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07 February 20131
Digitisation and TADC at Nottingham Trent
07 February 20132
Dorothy Atherton, Services Manager - Resource Acquisitions and Supply
Supporting NTU Strategy with Talis Aspire
07 February 20133
Agenda
• Digitisation at NTU
• Why did we need TADC?
• Our Pilot
• What’s so good about TADC?
• What’s still to come?
Some background on our digitisation service
• Grew up in an ‘ad-hoc’ way through word of mouth
• Used with enthusiasm by a limited number of academics, mostly in
Education, Social Sciences, Arts and Humanities
• A well regarded, bespoke, almost personalised service
• Requests made to a generic mailbox. We encouraged use of a
request grid
• Lots of contact between digitisation team and individual academics.
Good open channels of communication
• Work ordered and prioritised according to need-by date. This
allowed flexibility for processing urgent requests, and spread the
workload.
• We delivered content via the VLE
• We currently use PackTracker
07 February 20134
Some Facts and Figures
07 February 20135
0
500
1000
1500
2000
2500
3000
2007/8 2008/9 2009/10 2010/11 2011/12
Digitised Texts at NTU
Number of Digitised Texts on VLE
Number of New Requests
07 February 20136
Digitised Texts by School 2011/12
A&D
NBS
SBE
EDU
ACC
LLR
LAW
SS
SST
ARES
Some background on our digitisation service
• Grew up in an ‘ad-hoc’ way through word of mouth
• Used with enthusiasm by a limited number of academics, mostly in
Education, Social Sciences, Arts and Humanities
• A well regarded, bespoke, almost personalised service
• Requests made to a generic mailbox. We encouraged use of a
request grid
• Lots of contact between digitisation team and individual academics.
Good open channels of communication
• Work ordered and prioritised according to need-by date. This
allowed flexibility for processing urgent requests, and spread the
workload.
• We delivered content via the VLE
• We currently use PackTracker
07 February 20137
DigitisationLink
Checking
‘One Touch’ process – single seamless workflow
Easy access in most appropriate format
Optimise throughput time
Acquisitions
A single, seamless, integrated, monitored,
workflow for the timely acquisition, review,
creation, sourcing and delivery of all resource
list materials in the most accessible and appropriate
format for our students.
07 February 20139
But as digitisation became part of RLMS…..
Easy access in the most appropriate
format
• Digitised documents still accessed via VLE
• Legacy documents not represented on Aspire
• No robust way of linking from Aspire to VLE
• Students had to go outside Aspire to access texts
Throughput times
• Throughput time grew longer – targets missed
• Requests submitted later
• Lists ‘queuing’ in acquisitions
• No standard request format meant missing information
• No ‘need by’ dates
• Single point of contact proved to be a frustration
Single seamless workflow
• Academics found Aspire confusing and frustrating for digitisation requests
• Loop backs between teams
• Digitisation record keeping more fragmented and difficult to maintain – lots of keying!
The quality of the digitisation service had diminished with Aspire. How could we improve it again?
07 February 201310
•Mandatory fields for bib data
•Need by dates
•Flagging where access was needed to a particular extract
Better quality requests
•Avoid queues
•Digitisation requests submitted as soon as possible
•Digitisation requests submitted separately but still within Aspire
Requests to reach the team more
quickly
•Way of linking to VLE?
•New storage/delivery solution for digitised texts
Discovery of digitised resources directly from Aspire
Our knights in shining armour!
07 February 201311
Invitation to express interest in becoming a development partner
Our pilot proposal was accepted
Further visit to NTU from Talis reps
Further discussion of our current workflows and processes
Workshop with five other HEIs
Demonstration of a working prototype
HEI reps encouraged to try the application and express opinions
Collecting feedback and ideas
Initial meeting with Chris Clarke
Showed good understanding of issues related to digitisation
Asked us the right questionsEmphasis that Talis had been in
discussion with CLA
Our Pilot
07 February 201312
Period of off-line testing (trying to break the product)
Selection of two pilot schools and 6 pilot modules
Digitisation team make first live requests for legacy documents
Liaison Librarians make live requests for new documents
Request permissions rolled out to academics in pilot schools
Feedback and Consultation
Request permissions rolled out to all academics
Recommendations to SMT
Communication with Talis
07 February 201313
•
•Weekly bulletin
• TADC Homepage
•Weekly phone call
•Weekly phone
• Site visits
• Ideas
• Dig team
• ALT
• Academics
• Students
TestingFeedback to Talis
Talis acts on
feedback
Changes and developments reported
So …….. How does TADC work?
TADC RLMS
The Concierge
The Packer
The Sentry
The Vault
07 February 201314
07 February 201315
List has to reach dig team (2 days – 2 months)
Find and fill in missing details bibliographic details
Chase academic via ALT for need by date/details?
Check catalogue/supplier listings
• Do we have electronic access
• Do we stock the item in print?
• Do we have a later edition?
• Is there a later edition that we do not stock?
Check CLA requirements (Judgement call?)
• Is it on UK excluded list?
• Is it on US excluded list?
• Is it published in a mandating territory?
• Check extent
• Already on list?
• Has it been used on any other list?
Enter details on Pack Tracker
• Enter details of module:
•Module name, number and school
• Enter contact details (Use NOW to find course leader)
•Use NOW to find student numbers
• Enter full bibliographic details of request
• Enter statuses and CLA information
Rollover!
Concierge checks all documents
List of exceptions presented for ‘sanity checking’
Emails to academics with full info and usage stats
Content rolled over according to academic’s replies
07 February 201316
07 February 201317
• All texts accessed directly through Aspire
• Academics can flag possible digitisation requests
• Validation issues raised with academics at time of request –educating our users
• Management of authentication
• More control of which texts are accessible at what times
• Transformation of end of year rollover
Easy, validated access in the
most appropriate format
07 February 201318
• Academic requesting still within Aspire
• Much easier request process for academics to manage
• Workflows within dig team much simpler – less keying of data, only one set of records to manage
• Many previously manual tasks automated
• Another tool to help with copyright compliance
• Transformation of end of year rollover
Single seamless workflow
How will TADC help?
07 February 201319
•Allows requests to be made independently of the rest of the list
•No queuing
•Better quality request data
•Need by dates!
•More automation of checking saves time for staff
• Less time keying in data
Throughput Times
What’s still missing?
07 February 201320
Information entered in TADC to carry through to Aspire
Ability for two-way communication with academics
Linking digitisation status to review screen
Concierge to search where an eBook is available
More flexibility in manipulation of document in viewer
More detailed suite of reports
Notes field
07 February 201321
Questions or comments?
NTU Resource Lists
http://resourcelists.ntu.ac.uk
• Dorothy Atherton, [email protected]
Libraries and Learning Resources, Nottingham Trent University