Sharing and Transforming Access to Resources Section) in 2016.
Highlights: a revised ALA ILL form (pdf) is available; Definition and Purpose of ILL sections were updated; Libraries are discouraged from sharing patron info with lending libraries; adhesive labels on borrowed books are not acceptable; note: there is no actual enforcement of the code.
Discussion: Due dates of ILL material. There were opposing views as to whether due date is when book should be returned to the borrowing library or to the lending library. Some build in return shipment dates to their due dates.
David Ketchum presented on the Univ of Oregon IDS (Information Delivery Services) project. U of O has 7 libraries and requested help from IDS (based in New York) to solve tricky, location-complicated lending issues. IDS assisted them in having all lending (book) requests funneled through the Knight Library which supplied PDFs of the pull slips to each location. Those locations then pull and route books to Knight for shipping out. IDS Logic auto-populates location and call #s into each request. After Logic applied, almost no verification is needed for returnables. 98% of requests that remain are articles.
Carol Kochan (USU) presented on how Resource Sharing Structure has changed over time. In 1991, 30% of ILL units were under Reference. CSU Fort Collins has been their own standalone department since early ’90s. Makes them “nimble”. “We touch every area except Cataloging”. Another commented: “If the user is the heart of everything you do, then you should align with the unit that services the users.” Questions about integration between ILL and Acquisitions—to what extent that has developed. Very few Acquisitions Departments’ staff had ILLiad installed on their machines. Having it would show better integration between these two entities.
Reciprocity agreement will be revisited. Atlas and Relais are talking but discussions are contentious. Atlas doesn’t want to either be in the support business and cannot work on competing products (it’s in their non-compete clause with OCLC). GWLA’s Relais contract is expiring August 2016. Anne will negotiate new contract and write expectations/benchmarks into contract.
Day Two (Joint RSDD and Acquisitions) Meeting
Colorado State University welcomed everyone and talked about their library. Highlights: Students funded renovations in the CSU Morgan Library. “The Cube” is a 24-hour study space located off the entrance to the Library.
Maria Savova, Claremont Colleges, Acquisitions, described Claremont (7 institutions and one library that services them all). Claremont spends 47% of budget on STEM.
Bill Jones & Michael Mulligan, IDS Project, State University of New York spoke on the IDS (Information Delivery Services) Project. IDS began 2004 with 12 New York colleges, now 83 members. Focus on sharing people skills and resources. http://www.idsproject.org/
Examples of their work: Uses mentors and liaison model to share best practices and for training, as well as mentor institutes and online learning institutes. Workshops teach topics such as Library branding/ ILL page personalization. Mentor program has mentor is assigned to a Library who checks workflow and makes suggestions for improvements. There is an ILLiad training suite and an Online Mentor Institute which includes online “classes” such as “Borrowing 101”, “Lending 101” “Intro to Routing Rules” “Website Design”, etc. In the fall new classes will cover DDA, statistics/assessment, and website design.
IDS works closely with vendors (Atlas, ProQuest, etc.) to create ILLiad AddOns. They worked with CCC to get that part automated into ILLiad. Did same with Reprints Desk.
IDS Logic is an ILLiad Server-side AddOn that allows streamlining of workflows between libraries. Server AddOns run on server so don’t load on ILLiad itself. Makes for faster opening. Some institutions such as Northwestern just subscribe to IDS Logic. IDS Logic does a lot automatically – insert info, route transactions, cancel and update transactions, e-mail patrons, etc…., lending availability service with custom routing rules; Logic Services includes Logic Enhanced Rulekit, new technology on the horizon including article gateway, CCD API, Item shipment tracking
They’re not trying to automate 100%, even 50% is helpful. They have many partners but technology is by members for members, not by vendors; created a search tool to search all members based on OCLC then use ILIAD to request item.
First thing IDS created was Article Licensing and Availability Service –Alias – a complex program that pulls in call #, location, etc. It checks against local catalog to get to availability info. Also created “Book Chapter Direct Requester” (recognizes a book chapter from an article and automates the sending of that request unmediated). Other enhancements to ILLiad: Direct Request Enhancer – if something goes out Direct Request and fails, the cite is explored further in OCLC and tried again; Auto-Pick-Up Reminder notice.
Stipulation to be an IDS member is to share transaction data with other member libraries.
Shipment tracker tech is being worked on. They are also working on “Article Gateway” a new project to automate article borrowing as much as possible.
If you become an IDS “articles only” member, you still loan books but it’s tiered, so New York borrows/lends within New York first and then it moves out geographically from there according to custom routing rules. So, no worries about being flooded with book requests from New York libraries.
