November 6, 2014

ILL as Acquisitions: Implementing and Integrating POD in a Research LibraryILL as Acquisitions: Implementing and Integrating POD in a Research Library

Edward Lener and Ladd Brown

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About Virginia TechAbout Virginia Tech• Comprehensive Research University• Land Grant Institution• 28,504 FTE• Over 225 Undergraduate and Graduate

Research Programs

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About University LibrariesAbout University Libraries• Main Library and Three Branches• Total of Over 3,425 Visitors Per Day• ARL Member Library• CRL Member Library• VIVA and ASERL Consortiums

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Collections ManagementCollections Management• Moved to Technical Services in 2009• Centralized Role for Fund Management

and Major Purchasing Decisions• Integrated with Acquisitions and Serials• More Cohesive / Data-Driven Decisions

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Changing Purchase StrategiesChanging Purchase StrategiesEbook Preferred Policy

Acquisitions of Ebook Packages

Migration to DDA• Fewer Firm Orders = Less Time• Increased Pool of Titles Available• Spending Tied to Use

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ILL Moves to CTSILL Moves to CTS• ILL from Access Services to Collections

and Technical Services in Spring 2013• Physical Move – Rework Space and

Hardware, Not on a Public Floor• Staff Reduction• Service Philosophy

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Purchase on DemandPurchase on Demand• Buy at Point of Need• Precedents with Engineering

Standards, NTIS Documents, and Data Sets

• Cost Savings vs Just in Case Model

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ILL POD Pilot – Phase 1ILL POD Pilot – Phase 1Started May 2013, Focused On:• Ahead of Print Articles• Embargoed Aggregator Content• Problematic Unsubscribed Articles• Less Expensive than CCC Fees• All Purchased on ILL fund

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POD Pilot Expands for BooksPOD Pilot Expands for Books• Still Entirely Under ILL in 2013• Purchased Ebook or Print Copy• Speed Matching Article Delivery• Titles Given to Patrons• Mixed Reactions / Patron Questions

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POD Pilot Phase IIPOD Pilot Phase II• Review of Print Purchases Started

January 2014• Brought Collection Management Into

Process - Without Slowing it Down!• Determined What Print Titles to Retain

for Collection

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Pilot Phase II ContinuedPilot Phase II Continued• Discussion with Wider Group • Meetings of Key Stakeholders• Reviewed / Updated Purchase Criteria• Goal - Simple and Quick to Apply

• New POD Fund Code Starting with FY15 for Books / Ebooks

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Policy for Purchases: ArticlesPolicy for Purchases: Articles• Unavailable from Another Library or

Cheaper to Purchase than ILL Fees• CCC Get it Now Service First Choice• Limit of $100 for All VT Patrons• Higher Costs Items to be Approved by

Head of Acquisitions

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Policy for Purchases: BooksPolicy for Purchases: Books• Unavailable from Another Library or

Cheaper to Purchase than ILL• Buy Ebook Whenever Possible• Limit $100 for All VT Patrons• Higher Costs Items to be Approved by

Head of Acquisitions

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Workflow (Simplified)Workflow (Simplified)• ILL Request from VT Patron• If Available - Fulfill Normally• If Unavailable for Loan –

Search GOBI, Amazon, & Alibris• If Not Available as POD or Does Not

Meet Criteria – Request Cancelled

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Workflow (Simplified) Cont’dWorkflow (Simplified) Cont’d• If Available as POD:• E-book? –

Added to Collection• Print? –

Retention Decision

Added to Collection or Given to Patron

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Workflow – Ordering BooksWorkflow – Ordering Books• Email Template with Bibliographic and

Patron Information Generated by ILLiad• Reviewed by CM Associate Director• Reply Goes to ILL and Acquisitions on

Whether to Keep for Collection• Print Ordered Rush

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Workflow – Receiving BooksWorkflow – Receiving Books• Ebook – Notification of Access

Received by Acquisitions:• Acquisitions Notifies Patron and ILL

• Print Book – Rush Order Received by Metadata Services (FastCat)• Cataloged and Put on Hold for Patron• Shipped if Extended Campus User

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Some Quotes:Some Quotes:

Patron – “This is fantastic! It meets my needs perfectly. Thanks for your flexibility, and your rapid response.”

ILL Workflow Coordinator -

“Workflow We Always Wanted!”

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POD Stats (May 2013 – Sept. 2014)POD Stats (May 2013 – Sept. 2014)

Number Purchased:• Articles - 941 ; Books - 374

Dollars Spent:• Articles - $31,783 ; Books - $10,397

Patron Distribution (overall):• Faculty - 34%; Grad – 57.5%; Other – 8.5%

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Goals for FutureGoals for Future• Further Integrate Content Delivery

Processes (Acq, ILL, Serials, CM)• Refined Data from ILLiad and ILS to

Better Support CM Decisions • Consider Subject Fund Code

Assignments for POD Orders

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Contact InformationContact Information• Edward Lener, lener@vt.edu,

Associate Director Collection Management• Ladd Brown, blbrown@vt.edu,

Head of Acquisitions

Special thanks to:

Sharon Gotkiewicz, sgotkiew@vt.edu,

ILL Workflow Coordinator