1. Sharing Our Collections : Looking to the Future Sponsored by the LLAMA SASS / RUSA STARS Cooperative Remote Circulation Committee

2. Flexibility and Collaboration : Floating Collections in the Arapahoe Library District Janet Schneider, Smoky Hill and Eloise May Libraries, Manager of Programming and Customer Service --Public Library consortia member Ebook Collection Sharing : The Orbis Cascade Demand Driven Acquisitions Project Linda Di Biase, Orbis Cascade Alliance Demand Driven Acquisitions Program --Academic Library consortia member The Next Generation ILS : How Will It Support Collection Sharing in the Future? Carmit Marcus, Ex Libris Director of Product Management and Partnerships --ILS Vendor representative Sharing Our Collections : Looking to the Future Sponsored by the LLAMA SASS / RUSA STARS Cooperative Remote Circulation Committee

3. Floating Collections in the Arapahoe Library District Janet Schneider Smoky Hill and Eloise May Libraries, Manager of Programming and Customer Service

4. Why Floating Collections? More effective use of collection dollars Savings due to reduced wear and tear on collection Decreased deliveries between libraries Decreased handling of individual items by library staff Materials on shelf and ready to be circulated sooner Need to purchase fewer copies = able to purchase more titles Constantly changing on-shelf collections=more variety Ergonomic strain is reduced Patrons help define collections at their local library So how did we get there?

5. Successful Implementation Successful Implementation = Internal & External Collaboration At every level within the organization

6. Getting There Our Decision-Making Model Responsibility rests with one individual in management To make the decision To communicate the decision To ensure that the decision is supported Why? To avoid consensus decision-making And Then…..

7. First Steps Collaborating and Overcoming Obstacles Begins!

8. Collaborative Steps 1.Research completed to guide decision-making 2.Director of Library Services decides to implement 3.Collaboration begins with: Executive Director Deputy Director Library Services Director Administrative Services Director Library Services Managers (5 people) Administrative Services Managers (4 people) To review the decision and provide input for changes

9. Collaborative Steps Next Stop – Leadership Council Consisting of the previous management group Plus supervisors and coordinators Input gathered and decision finalized And then…

10. Collaborative Steps Next Stop – All Staff of Arapahoe Library District Decision is announced to all staff Informational purposes Not for discussion – that comes as we begin implementation And then…the work of project collaboration begins!

11. Collaboration and Implementation Step One: Convene Implementation Team 5 people identified in critical areas of the organization Step Two: Decide who to involve Who are they and what role do they play in the organization?

12. Collaboration and Implementation Who? Library Material Services (Tech Services) including: Collection librarians Catalogers and processers Couriers Vendors Digital Services (IT) Millennium Administrator

13. Collaboration and Implementation Who? Library Staff: Librarians Patron Service Specialists Materials Handlers (Pages) Have We Forgotten Anyone?

14. Collaboration and Implementation How Will We Reach Everyone? Road Shows – to all libraries & to Support Services The implementation team visited all of the facilities We knew we didn’t have all the answers We shared what we knew from the research We listened to concerns and questions

15. Collaboration and Implementation Did We Learn Anything? YES! We identified the concerns that staff had and as a result: We changed the paging priority on our paging lists We began a blog for anyone to post on We developed a list of FAQ’s and posted the answers as soon as we had the answer

16. Collaboration & Overcoming Obstacles The first step in overcoming obstacles is to acknowledge them -all part of the collaboration process What were the obstacles? Required a basic paradigm shift in how we delivered service Overcoming the long-held concept of discrete collections by location and and moving to a District-wide collection Perceived collection imbalances and redistribution process Trust among staff at different libraries – “What will they do to us?” Shifting workloads and work responsibilities Collaboration was the key to overcoming the obstacles!

17. Collaboration From Beginning to End… & Beyond Are we done with collaboration and floating our collection? No – we are now in the maintenance phase and collaboration is more important than ever!

