Libraries Australia Forum Melbourne 2015 Using WorldShare Collection Manager and the WorldCat...

Libraries Australia ForumMelbourne 2015

Using WorldShare Collection Manager and the WorldCat knowledge base to manage E collections

John ButeraResource Management Librarian, Swinburne University of Technology 

David WhitehairDirector, Metadata Services, OCLC

• Collection Manager overview – David• Swinburne University experience – John

Agenda

By 2020, it’s predicted that

80%

of academic library expenditureswill be on e-resources.

0%

20%

40%

60%

80%

100%

Yet…

manylibrarians still rely on

spreadsheets

for electronic resourcemanagement.

0%

20%

40%

60%

80%

100%

• Managing metadata for processes like DDA • Synchronizing metadata into user discovery channels• Eliminating workarounds and streamlining workflows• Providing seamless access to e-resources

WorldShare Collection Manager helps to solve library challenges

• Register, manage, create and share electronic collections in the WorldCat knowledge base

• Automatically maintain WorldCat holdings and receive WorldCat MARC records with ongoing updates

• Ensure that bibliographic metadata for all materials, including access URLs, is continually updated in your discovery interface

• Manage demand-driven acquisitions (DDA) collections

Automatically manage metadata for electronic and print collections

updates…

RecordWorldCat Master Record

Bibliographic Data

www.my-url-here.edu

My call numberMy local subject

www.my-2nd-URL.edu

automatically maintain WorldCat holdings and deliver MARC records

deletes…WorldShare Collection Manager

Additional metadata

Registration… new titles…

knowledge base

354million records

2.3billion holdings

45million digital items

17million eBooks

English:131 million

German:44 million

French:31 million

Spanish:15 million

Chinese:10 million

Italian:8.2 million

Dutch:5.8 million

Japanese:9.7 million

Russian:4.5 million

Some of the 484 languages represented…

Comprehensive and global

Polish:4.1 million

Danish:3.1 million

Portuguese:2.5 million

How do they relate?

WorldCat knowledge base• A database

• with partner contributed and library created data

• that is cooperatively managed

• using an application called WorldShare Collection Manager

• which allows libraries to manage WorldCat holdings and output MARC records

• and enables features in several OCLC products and services including WorldCat Discovery, WorldShare ILL, WorldShare Management Services, etc.

WorldCat catalog• A database

• with partner contributed and library created data

• that is cooperatively managed

• using an application called Connexion or WorldShare Record Manager

• which allows libraries to manage WorldCat holdings and output MARC records

• and enables features in several OCLC products and services including WorldCat Discovery, WorldShare ILL, WorldShare Management Services, etc.

Library has access to title X via provider Y with coverage Z

Automate e-book and e-journal holdings management

http://oc.lc/autoload

Includes 14,000+ content collections from 5,900+ providers

• Subscription packages• Title by title purchases• Open Access content• Demand Driven Acquisitions• Consortial versions• Cooperatively created and managed• Locally defined

The WorldCat knowledge base

Cooperatively manage electronic collections

knowledgebase

• American Museum of Natural History Research Library• American Physical Society Publications• National Academies Press Open Access (University of California, San

Diego)• Biblical Reference Ebook Collection (Saint Charles Borromeo Seminary)• British History Online• Chronicling America: Historic American Newspapers• Digitalia Hispanica (Fuller Theological Seminary)• EBSCO PsycBooks extra• Field Museum Custom Collection (The Field Museum of Natural History)• Open access ebooks and papers (McGill) • The Other Voice in Early Modern Europe

Cooperatively-managed collections

The WorldCat knowledge base

FindEasy access to e-resources in search results, Open URL link resolution, and A-Z journal list

ManageManage budgeting, ordering and acquisition of electronic resources

UseRights management, usage statistics and link resolution of electronic materials

ShareQuick and easy sharing of your electronic content

Combines data about your library’s electronic resources to make your collections easier to find, share, manage and use.

The WorldCat knowledge basePlus...data can be output for use in other applications

Your discovery interfaceReceive automatic delivery of WorldCat MARC records

WorldCat knowledge base APICreate your own unique solutions

• Collection Manager overview – David• Swinburne University experience -- John

Agenda

WorldShare Collection Manager to manage

E collections

Swinburne University experience

John Butera

CRICOS 00111D TOID 3059

Libraries Australia Forum, Melbourne 2015

About Swinburne

• Became a university in 1992 • 3 campuses in Melbourne, 1 campus in Malaysia • 19,000 university students, 15,000 TAFE students • Rapid expansion in research • Resources budget $6 m in 2015• Ranked 45/46 ANZ libraries resource spending per FTE • > 95% spent on electronic

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14 July 2006: Demand Driven Acquisition launched at Swinburne (and the world)

• Loaded MARC records for all 34,000 EBL ebooks into our catalogue

• No profiles used • All available for unmediated loan • Automatic purchase on 3rd (later 4th) loan • Autopurchased first book on the first day

