Next Generation Technical Services: Improving Access and Discovery Through Collaboration Rachel Arkoosh Tom Larsen

Adventures in Collaborative Technical Services: Past, Present, and Future with the Orbis Cascade Alliance Tom Larsen, Head of Monographic Cataloging Portland State University Rachel Arkoosh, Technical Services Portland Community College

Central Oregon Comm. College Central Washington University Chemeketa Community College Clark College Concordia University Eastern Oregon University Eastern Washington University George Fox University Lane Community College Lewis & Clark College Linfield College Marylhurst University Mt. Hood Community College Oregon Health & Science University Oregon Institute of Technology Oregon State University Pacific University Portland Community College Portland State University Reed College Saint Martin’s University Seattle Pacific University Seattle University Southern Oregon University The Evergreen State College University of Idaho University of Oregon University of Portland University of Puget Sound University of Washington Walla Walla College Warner Pacific College Washington State University Western Oregon University Western Washington University Whitman College Willamette University

Mission Statement The mission of the Alliance is to strengthen member libraries through collaboration in order to support the work of our students, faculty, staff, and researchers. Alliance members join together to enhance our services, share our information resources and expertise, enrich and preserve our collections, and develop library staff to meet the challenges of a rapidly changing information environment.

Statistics 37 universities, colleges, and community colleges in Oregon, Washington, and Idaho 258,000 students 9.2 million titles representing 28.7 million items Group purchases of electronic resources at a value of $8 million annually. seeks to develop the combined collections of member institutions as one collection

Council of Library Directors and Board of Directors Task Forces and Teams Standing Committees Interest GroupsAlliance Staff

Where we have been Collaborative technical services projects since 2009

Orbis Cascade Alliance Demand Driven Acquisitions Program A collaborative project

DDA Background December 2010: Alliance Demand-Driven Acquisitions Pilot Implementation Team (DDAPIT) established ◦Charged with developing a program to acquire ebooks that will be accessible to and jointly owned by all 37 member libraries ◦Working in collaboration with YBP and EBL March 2011: Alliance Collaborative Technical Services Team (CTST) formed an Ebook Working Group to work with DDAPIT on workflow May 2011: DDAPIT finalized initial structure of project. EBL completed negotiations with publishers ◦We are currently working with 12 publishers June 2011: Testing completed. Training begun

DDA Background July 2011: DDA Pilot went live with initial load of 1,763 titles ◦New titles added monthly; later weekly November 2011: Alliance Council approved extending the Pilot through June 30, March 2012: Alliance Council approved making the DDA pilot a recurring program for FY 13 with increased funding As of May 30, 2013, 13,083 titles are available, and the Alliance has purchased 1,005 of these titles.

How the program works After users enter an ebook, they have a five-minute free browse period. Reading beyond this period, or downloading or printing at any time, generates a short-term loan. Once the number of short-term loans set by the DDA Team to trigger a purchase is reached, the title is purchased. ◦Trigger for purchase has varied from The cost of a Short Term Loan (STL) is set by the publisher and is a percentage of the list price When a purchase is triggered, the Alliance pays 5 times the list price for the title ◦The ebook is then owned by the Alliance and is accessible “in perpetuity” to patrons of all Alliance libraries.

Cataloging workflow Considerations in mapping out workflow ◦36 (now 37) academic libraries of varying size, staffing levels, and levels of technical expertise across three states ◦Each Alliance library has it’s own ILS and through that also contributes to the Alliance-wide Summit union catalog ◦Most Alliance libraries use the Innovative Millennium system, but one uses Evergreen, and the most recent addition uses Voyager ◦Some Alliance libraries use WorldCat Local as the primary public interface to their catalog, but many do not. ◦A few Alliance libraries teach their patrons to start their searches in Summit; most teach their patrons to start their searches in the local catalog and move to Summit if they don’t find what they need locally.

Cataloging workflow YBP Selects Titles Based on Profile EBL Sends Records to WorldCat KB Sends Records to WorldCat Cataloging Partners WorldCat Knowledge Base WorldCat Cataloging Partners SummitWorldCat Links MARC Records For Loading Delivers records Sets holdings

Cataloging workflow revised YBP Selects Titles Based on Profile EBL Sends Records to WM WorldCat Knowledge Base OCLC WorldShare Metadata SummitWorldCat Links MARC Records For Loading Delivers records Sets holdings

Other Projects Electronic Resource Purchasing The Alliance electronic resource purchasing program pursues deals on databases and journal packages for member libraries. Can often negotiate discounts based on the number of member libraries that choose to participate. Alliance libraries have achieved significant savings by participating in these purchases. The trade offs are: The decision making process is somewhat more complicated. Uptake of new resources may move more slowly.

Other Projects Foreign Language Cataloging In 2009, CTST identified lack of expertise in Cataloging “difficult” languages, especially those employing non-Roman scripts, as an issue. Pilot project started in 2011 focusing on Arabic, Chinese, and Japanese. UW offered to perform copy cataloging for monographs in Arabic to a select group of Alliance libraries UO offered to perform original and copy cataloging for monographs in Chinese and Japanese for another group. The project was considered a success; however, there are issues of sustainability. How do we ensure that the relationship between providers and clients is not one sided and is one of mutual cooperation?

Other Projects Bibliographic Mandates In 2010, in preparation for the future implementation of a shared ILS, the CTST formed a working group to establish a set of Bibliographic Standards and Best Practices for cataloging. 12 mandates establishing standards that all Alliance libraries should follow for contributing bibliographic records to the shared ILS. 7 of these were to be implemented before the shared ILS was in place. Single bibliographic utility, floor bibliographic standards, single vs. separate records, provider-neutral records, “network-level” cataloging, maintain or increase PCC participation, requirements for outsourcing 5 others to be implemented after the shared ILS is in place. Local information, local inventory control, authority work, batch loading, database management.

Where we are Collaborative technical services 2013

2010 “The most serious barrier to collaborative technical services activity of any kind within the Alliance is the absence of a shared system. One CTST member characterized this common database as the “stake in the ground” for the collaborative tent.” - Orbis Cascade Alliance Collaborative Technical Services Team (CTST) Final Report October 1, 2010

schools in 1 unified library management system Alma and Primo by ExLibris Implementation January 2013-December 2014

Orbis Cascade Alliance Shared ILS (ExLibris Alma) Network Zone Community Zone Institution Zone, Lib. AInstitution Zone, Lib. B Inventory Bib 1 Bib 2 Bib 3 Bib 4Bib 5 Bib 6

Lessons in Collaboration

Collaboration is Slow Building trust/making learning relationships Cross communication (in institutions, between institutions, alliance-wide) Creating transparency in processes Change resistance/communication and respect for people Balance between local and consortial work.

Collaboration is not always the answer Unique populations, institutional limitations Projects do not always lend themselves to collaboration

Collaboration is essential for growth Paradigm shift from ownership to access for libraries and patrons Relationships create communication, understanding, eventually efficiency Many needs, one voice

Thank you!