18. Between: Collection Librarians and Library Staff @ all levels Library staff @ each facility – for collection maintenance and redistribution Couriers and library staff Ongoing Collaboration

19. 1.Launch of floating collections was a non-event 2.Library staff more aware of overall collection 3.Library staff more invested in collection 4.Collection is viewed as a District-wide resource 5.Benefits of floating have been achieved Positive Outcomes through Collaboration

20. If you have more questions about the process of collaboration in implementing floating collections or about floating collections in general @ Arapahoe Library District contact: Janet Schneider jschneider@ald.lib.co.us 303-792-8940 In Closing

21. Demand-Driven Acquisitions in a Consortial Environment The Orbis Cascade Alliance Experience Linda Di Biase, DDA Team Chair

22. Orbis Cascade Alliance 37 academic libraries in Idaho, Oregon, and Washington – 6 community colleges – 16 private 4-year colleges – 14 public 4-year colleges (large & small) – 1 Health Sciences institution – Total FTE: 250,000+ – No central funding source

23. The Cooperative Vision and E-books? The Alliance had a vision of “many libraries, one collection” BUT Individual libraries were purchasing single e- book titles or collections Purchased e-books were not available to all Alliance libraries

24. The Vision and E-books: New Directions In 2010... E-book Investigation Team formed Team recommends EBL’s DDA model, in partnership with YBP, our preferred book vendor Alliance Council charges Implementation Team

25. Implementation Team Charge Leverage existing relationship with YBP to create “an entirely new e-book consortial purchasing model” Address access, collection development, financial & technical issues Develop equitable funding model Evaluate to determine ongoing viability

26. Initial Funding $231,000 All libraries participate Funds collected based on familiar model used for e-resource purchases Contributions range from $2.5K to $15K

27. DDA Pilot on Fast Track! January 2011: First team meeting July 2011: Implementation date! In between... 15 publishers come on board Profile set up with YBP Workflows mapped for discovery options Training offered to public service & technical service librarians

28. Spending Plan Impacted by content pool, short-term loan (STL) threshold, and negotiated multiplier Initial content pool: 1,700 titles (all subjects, $250 cap) Initial STL threshold: 10 Multiplier of 5

29. DDA Pilot – Course Change The problem: Spending at a far lower rate than predicted September: STL trigger to purchase lowered to 5 October: 10,000 records added to the pilot (2009-2010 imprints) November: Council extends pilot to July 2012 with a further $231K

30. Challenges Range of experience with e-books & DDA among libraries; marketing issue Differing perceptions of value Technical issues Constant need to monitor expenses

31. Opportunities Decrease requesting activity for p-books with its associated costs Libraries can avoid p-/e- duplication via YBP if they choose Next generation ILS may help Demonstrate to publishers that we don’t want e-journal “big deal” model for e-books

32. From Pilot to Program! Jan.-Feb. 2012: Pilot evaluation Feb. 2012: Team recommends ongoing program, proposes choice of annual budgets: $550K (status quo) or $1 M (expansion) Change funding model to 30% even split/35% FTE/35% materials budget Council agrees to program with FY13 budget of $750K, increasing to $1M in FY14

33. Not Out of the Woods Yet... Projected to run out of $$ in May Raised STL purchase threshold back to 10 Considered suppressing discovery of pre-2011 content, HOWEVER... – Discrepancies btwn EBL & OCLC pub dates – Suppression easily achieved in 1 day in local catalogs, but longer using OCLC’s KB – Bottom line: Public Svcs consequences unacceptable

34. Resolution $30K bridge loan from Alliance Fiscal realities will inform future expansion of DDA content

35. Some Statistics (July 2011-May2012) 15,527 titles available to users ~ 100 new titles added per week 482 titles purchased 9,814 titles have been accessed 70,500 times (this includes free browsing) 7,128 titles had 17,621 STLs $472,228 spent

36. Spend by Week STL drop 5 Retro load STL increase 10 $30K infusion

37. In Closing Thanks to Greg Doyle for some slides For more information, go to: http://www.orbiscascade.org/index/demand -driven-acquisitions-pilot http://www.orbiscascade.org/index/demand -driven-acquisitions-pilot Or contact: – Greg Doyle, Alliance ER Coordinator gdoyle@uoregon.edu gdoyle@uoregon.edu – Linda Di Biase, DDA Team Chair ldibiase@uw.eduldibiase@uw.edu

