Tom Klingler Assistant Dean, University Libraries Kent State University Lessons from OhioLINK for BdREN

First… Thank you for inviting me !

Lessons from OhioLINK for BdREN OhioLINK, the academic library consortium in Ohio, USA, was formed in In the past 25 years, OhioLINK has dealt with many of the same digital library issues that now face BdREN and UGC. These issues include management, committee membership, decision making, cost for content, scope of content, staffing, infrastructure, scope of membership, and many others. In this talk, Tom Klingler, who has worked on a wide variety of OhioLINK committees continuously since 1988, offers some lessons from OhioLINK that might apply to BdREN. These lessons include successes and mistakes.

Bangladesh OhioLINK 83 institutions -- including 29 universities 147,570 square kilometers 960,654 university students 94 institutions -- including 12 universities 116,098 square kilometers 600,000 university students

OhioLINK… history members structure budget technologies content maintenance challenges

OhioLINK history : library study and construction requests 1987: Ohio Board of Regents asks for new approach to problem Our goal was resource sharing and collection storage. We were NOT planning a digital library in 1987 ! : first planning committee, RFP and selection of Innovative Interfaces, Inc. (III) as vendor : installation of systems at OhioLINK and the universities with state funding

OhioLINK history : design of INN-Reach System with III for state-wide lending 1992: start of central purchasing of online research databases started with three databases as a side project 1996: growth and expansion of membership, content, services 2009: reorganization into OH-TECH division of state government

OhioLINK members : charter members (12 universities and State Library) 1994: small schools, private schools, community colleges begin to join 2015: now 94 higher education institutions in Ohio 2015: +600,000 users at member institutions

OhioLINK structure (organization) Ohio Board of Regents (OBOR) (similar to UGC) --Ohio Technology Consortium (OH-TECH) OARnet (network) --eStudent Services --Ohio Supercomputer Center --OhioLINK

OhioLINK structure (committees) 1.OhioLINK Advisory Board Some provosts and library deans/directors 2.Library Advisory Council Coordinating Committee Subset of Library Advisory Council 3.Library Advisory Council Library deans/directors 4. Lead Implementors Systems librarians at each school

OhioLINK structure (committees) 5.Cooperative Information Resources Management Committee Collection Management librarians – recommend content purchases 6.Database Management and Standards Committee Catalogers 7.Intercampus Services Committee Circulation / lending / delivery 8.User Services Committee Reference librarians -- user interface, search performance,…

OhioLINK structure (technology) 1. Central catalog fed by 60 local catalogs --an architecture that made sense in Five shared remote storage facilities for physical volumes --recall our construction requests in Separate catalog for remote storage facility holdings -- to improve traffic and processing -- to facilitate weeding and de-duplication -- but, only 9 of 13 storage institutions participate today

OhioLINK structure (technology) 4. Central loading of e-journal content in the Electronic Journal Center and e-book content in the Electronic Book Center -- best approach from 1990s through we continue much local loading today -- some publishers now forbid the local loading of full text on OhioLINK servers 5. Moving forward: a mix of local loading and hosted content

OhioLINK budget – REVENUE From member institutions: $33 million (KSU: $ 1.8 million) From Board of Regents:$ 6 million – Total: $ 39 million – EXPENSES E-content:$ 35 million OH-Tech technology:$ 1.5 million Courier:$ 1.1 million Staff:$ 800,000 Equip/software/misc:$ 669,000 Depositories:$ 200,000 – Total:$39 million

OhioLINK budget: E-content – Elsevier:$ 12.7 million – Wiley:$ 4.7 million – Springer:$ 4.5 million – American Chemical Society:$ 1.5 million – Sage:$ 1.3 million – PsycARTICLES:$ 651,000 – Institute of Physics:$ 623,000 – Etc……$ 9.0 million Total E-content:$ 35 million

OhioLINK technologies 1. Central catalog and local catalogs Innovative Interfaces, Inc. Central: Local: 2. EJC: Electronic Journal Center home-grown; soon to be re-written 3. EBC: Electronic Book Center uses California Digital Library XTF platform

OhioLINK technologies 4.DRC: Digital Resource Commons (institutional repository) Dspace core 5. ETD: Electronic Theses and Dissertations just released second home-grown version

OhioLINK technologies 6. EAD Finding Aid Repository home-grown on XTF 7. Finding Aid Creation Tool (EAD FACTORy): written, hosted and maintained at Kent State University Libraries !

OhioLINK content (2015) 1. Central Catalog: +50 million items (books, media, etc.) 2. Electronic Journal Center: +20 million journal articles from +10,000 journals 3. Electronic Theses & Dissertations: +40,000 theses and dissertations 4. Ebook Center: + 80,000 e-books

OhioLINK content (2015) 5. Research Databases: research databases 6. Music Center: + 10,000 digital music files 7. Finding Aid Repository: +6,000 Archival Finding Aids from 60 Ohio institutions 8. Digital Resource Commons (DRC): Repository of centrally purchased digital content

OhioLINK content (2015) Funding Models: 1. Paid by OhioLINK central office budget 2. Paid by a combination of federal and state government grant funds 3. Paid by combination of OhioLINK central and local universities 4. Paid by local universities a. ALL members pay SOME share and ALL can use b. only SOME members pay SOME share but ALL can use c. only SOME members pay SOME share and ONLY they use

OhioLINK maintenance Annual traffic: +600,000 physical items loaned (note expense of courier service!) +9.9 million journal article downloads +2 million e-books uses +2 million thesis/dissertation downloads Maintain and Update the technologies and the hardware infrastructure. Educate the politicians and the administrators about the technology and maintenance costs. And plan for these costs.

OhioLINK challenges 1. Constant cost increases for content 2. Current internal funding models are being challenged 3. Too many funding models 4. Broken cost models and sharing models for academic e-books in the publishing industry 5. How to handle journal title swaps? … package changes?... journals changing publishers?

OhioLINK challenges 6. How does a university handle the cancellation at central of a key digital resource ? Find local funding for local subscription, usually paying more? 7. Internet theft 8. Changing user demands a. more content …titles…publishers…backfiles b. better interfaces i. Careful keeping up if you write your own !

OhioLINK challenges 9. Educating constituents about the complexity of providing digital services and collections. Too many think that digital content is free, easy and automatic. 10. Governing bodies are outdated. Library Advisory Council of only library directors needs more diverse membership to include operational experts and middle managers. And, an election or appointment process and alternating terms.

Tom’s advice for nation-wide digital library collections: 1. Funding models: have the fewest possible. 2. Funding sources: try to arrange as much central funding as possible. 3. Committees and governance: a. keep it simple b. get the right expertise 4. Membership: make the fewest tiers of membership, or one.

Tom’s advice: 5. Access to content: try to provide all content for all. Selecting resources per site with local funding leads to trouble. 6. Content prices: a.Push for multi-year inflation caps from vendors. b.Do not start at “regular” price or “list” price. c.Start from your historical budgets and purchasing. d.Start from your capacity to pay. 7.Authentication/authorization system: integrated country-wide 8.Infrastructure: fund it adequately and centrally

Tom’s advice: 9.Watch out for surprises… a.Annual hosting fees ? b.Access to purchased content after cancellation ? c.Single-user or limited-user licenses ? d.Realistic requirements for security and access control ? e.Liability requirements that are fair? f.Be prepared for the unexpected from content vendors.

Thank you. Tom Klingler Assistant Dean University Libraries Kent State University Kent, Ohio, USA