GETTING IT RIGHT reshaping and redesigning acquisitions and ill workflow in an academic library
Jan 05, 2016
GETTING IT RIGHTreshaping and redesigning
acquisitions and ill workflow in an academic library
What is the problem?
• Too many request interfaces, out-of-context
ILL Request
Purchase Request
Electronic Reserves Request
Course Reserves Request
Where does the user go?
What is the problem?
• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work• Most collections may never be used• Just-In-Case model is not sustainable
InterlibraryBorrowing (+265%)
InterlibraryLending (+126%)
SerialsPurchased(+42%)
MonographsPurchased(-7%)
What is the problem?
• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work • Most collection never used• Just-In-Case model is not sustainable• Resistance to effectively reduce duplication across
networks
SUNY Union Catalog – Rough Uniqueness Estimates…
Cost of DuplicationAs of 12/18/08 over $722 Million
How much duplication is critical?Can we afford Just in Case?
Interlibrary Loan Service Matures
Formats of Unique Titles in an ARL Collection*
0%
10%
20%
30%
40%
50%
60%
70%
Format
Pe
rce
nt
*Data reported represent WorldCat holdings of a private ARL institution.
What is the problem?
• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work • Most collection never used• Just-In-Case model is not sustainable• Resistance to effectively reduce duplication across
systems• Shrinking budgets, rising material costs and
increasing needs
SUNY Geneseo IDS Data
SUNY Geneseo IDS Data
SUNY Geneseo IDS Data
SUNY Geneseo IDS Data
$7,283.25 total $7,204.28 total $8,506.76 total
SUNY Geneseo IDS Data
• Case study at Geneseo…– 110 loan requests on April 6, 2008– 87 could be purchased new or used from Amazon (avg. price: $25.57)
• Over 1/3 cost less than $10 used• Over 1/5 cost less than $10 new• Almost half cost less than ARL unit cost for borrowing ($17.50)
• So: our $22,994 could have purchased almost 900 books for our collection– 64% of the 1,412 unique titles we paid to borrow– 33% of the 2,172 titles requested 2 or more times
Collection Development & Acquisitions at SUNY Geneseo
• Outdated and dusty policies and procedures • Limited librarian liaison program • Selection mostly faculty-driven with no
streamlined process• Periodic cancellation of journals & decreases in
monographic allocation• Materials budget never matches inflation• Turnover in department & staffing issues• Changes in Technical Services
Acquisitions• Numerous workflows and procedures• Too many interfaces to request materials• Lost knowledge of vendors' discounts & policies• Systems don’t “talk” to each other
Bottom Line: Each library is unique and shared best practices are lacking
Why does collection development & acquisitions processes need redesign?
Workflow problemsChanges in staffing and functionPoorly used collectionsLack of librarian time to do selectionUser participation (Web 2.0 anyone?)
Workflow design & usability issues
Workflow design
Technical Services changing
* through April of 2009
0 uses8 uses
Who selected which book for the collection?
Art Biology Chemistry English Music Sociology
75% 84% 60% 80% 45% 88%Librarian (Milne Collection Building)
68%
Data-driven collection development
WHAT IS GIST?
What is it?GIST is the Getting It System ToolkitA system for merging Acquisitions and ILL request workflow using one interface, allowing for user-initiated requests, coordinated collection development, acquisitions and interlibrary loan
GIST Workflow @ Geneseo
1. User submits request via ILLiad
web form
2. ILLiad routes request to
Acquisitions or ILL
3a. Acquisitions staff purchase if criteria met, or
else routed to ILL
3b. ILL borrow unless new/
rare/non-circ & essential to user
4. Item received, cataloged, &
placed on hold-shelf or in stacks
5. User notified via ILLiad, picks
up book
Step 1. User submits request via ILLiad request form
Step 1. User submits request via ILLiad request form
Step 1. User submits request via ILLiad request form
• Would you recommend Milne Library purchase this item?
– No response [default]– Purchase– Do Not Purchase– Not Sure
• How essential is this to your research?– No response [default]– Essential– Unessential– Not sure
• Why are you requesting this item?– No response [default]– Research– Leisure– Recommended reading– Place on Course Reserve– Essential to discipline– Other (specify in notes)
Step 1. User submits request via ILLiad request form
Step 1. User submits request via ILLiad request form
Step 2. Request is routed by ILLiad
Step 3. Acquisitions staff process ILLiad request
Step 3. Acquisitions staff process ILLiad request
Custom holdings groups
Email routing
Step 4. Acquisitions staff receive and catalog the request, place on hold-shelf for user
What can be customized?• Web form
– Layout & choice to integrate/separate ILL & acquisitions requests– Feedback questions– WorldCat API: library groups you wish to use– Status-specific web pages (Faculty only? Different options for different user
types?)– Additional widgets?
• Workflow– Routing rules (you choose criteria)– CCD custom holdings groups– Email templates– Vendors– In ILLiad version 8, custom field names in the client view
GIST is just a tool
Library A
GIST used to enhance ILL Purchase on Demand only.
Library B
GIST used to enhance ILL POD.
GIST also used only by Librarians to help their selection.
Library C
GIST used to enhance ILL POD.
GIST also used by Faculty, with Librarian Review.
Library D
GIST used to enhance ILL POD.
GIST also used by all users, with some Librarian review for certain status. Collection building profiles, cooperative data, and gift management features used.
You choose and adapt the tool around what works for your setting.
Issues involved with designing and implementing GIST
Workflow designCollection Development/Acquisitions specificILL specificReconciling different philosophies
PROBLEMS/CONCERNS/QUESTIONS?
CONTACT US
Tim Bowersox, Information Delivery Services [email protected]
Kate Pitcher, Collection Development [email protected]