38. The Next Generation ILS : What Is the Future of Collection Sharing? Carmit Marcus - Director of Product Management and Partnerships, Ex Libris

39. Future Collection Sharing Background New efficiencies in resource sharing Joint collection development

40. Future Collection Sharing Background New efficiencies in resource sharing Joint collection development

41. Maximize cooperation, integration and sharing between institutions in a network, while supporting each institution’s particular workflows and standards, and maintaining local privacy and ownership of data Standardizing and streamlining the connection points to make them seamless and reliable, regardless of the participating library systems The challenge

42. Group of institutions with relationships/collaboration in a specific library business area (e.g. collection development, resource sharing, remote storage) Each institutions can be part of many networks in multiple business areas What is a collaborative network?

43. Collaboration can be done on: Data - Institutions can work together by exposing and/or sharing their data and providing services for this data Processes - Institutions can work together by coordinated process and/or creating joint processes to gain efficiencies Two forms of collaboration

44. Institutions will make use of a collaborative zone, where shared data will be managed Each institution manages its private (library) zone, using its internal standards and workflows Each institution controls what of its data it is willing to share with other network members The Alma approach

45. Future Collection Sharing Background New efficiencies in resource sharing Joint collection development

46. Collection sharing is incorporated within the Alma Fulfillment framework Goals of Smart Fulfillment Extend and simplify services for end users - systems and standards become transparent Improve traditional circulation, link resolution, and access management processes Reduce and eliminate ownership and format constraints Highlight immediately available resource Maximize integration with other systems Shape Collection Development Resource Sharing

47. End user experience

49. Future Collection Sharing Background New efficiencies in resource sharing Joint collection development

50. Supporting Selection Gaining efficiencies in the acquisition processes New acquisition method - PDA Joint collection development

51. Today’s systems start with acquisitions Beginning the process at collection development allows a broader look across shared collections Selection functions will support subject- specific workflows within local and shared collections Selection

52. Create selection item ACQ request SelectorVendorOther Events Enrichment Evaluate for Acquisition DeferTrialApproveReject Selection

53. Auto generate order line Approved selection Review Edit & complete Approve & send Reject Selection to Order

54. Selectors working in a network of institutions may make purchasing decisions for other institutions in the network Selected item can be acquired for any one of the institutions in the network that permits acquiring on behalf of it Selector decides to which institutions to acquire the selected item Collaborative selection

55. Selection

58. My Library Network Libraries Peer Libraries Selection

59. Gaining efficiencies in acquisitions—shared data Shared vendor file; shared license file; ability to activate for other institutions Acquisitions

60. Institution A Catalog Inventory The Trial Partner 1 Partner 3 Regional Catalog Partner 2 60 Searching the network

61. 61

62. Shared holdings notification

64. Current workflow: Candidate ebook titles loaded into the catalog Usage creates automated purchase Challenges in today’s systems Managing candidates Ongoing record loads Identifying candidates Deleting candidates but not purchased titles Tracking purchases/expenditures PDA/DDA in Alma

65. Alma Repository Vendor Discovery Vendor candidate e-books records (with URLs) are loaded into Alma repository Alma publishes candidates to discovery Users discover and use e- books, triggering purchases Vendor delivers PO via EOD & invoice via EDI Candidate e-books that are not in use are removed from repository and from discovery DDA in Alma

66. DDA Configuration

67. Questions? Chelle Batchelor (Moderator/Program Chair) mbatchelor@uwb.edu mbatchelor@uwb.edu Linda Di Biase (Orbis-Cascade) ldibiase@uw.edu ldibiase@uw.edu Carmit Marcus (Ex Libris) Carmit.Marcus@exlibrisgroup.com Carmit.Marcus@exlibrisgroup.com Janet Schneider (Smoky Hill and Eloise May Libraries) janet.mlis@gmail.com janet.mlis@gmail.com

68. Sharing Our Collections : Looking to the Future http://connect.ala.org/node/180995/