Membership fee is $1,500 a year.
Some become mentors for IDS which requires approval from your Library director as part of your work day becomes devoted to IDS activity.
For most members, participation is through web conferencing. They say this works well.
Matt Divin (CSU) presented on Lending of Elsevier and Springer Ebooks. CSU does not participate in Occam’s Reader (GWLA’s eBook lending pilot) because they own a lot of Springer titles already and can get others through their Prospector system. They use Relais to lend eBooks. They make sure the borrowing library is OK with an eBook before they send out. They use hightail to get files to people but could use dropbox instead. Hightail holds the files for 14 days. Of the 370 eBook requests they rec’d in 2016, 70% said OK to this question. It seemed that patrons got to keep the pdf forever, but not sure about this.
Springer eBooks are now easy to download as entire books in PDF format. Colorado State has a contract with Springer and Elsevier through The Colorado Alliance. eBook lending is primarily to other (public) Colorado libraries.
Elsevier gave them ILL permission to lend 300 titles (mostly scientific). Deb was not sure if it was accidental (addendum onto Freedom Collection). Hard to do – need to download each chapter and use adobe pro to mash into one pdf.
Dave Fowler, University of Oregon presented on iPv6 (the future of Internet Protocol address assignment). iPv4 is what is currently in place and the address assignments are nearing exhaustion so a longer address length is needed to connect new devices. Some libraries have stockpiled iPv4 address so may be able to continue for a time but eventually these will be used up, requiring vendors to make iPv6 addresses available. Some libraries are using short term fixes: tunneling, short stack and translation. Latter the best practice.
It is suggested that libraries contact vendors to make them aware of this problem and also approach your Systems department. A summary of this problem will be posted onto GWLA’s Basecamp. All future GWLA licenses will require the vendors to be IPv6 compliant by a certain date. IPv6 more complex and very long – allows for millions of more addresses to be generated.
Ryan Litsey (TTU), Miranda Bennett (UH) and Anne McKee (GWLA) presented on Texas Tech’s products: OBILLSK (an ILL stats software package) and ALIEN (Automated Library Interlibrary Loan Exchange Network).
OBILLSK offers geographic representation of how many loans/articles you borrowed/lent. You can also check to ensure you are meeting GWLA’s shipment expectations. There are other features such as UPS tracking and “Unpack It” that allows you to check what other books were shipped in a single shipment.
ALIEN is software in development at TTU that examines ILLiad data and can predict over time which materials may be needed at certain points in the future. You could make ILL requests in advance or (more realistically) make arrangements to purchase a copy. It also allows you to see what kind of Library you are in comparison to what kind of school you are (educational programs offered vs. collections held). Uses K-means clustering to make purchasing and ILL and course reserve recommendations. Can notify libraries when it recommends a purchase. Also recommends which books to reshelve first. May change the way people think about their collection.
A paper on this technology is being authored by Ryan Litsey. As of now the problem with the software is it that it overburdens the supercomputer at TTU as it is processing an enormous amount of data.
There is general interest by many for possible IDS Project participation either in full membership or just the IDS logic component (Anne will approach them to discuss a GWLA membership proposal).
There was a vote on whether or not to adopt OBILLSK as our official stat-gathering software for GWLA. The cost is $15,000 per year or ~ $420 per library per year. This would eliminate the need to have stats calculated through a fairly laborious process by Lars Leon of KKU. There are other features available through OBILLSK as well: turnaround data, benchmarks The vote was 38 for, 13 opposed to going with OBILLSK for a possible 2 year contract. As the first adopter of this, GWLA would get first crack at helping to refine this product. Anne will negotiate with TTU on this. May 17 update: TTU and GWLA did not reach agreement, so GWLA will return to a former internal statistics gathering and reporting method.
There is a call for smaller group collaboration to get at “low hanging fruit” (Miquel Little). Members signaled interest by giving Anne McKee a piece of paper (UIC signaled “yes”).
A few volunteers will investigate better project communication ideas/software (right now GWLA uses BaseCamp primarily for this purpose).
Next GWLA Conference Location
Chicago, IL (later removed from list due to GWLA Dean’s meeting already happening in Chicago) But then there was further discussion with Joni and Anne since ALA Annual is in Chicago next year.
Day Three: CD Meeting
Lea Currie from University of Kansas gave a presentation on Streaming Video: to stream or not to stream?
