The world’s libraries. Connected. OCLC’s Next Generation Metadata Management July 1, 2013 ALA Annual Chicago, IL

The world’s libraries. Connected. Welcome David Whitehair Senior Product Manager, OCLC Anne C. Elguindi Associate Director, VIVA

The world’s libraries. Connected. Provide a single integrated set of management services for libraries to improve visibility and efficiency, including services from OCLC, partners and libraries

The world’s libraries. Connected. OCLC WorldShare Metadata Record Manager Record Manager – coming soon Applications Record Manager Collection Manager Infrastructure Data Services WorldShare Metadata Efficient record-at-a- time metadata creation and editing to describe one-of-a-kind physical, electronic, and digital items in your library collection Use and reuse of linked data to speed record creation, improve record quality, and enhance user discoverability Initial release in September with many enhancements coming over next few years

The world’s libraries. Connected. OCLC WorldShare Metadata Record Manager Pilot underway to beta test new functionality Includes libraries in Australia, England, Spain, and the United States Functionality to create new WorldCat records, enrich existing records, maintain WorldCat holdings data, and customize local bibliographic data and local holdings records Initial release will be to WMS libraries in September 2013

The world’s libraries. Connected. OCLC WorldShare Metadata platform services Vendor neutral – libraries, developers, partners – encouraging innovative uses of data Create, read, update WorldCat master bibliographic records Create and delete institutional holdings Create, read, update, delete local bibliographic data Create, read, update, delete local holdings records – coming later in 2013 Applications Record Manager Collection Manager Infrastructure Data Services WorldShare Metadata Library-built Applications Partner-built Applications WorldCat Metadata API – New in June OCLC WorldShare Metadata platform services

The world’s libraries. Connected. OCLC WorldShare Metadata platform services Now available to the cataloging community via the OCLC Developer Network Get ready to build and share some apps! OCLC Built Partner Built Library Built

The world’s libraries. Connected. OCLC WorldShare Metadata Collection Manager Applications Infrastructure Data Services Collection Manager – now available Manage metadata on physical, electronic, and digital collections of records WorldCat holdings maintenance MARC record delivery with custom editing options to supply data to discovery interfaces Automatic update and delete notifications as collections and metadata change Detailed reports Record Manager Collection Manager WorldShare Metadata

The world’s libraries. Connected. OCLC WorldShare Metadata Collection Manager WorldShare Metadata Collection Manager automatically delivers and updates WorldCat MARC records and maintains WorldCat holdings for all or subsets of your collection. The service ensures that the bibliographic metadata for all materials and access URLs for e-content are continually updated in your discovery interface. Your users get better access, your staff gains time for other priorities, and you see improved return on the investments you have made in your collections. WorldShare Metadata Collection Manager is the ideal solution for streamlining workflows while managing increased user demand for e-content.

The world’s libraries. Connected. Workflow process Request WorldCat knowledge base Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected. Workflow process Request WorldCat knowledge base Define MARC record options Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected. WorldCat knowledge base standard collections Over 9,400 content collections from more than 5,300 providers Over 50 publishers and aggregators representing 11M E books including: Knovel Library Safari Books Online Springer Informa Taylor & Francis Wiley Books24x7 DawsonEra Ebook Library (EBL) EBSCO ebrary Ingram MyiLibrary

The world’s libraries. Connected. Types of Collections WorldCat knowledge base standard collections Data feeds from partners to OCLC Data harvested from partners Library customized (and shared) Library built (and shared) WorldCat query collections Based on any WorldCat index criteria WorldCat Holdings collection Updates for titles held in WorldCat by my library (no new or delete records)

The world’s libraries. Connected.

The world’s libraries. Connected.

HathiTrust Collections

The world’s libraries. Connected. WorldCat Query Collections

The world’s libraries. Connected. CONTENTdm collection

The world’s libraries. Connected. Digital Collection Gateway

The world’s libraries. Connected. Workflow process Request WorldCat knowledge base Define MARC record options Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected. Workflow process Request WorldCat knowledge base Define MARC record options Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected.

Workflow process Request WorldCat knowledge base Define MARC record options Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected. Building output records from many sources Data from the WorldCat master record Library-specific URLs from the WorldCat knowledge base Local Holdings Records with bar codes, local call numbers, etc. interleaved Local subjects, local notes, etc. from local bibliographic data (mid- 2013)

The world’s libraries. Connected. New records… updates… and WorldCat holdings deletes… As your collections change…

The world’s libraries. Connected. MARC record files New Records Updated Records Deleted Records Coming in August: frequency options (daily, weekly, monthly, quarterly) and output options (separate file per collection) Files available daily on OCLC FTP server Large data sets separated into files of 100K records

The world’s libraries. Connected. Updated Records Automatically receive update records URL changes on KB standard collection title (new URLs added, old URLs deleted, existing URL changes, proxy changes) OCLC control number changes on title in any collection

The world’s libraries. Connected. Updated Records Receive update records based on library settings KB data changes on KB standard and WorldCat query collections if mapped to MARC record output (collection name, provider name, note, etc.) Local Holdings Record data changes on KB standard and WorldCat query collections if included in MARC record output (and Local Bib Data in the future) WorldCat master record data changes on any collection based on specific library profile Reason for updated record text included in reports and optionally embedded into the MARC record

The world’s libraries. Connected.

