SHARES 101: A primer on the resource sharing consortium exclusively for OCLC Research Library Partnership members Bart Hollingsworth, Brown University Jennifer Lee, UCLA Dennis Massie, OCLC Research

SHARES 101: Today’s agenda Welcome and introductions SHARES culture, history and context Basic SHARES facts and principles Joining SHARES: The UCLA story Joining SHARES: The Brown University story Things to keep in mind Questions and discussion

SHARES Culture, History and Context In business since 1982 Started as RLG activity Now a benefit of OCLC Research Library Partnership affiliation Associated with OCLC Research Built on trust Little tent, big umbrella Returnables overseas Share non-circ Share non-print Share expertise Push boundaries Question processes Collaborate (w.g.’s) 8 member exec group

SHARES Executive Group 2012 Terry Dahlin, BYU Trevor Dawes, Princeton Lesliediana Jones, GWUL David McCaslin, CIT Poul Erlandsen, Royal Library of Denmark Megan Gaffney, U of Delaware Bart Hollingsworth, Brown Aimee Lind, Getty 2013 Poul Erlandsen, Royal Library of Denmark Megan Gaffney, U of Delaware Bart Hollingsworth, Brown Aimee Lind, Getty Peter Bae, Columbia Judy Ann Davis, U Washington Law Jennifer Lee, UCLA Brian Miller, The OSU

Creating Benefit Beyond SHARES Inspire and participate in Research studies Act as beta testers and test bed for Research as well as Delivery Services Try new models of resource sharing

Recent focus: FY13 Streamlined processing of ILL requests for special collections materials Designing a Web-based ILL cost calculator Studying shipping costs using various methods and between various destinations, with an eye toward possible revisions of the SHARES pricing structure and handling guidelines Creating a template for a SHARES cheat sheet for participants to adapt for local use Exploring ways to improve the reciprocal onsite access user experience

Basic SHARES facts and principles ●83 institutions ●112 OCLC symbols ●9 countries ●4 continents ●Self-governing ●Easy to get started ●Academic, museum, law, medical, national, public ●SHARES Agreement ○ Consider each request ○ No blanket restrictions ○ Below market rates (via IFM) ○ Expedited delivery ○ Lending returnables overseas optional ○ Reciprocal onsite access

Joined SHARES since July 2011 Boston College Boston University Brown University California Institute of Technology Carnegie Mellon University Fordham University Haverford College Johns Hopkins University Northwestern University Occidental College The Ohio State University Royal Library of Denmark Syracuse University Tufts University Washington U. in St. Louis Western Kentucky University University of California, LA University of Delaware University of South Carolina U. of Tennessee at Knoxville University of Texas at Dallas Winterthur Museum

SHARES ILL Statistics – typical month April 2013 Borrowing 35% within group Lending 28% within group 9,442 filled req copies (30%) 6610 loans (70%) 213 international returnables 55 net borrowers 47 net lenders 10 inactive Biggest credit: $4610 Biggest debit: $ under $ under $1000

UCLA story Background: ● ILL Lending is completely subsidized by revenue generated by the section (including staff and students salaries, equipments and supplies). ● UCLA is part of the UC Libraries consortia. There are a total of 10 campuses. ● Stanford is an adopted sister campus. ● UC libraries use VDX as their ILL system. ● About 50% of UCLA borrowing requests are filled by UC/Stanford libraries. ● FY 12/13 65,000 requests were handled by ILL Lending and 39,000 requests were handled by ILL Borrowing

UCLA Library continued… Considerations: PRO: ● Access to NYPL and speciality libraries’ collections ● Savings of IFM borrowing fees ● Increase in ILL Lending requests ● Statistics showed UCLA as a net borrower among SHARES members. CON: ● Loss of revenue for ILL lending? ● Increase of ILL lending requests? ● Foreign lending - Is $30 enough?

UCLA Library continued… GEARING UP, GETTING STARTED : ●Create custom holdings in OCLC ●Purchase stamps or other accessories as needed ●Create cheat sheet to assist ILL lending

UCLA LIBRARY continued... POSITIVE IMPACT OF JOINING SHARES: ●Significant savings on ILL borrowing IFM charges ●Access to NYPL and special libraries’ collections ●Increase in ILL Lending activities - there had been a steady decrease of lending requests in the years prior to joining SHARES. However, since joining SHARES, the number of requests has been keeping steady. ●All the members are eager to share their collection

UCLA Library Continued... NEGATIVE IMPACT OF JOINING SHARES: ● Lending to Canada - $10 does not cover shipping ● Multi-volume sets - SHARES fees doesn’t cover shipping fees due to extra weight CONCLUSION: ● Joining SHARES have been a very positive experience ● Access to NYPL collection is priceless ● IFM saving for ILL borrowing have been tremendous ● Working with SHARES colleagues and sharing best practices is invaluable.

Brown University story Background: Joined SHARES in August 2011 Brown is part of two consortium for direct, unmediated Resource Sharing (monographs only): Borrow Direct (Ivy league schools + Univ of Chicago and MIT). Uses Relais InRhode (Academic libraries in Rhode Island). Uses InReach In FY 13 these services accounted for 78% of all Brown’s monograph resource sharing (i.e. do not use OCLC)

Brown University continued... Considerations: ●Primarily logistical, e.g : shipping, international shipping. Local practice in mailroom etc. ●Shipping costs and methods, insured carrier: UPS, FedEx etc. (Brown uses UPS). Did increase. * Potential increases lending volume or loss of IFM credits were not a concern. Have not tracked IFM borrowing decreases.

Brown University story: gearing up, getting started Customize ILLiad Create SHARES billing category Update SHARES Libraries’ ILLiad records: billing categories; shipping defaults, statistical groups etc.* Create custom queues as necessary Directions for this available at SHARES site. Other ●Create / modify UPS account ●Confirm onsite access policies; update as necessary, including web pages * * Ongoing as libraries join

Brown University story... impact Increase access to museum & foreign libraries’ collections and unique material Borrowing:no substantial increase of items borrowed from SHARES Libraries Lending: increase of 10% to SHARES libraries Review of access policies to incorporate SHARES libraries prompted larger review of access to Brown: Have not counted access by SHARES libraries’ patrons; however minimal impact Do announce this reciprocity to Brown faculty and graduate students especially (visiting those NYC)

Things to keep in mind…. SHARES discussion lists OCLCRLP-SHARES-L OCLCRLP-SHARES-ILL-L Working groups SHARES Executive Group ILL Cost Calculator Working Group SHARES Best Practices Cost recovery for shipping Changing SHARES policies Troubleshooting Using onsite access Stanford’s “secret handshake” OCLC Online Usage Stats ●IFM Net Lending Reports are key

Use IFM reports under the SHRS Group to see overall SHARES activity

Use IFM reports under your symbol to see your interactions with SHARES Partners

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