ASP usage doubled in one year, looked at Swank for feature films but not good deal, 250 films down to 100 down to 50 but still said no. Trying to decide about feature films. Many students already had access through Amazon Prime, Hulu, or Netflix. Did student survey, 88% had own access, maybe more from friends. Most students already had one or two streaming video subs. Netflix highest by far, Amazon Prime distant second. Most would pay for rentals under $3 rather than check out DVD from library, but only slightly more than 50%.
Can I stream it website very good for finding out where videos are available. (free tv site good also). Of the Swank top 300, over 200 available for purchase, over 150 for rental, over 100 for streaming.
Criterion on Demand – checked over 1000 titles, over 400 not available in any format, others available for streaming, rental or purchase
Looked at other institutions – most much streaming video but not feature films – notes about problems to faculty. KU decided not to write a policy but rather talk to each professor on a case by case basis
Wyoming likes Kanopy. Some say Netflix has missing scenes. Some using Swank database model, Swank has dropped down to 25 films needing to be purchased to participate. ASU buys DVD, streams it, puts behind firewall. Media Matrix behind firewall server for libraries. Deb Ernstein at Wash U an expert on self-streaming for class reserves – not present but colleague recommended.
Some buying all textbooks. – Claremont – buying e if can. Others not buying undergrad textbooks because change too often (Wyoming). Some professors now requiring subscription to Hulu, etc as a textbook for class.
Action Decided: GWLA will investigate consortial licensing for Sage Videos and Criterion on Demand collections as those were the most wanted by members
Jeanne Richardson (ASU) and Steve Bosch ( U of AZ) led a discussion about Print Cooperative Collection Development
UA did study 2005-2016 of print book records added to OCLC
159,233 held by ALL GWLA libraries – yes, ALL – we are duplicating the top ones too much; 32,463 held by U of Arizona uniquely; 1,346,087 not held by anyone
Not sure what the total population is – no idea how many held by two or three GWLA libraries for example.
Print book collecting has dropped by all precipitously, including foreign books acquisitions. Very low holding in Russian, Spanish, plus two others
Action Decided: A task force of six was formed to investigate methods to begin cooperative print book CD. Deb is one of the six.
Corey Tucker presented on GWLA E-book DDA options.
Deb was on this taskforce. Different Proquest models were presented. There were concerns about too much duplication given that many libraries have already purchased many items in other ways.
Action Decided: E-book DDA was tabled for a few years, and we will see how the new e-book central platform works (merger of E-brary and EBL which will happen this year)
A Lightning Round was then held where each presented “The Coolest CD thing We are Doing”
Deb talked about JSTOR DDA and how money was spent out before records were even loaded
VPATs were discussed. An Action Item is that GWLA will form a Basecamp site for VPATs, and language will go into next model license for GWLA.
People are using tableau for faculty output profiles – more librarians getting involved in. Action Item: GWLA will investigate consortial license for premium edition (not the free one). Some places did not have faculty buy in and faculty did not want to be tracked.
Biblioboard came up again – open educational resources . OER adoption strategies were discussed. Library can facilitate to bring people together but cannot tell faculty what to do. Opportunity fund and SEC initiative – latter by David Carlson at A&M was discussed.
Claremont College got money by doing a list of resources and saying this is what we need to maintain this list. Redid budget structure by format not subject. There is a powerpoint from ERL in Scholarship at Claremont and there will also be a paper published about this.
Another place did Report to Senate that ongoing resources should be considered utilities, but no money was received for inflation.
Houston – acquiring datasets, how to manage- got money, found that Data Planet does for Data sets what Kanopy does for videos – hosts third party data sets plus can buy sets from them- good company to work with, Simply Map may also host third party data. Data issues may be a future action item. Sometimes need to pay extra for data mining rights. Gale sends hard drives as backups.
Some have dedicated assessment person in collections now.
Anne McKee from GWLA discussed the Springer/Nature merger and what it means for the GWLA Springer license. Current Springer contract ends Dec 31, 2016. There will be new pricing models that include Palgrave and Scientific American.
- Database model for all but nature – Springer, Palgrave, Sci Amer, Macmillan
- Nature will not stand alone – will be bundled with others as second model
Will be a problem for UIC. Deb will work on gathering information. Currently UIC does Springer with GWLA, and Palgrave, Nature, and Scientific American with CIC. We also do Springer books with CIC, and this may affect us with books perhaps as well. Many people report bad pricing on books going forward. Springer merged with Palgrave and chopped books up into subject collections.
There was a poll on medical schools and resources needed, but no interest from other GWLA members on cooperative collection development
How to manage ORCID was a question people had. At Colorado ORCID is managed by office of faculty affairs and not the library, but no longer allowed to mint ids for other people. Real questions about what is library’s role.