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Our accidental case study – January to June 2013

• 1,128 librarian selected ebooks • 1,123 autopurchased ebooks • 21% librarian selected ebooks had loans following

purchase • 100% of autopurchased ebooks had loans following

purchase

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Our ebooks timeline

• 2001 Early ebook sets • 2006 Demand driven acquisition • 2010 Large ebook aggregations • 2012 Complete collections from smaller publishers• 2013 Complete collections from major publishers:

Springer, SAGE, Elsevier, Wiley

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Swinburne’s current ebook strategy

• Still based around the 2006 EBL DDA model, now much expanded to approximately 200,00 ebooks

• A large ebook aggregation database EBSCO Ebooks: 143,809 ebooks

• Purchase collections from small publishers and societies • Purchase collections from large Science/Technology/Medicine

publishers • Maintained & expanded a small number of ebook subscription

collections: CRC Press, SAFARI, Books 24x7 • Total ebooks 600,000

(Figures as at 17 June 2014)

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DDA In ALMA

ALMA has a PDA module – which is not used by Swinburne University:- We use a simple workflow for

acquisitions- We do not divide orders by faculty

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EBL DDA In ALMA

• EBL collections in ALMA

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WorldShare Collection Manager (Swinburne EBL collections)

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OCLC WorldShare Collection Manager (files)

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EBL procedure at Swinburne (1)The entire EBL file of marc records are downloaded from the Proquest site every 7-10 days to ensure we have a marc record for all our EBL purchased titles (via DDA and single one-off purchases).

Occasionally we get urgent requests to load marc records on a daily basis.

The marc records after editing are loaded against the NON purchased collection – any records that match are deleted.

Libraries Australia Forum, Melbourne 2015

EBL procedure at Swinburne (2)

LDR 05 is changed to “d” (from “n”), 035 EBLXXXX number is created

Our loading profile at this stage does not overlay if there is already a record for the EBL title in the catalogue.

Libraries Australia Forum, Melbourne 2015

EBL procedure at Swinburne (3)

EBL marc records are downloaded from the OCLC WorldShare site (complete set) on a monthly basis (set by Swinburne). This is done to ensure full marc records are loaded if available from OCLC. The marc records after editing are loaded against the NON purchased collection – any records that match are deleted.

LDR 05 is changed to “d” (from “n”), 035 EBLXXXX number is created

The file of marc records downloaded from OCLC is then loaded against the EBL Purchased collection – where imported records overlay existing marc records.

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Proquest EBL (Short bib) marc record in ALMA

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OCLC record (to import)

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Edited OCLC record (pre-import)=LDR 04023cam 2200709Ii 4500=001 ocn881280063=005 20151015221619.0=006 m\\\\\o\\d\\\\\\\\=007 cr\cnu---unuuu=008 140611s2014\\\\enk\\\\\o\\\\\000\0\eng\d=019 \\$a900088709=020 \\$a1137379286 (electronic bk.)=020 \\$a9781137379283 (electronic bk.)=029 1\$aDEBSZ$b420036393=029 1\$aDKDLA$b820120-katalog:000675142=029 1\$aNLGGC$b382016874=035 \9$aEBL1725805=037 \\$a711154$bPalgrave Macmillan$nhttp://www.palgraveconnect.com=040 \\$aUKPGM$beng$erda$epn$cUKPGM$dOCLCF$dEBLCP$dDEBSZ$dYDXCP=050 \4$aHF5415.32$b.F56 2014=082 04$a658.8/3402856312$223=100 1\$aFinlay, Steven,$d1969-,$eauthor=245 10$aPredictive analytics, data mining and big data :$bmyths, misconceptions and methods /$cby Steven Finlay.

=856 40$uhttp://SWIN.eblib.com.au/patron/FullRecord.aspx?p=1725805$3Ebook Library

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Imported record (ALMA)

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OCLC WCM features:a) kbart files*In some collections OCLC cannot provide marc records in the collection – in these cases a kbart file is downloaded from the OCLC WorldShare site, converted to a marc file and loaded to ALMA. These short marc records are then overlayed by full records once available from OCLC.*Knowledge Base And Related Tools

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OCLC Kbart file

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OCLC Kbart file (edited)

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Marc file created after processing through Marcedit’s “Delimited text translator”

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OCLC WCM features:b) record availabiltyRecord for each collection are available within 24 hours:- Marc records can be set to run daily (and are available to

download the next morning)- Kbart files can be downloaded immediately (large files take a little

longer to download)

Swinburne has used this feature on a number of occasions to refresh entire collections (most recently the EBSCO Worldwide collection).

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OCLC WCM features:c) customized marc records

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OCLC WCM features:d) support / community

- Local support is available via the Topdesk website (OCLC office is located in Melbourne)- KB-l listserv (very useful tips and advice from other OCLC WorldShare users)

Libraries Australia Forum, Melbourne 2015

Questions?

David Whitehair

whitehad@oclc.org

John Butera

jbutera@swin.edu.au