Providing and Maintaining Access to Electronic Serials —from Consortium and Member University Library’s perspectives NASIG 31st Annual Conference June 11, 2016 Albuquerque, New Mexico Wei Zhao, Shuzhen Zhao, and Katie-Scarlett MacGillivray

OCUL Scholars Portal Services OCUL is a consortium of twenty-one university libraries in the province of Ontario. Scholars Portal is a project of OCUL to provide shared technology infrastructure and shared collections to OCUL universities. Scholars Portal services includes digital content of ebooks, ejournals, statistics data, geo data and other services including interlibrary loan and research management.

SP E-Journals--Introduction Digital repository containing over 45 Million articles from over 19,000 full text journals of 25 publishers which covers every academic discipline Top research resource for OCUL universities with the average monthly download of 555,000 Canada’s first certified Trustworthy Digital Repository

SP E-journals Holdings Export Keepers Registry Ebsco Exlibris--SFX ProQuest—360 link

SFX OCUL Consortium model Each local institution has its own instance and is responsible for its non‐shared data. A central office manages the shared resources instance and is responsible for all shared data. Interaction between the SFX instances results in the generation of an SFX menu screen.

SFX OCUL Consortium model

OCUL central office--- Apply knowledge base update for all instances. Apply SP ejournals update for all instances. Maintain a mailing list for member libraries to discuss SFX related issues. Provide technical support

Scholars Portal Ejournals in SFX

Scholars Portal Ejournals in SFX --Challenges Problem: SP holdings export can only report start date and end date. It cannot identify the gaps. This will create dead links for missing articles. Solution: Redirect to the journal toc page for missing articles.

Scholars Portal Ejournals in SFX --Challenges

Problem: SP ejournals duplicate ISSNs exported to SFX causes confusion. Solution: Merge two ISSNs in one record on Scholars Portal.

Scholars Portal Ejournals in SFX --Challenges

Problem: Can only update the holdings, but cannot remove ISSN automatically. Solution: Need manual correction.

Member University Library’s Perspectives Shuzhen Zhao The University of Windsor Head of Acquisitions and Bibliographic Services Katie-Scarlett MacGillivray, MLIS Researcher

Background Leddy Library – OCUL member library – SFX link resolver – 2014: purchased ALMA/PRIMO (discovery layer) Link resolver part of ALMA SFX and ALMA both belong to Ex-Libris Became Leddy’s responsibility to maintain

Traditional Process OCUL is the deciding body based on each institution OCUL sends contents to SFX SFX creates the records for public consumption at Leddy

Current Process OCUL is the deciding body based on each institution OCUL sends contents to SFX Leddy edits the records for public consumption at own institution

ALMA structure Alma has 3 knowledge bases called “zones”: Institution zone Managed by the institution The library is allowed to “edit” contents Community zone Managed by Ex-Libris Synchronized with each institution on a weekly basis Network zone Shared catalogue collaborative work between institutions who share contents

Example: Scholars Portal This package is treated as a “local” package – Belongs in the “institution zone” Library maintenance includes: – Add title – Drop title – Check access – Check holdings

Workflow for Scholars Portal Purchases Deposit for purchase Reconciliation Direct invoicing

Deposits for purchases License agreements – contract – pricing – fiscal years coverage – other license agreements Leddy is the one that maintains the decisions made in the license agreement

Reconciliation Payment issues – Leddy receives the reconciliation invoice monthly – Need to know: which titles within the package has been paid How much $ we spent on this package How much $ there is left by year end

Direct Invoicing OCUL decides to change the content in Scholar’s Portal – Eg. ASME OCUL then gives us the “direct invoice” that reflects the “new” content separately Then the next year, the “full invoice” will cover the changed content

Challenges Communication via administrative decisions OCUL doesn’t always keep track of the local changes Changes include: – detail of the package title change – the current titles list – licenses agreement This creates service issues for the end user

Challenges in local maintenance Title comparisons – Contents at scholars portal VS ALMA institution zone Scholars Portal : titles Institutional zone (Leddy): titles (There is a difference of 251 titles) When the numbers do not match – a title comparison needs to occur…x

Challenges con’t. Holdings – Some titles have a moving wall – These are updated in Scholars Portal: – Not updated at the Institutional level

Challenges con’t: Editing the holdings

Challenges con’t: Removing serial titles Titles don’t always remain in the OCUL content list Eg. ASME: 2013 – 2016 (Leddy ordered individually – institutional zone content) In 2015, OCUL absorbs ASME into the OCUL collection (community zone) – Acq/Bib department is not aware of this change – Therefore the invoice gets paid twice! (once to publisher and once to OCUL) – The decision was discovered through the invoices Libraries need to be aware of changes since they happen continuously

ASME invoice example OCUL’s direct invoice ASME direct invoice

Advantages and Challenges of Maintaining Access Consortial purchases – help libraries save $ – share records, contents, and changes – US dollar fluctuations can be mitigated Proximity to OCUL – Windsor is 365 km away Difficult to be involved in decision-making (most communications by ) Takes time to solve issues Easy to misunderstand the details

References ExLibris Knowledge Center Alma Online Help. Retrieval from n/Alma_Online_Help_%28English%29 n/Alma_Online_Help_%28English%29 Maskell, C Consortia activity in academic libraries: anit- competitive or in the public good? Faculty of Graduate Studies, the University of Western Ontario, London, Ontario, Canada. OCUL Scholars Portal. Retrieval from

THANK YOU! Wei Zhao Shuzhen Zhao Katie-Scarlett MacGillivray