Workflow process Request WorldCat knowledge base Define MARC record options Define MARC record options Define WorldCat knowledge base collections Activate WorldCat holdings option Library sets up once Library and/or provider maintains as needed Automated, ongoing process Maintain WorldCat holdings Deliver WorldCat MARC records Provide reports

The world’s libraries. Connected. Report with each file – updated records

The world’s libraries. Connected. And more… Daily and monthly reports detailing changes to WorldCat holdings Editing option to copy call number to another MARC field Define WorldCat Holdings collection for group of libraries

The world’s libraries. Connected. Migration from old services… Collection Manager WorldCat Holdings collection updates replaces the BibNote service Migration for individual libraries underway; migration of groups and libraries that use the WCP delayed WorldCat holdings option coming in August Older service will be discontinued November 1, 2013 New service offers expanded profile options to determine desired updates, additional automated editing options, and more detailed reports

The world’s libraries. Connected. Migration from old services… Other services will be migrated into WorldShare Metadata Collection Manager over the next 18 months More information coming in the future

The world’s libraries. Connected. OCLC Cataloging subscription The WorldCat knowledge base and OCLC WorldShare Metadata Collection Manager are included in your catalog subscription

The world’s libraries. Connected. Questions and Discussion

Consortial Record Management for a Demand Driven Acquisition E-book Plan: The Experience of VIVA Anne C. Elguindi Associate Director, VIVA

What is the Virtual Library of Virginia (VIVA)? 74 academic libraries (39 public, 34 private, Library of Virginia). Large range in FTE, from Liberty University with 56,000 FTE to the Institute for the Psychological Sciences with 74 FTE. Diversity of purpose, including doctorals, four years, two years, and specialized institutions. Central funding provided by the Commonwealth of Virginia, additional cost-sharing by members. Grounded in the coordinated collection development of online resources and an extensive resource sharing program. No standardization of library systems.

VIVA Member Institutions

Technical Services within VIVA Coordinated Cataloging Subcommittee Evaluation of Springer and Elsevier e-book records Evaluation of DDA e-book records and procedures Knowledge Base Maintenance WorldCat Knowledge Base (WCKB)

The WCKB within VIVA Resources have been mapped from the VIVA vendor and product to the WCKB collection and provider.

The WCKB within VIVA The central office has selected collections shared by the public institutions. Some collections are standard and some are customized for the consortium.

The WCKB within VIVA Some institutions prefer a global sharing relationship with VIVA.

The WCKB within VIVA Some institutions only share at the collection level.

Challenges with Consortial DDA Not all publishers want to participate. The models vary. It is difficult to convey the subtleties of DDA to a wide population. Record management issues are amplified.

DDA within VIVA: The Profile Ebook Library (EBL) is the VIVA vendor Publishers: Wiley, Oxford University Press, McGraw-Hill UK, Jossey-Bass, Sage STEM-H books only, based on call numbers $250 list price and under Published 1/1/2012 or after English language only Initial de-duplication with Safari Tech Books

DDA within VIVA: The Budget The 39 public schools are participating through central funding, starting at $100,000 for the pilot project. 13 private institutions opted in to the project with an additional shared $24,000. The project started in late May 2013, and, as of 6/28/13, $1,977 in short term loans had been spent.

DDA within VIVA: Record Management Why manage through WCKB? It enables: Delivery of customized MARC records to each library, including new records, updates, and deletes. Setting holdings in WorldCat. Unpurchased books set for CH$ (VIVA’s central OCLC holdings symbol) Purchased books set for all participating libraries Discovery through WorldCat Local.

DDA within VIVA: Record Management EBLOCLCVIVA Member Institutions

DDA within VIVA: Record Management Two collections in the WorldCat knowledge base are used to manage the records: one for unpurchased books, and one for purchased books.

WCKB: General Settings for Libraries Set up your OCLC symbol and proxy. Add viva for the EBL Library ID within the provider-specific settings. Set the global Enable MARC Record Delivery setting to Yes.

WCKB: General Settings Customize all records to include a KB Collection Level Note in the 740$a. At this point other local customizations may also be made.

WCKB: Collection Settings Within the collection properties, a note is added to each collection. DDA collection Purchased titles collection

WCKB: Collection Settings

Things to be aware of If you plan on sharing other collections, consider a global share. Once a library selects a single collection, they cannot switch to a global share without first deselecting that collection. Have member libraries check for other collections that may be enabled for MARC record delivery before turning on the global setting. Keep the delay in record changes in mind – they must come from EBL on a set schedule, and they take a few days of processing at OCLC. If you want to delete a shared collection, you must ask all institutions with an active share to deselect it first.

Pros Alison Bobal at EBL and Sara Finch at OCLC are fantastic! The process allows for wide distribution of records as well as local customization. There is a low burden on the consortium’s central office once the program is up and running.

Questions?