Demand-Driven Acquisition at Oxford University

1. Demand-Driven Acquisition at Oxford University Hilla Wait (Philosophy & Theology Librarian, Bodleian Libraries)

2. What is DDA “User-led” selection of new books Utilises the instant accessibility of e-book acquisitions Enables staff to test the level of demand for a title before purchase Staff select the range (profile) of books on offer Time/cost-effective way to meet reader needs instantly Readers need not know that the books are not owned by the institution

3. Oxford e-book context • 454,000 e-books • Oxford partner projects (EEBO, Google) • Outright purchases (Past Masters, Blackwell Reference) • Subscription subject packages (ORO, OSO, CCO, ACLS, Cengage, Springer, Elsevier, 24x7) • Pick&Mix (EBSCO; EBL; DeGruyter) • Chinese e-book collections • Usage statistics (Counter) • 2,176,112 chapter requests • Oxford’s total e-resources annual expenditure £4,800,000 • Devolved to subject budgets

4. EBL = Electronic Books Library • Aggregator offering access to multiple publishers’ e-books • Purchase content outright – own in perpetuity • Unlimited simultaneous access (up to 325) • Non-linear™ Lending = multiple-concurrent access to all titles up to 325 ‘loans’ per year – renewing automatically annually • Loan =24 hours view / download = 1 credit • Free Browse Period – 10 Minutes owned / 5 minutes non-owned • Books may be “borrowed” to mobile e-reader devices

5. Mobile devices for EBL Bluefire reader on i-Pad • i-Pad • i-Phones & android phones • Sony e-readers • Other e-readers using Adobe Digital Library • e.g. KOBO, NOOK etc. • Does not work on Kindles

6. The DDA project in Oxford • Unlike other universities, no dedicated staff • The DDA team • Research - Jo Gardner (Health Care Libraries) • Operation - Hilla Wait (Philosophy & Theology Librarian) • Acquisitions and Payments - Ann Evans, Nicky Mountfort, Zita Vellinga (C&RD staff) • Cataloguing - Alison Felstead, Nathalie Chaddock-Thomas (C&RD staff) • Techie bits - Nathalie Schulz, Andy MacKinnon (BLDDS) • Oversight - Catriona Cannon (Associate Director, Collection Support)

7. Research on DDA in other UK HE institutions • Newcastle University • EBL, launched February 2010 • King’s College, London • EBL, launched December 2010 • UWE • DawsonEra, launched March 2012 • Case studies on JISC web-site https://ebmotmet.wikispaces.com/Case_studies • Patron-driven acquisitions : history and best practices /edited by David A. Swords. De Gruyter Saur. 2011 ISBN: 9783110253016

8. Newcastle University 18 month project, launched Feb 2010 £80k budget at start All subjects ‘E-books Team’ = 4 technical experts, and8liaison librarians More than 110,000 DDA records loaded onto catalogue in one week Purchase triggered on third loan request (revised to fifth request) All requests mediated by acquisitions staff, forwarded to subject librarians if >£35.

9. King’s College, London Service implemented in December 2010 All subjects, but main target groups are humanities and social sciences Staffing: 2 members of technical team Created a ‘Scholarly Collection Profile’ of 90,000 titles Purchase triggered on fourth loan request No requests are mediated Readers are limited to one ‘loan’ per day.

10. UWE • 6 month trial, launched March 2012 • £5K budget at start • Limited to criminology, forensics, genetics. • Staffing: Acquisitions Librarian and 2 subject librarians • Collection created by subject librarians, limited by Dewey range and publication date • 2,800 records loaded onto catalogue • Purchase triggered after one loan request • Purchase mediated by subject librarians if >£15

11. Adapting DDA for Oxford to test whether the model enables a more rapid and targeted response to reader needs for new acquisitions • Difficulties • Scale and complexity of Oxford’s operations • Membership of cataloguing consortia • Large community of external users • Materials budget devolved to subject librarians • Avoiding duplication with existing e-book subscriptions • Finding time • Strengths • Long experience with e-books • Existing relationships with e-book suppliers • Very expert technical staff • Highly-motivated and diverse readership • Aim

12. DDA In Oxford Pilot scheme was set up for TT 2012 Initial budget - £5,000 Provided by Oxford’s existing e-books supplier EBL Instant access including mobile devices Books limited to recent academic publications (2009-2012) in humanities, medical & biological sciences (33 publishers) 10,000 records added to SOLO (could have been 300,000 titles) Lump sum paid up-front to suppliers Readers encouraged to register to enable tracking of trial books Rental and purchase limited to University members

13. Acquisitions Workflow • A separate distinct fund-code was set up with EBL to pay for these titles • Unusually, we paid in advance into a Blackwell's deposit account • Invoices were prepaid and added to ORACLE. These invoices were for the initial pilot amount in advance. This was topped up as the project continued and further funding was found. • Full title lists of purchased items were supplied and acquisitions staff placed retrospective orders on Aleph against each distinct purchased title • A dummy order was placed on the system to link to invoices for loans • “Dummy packing-slip invoices” were sent on a weekly basis, and invoices were added to Aleph, including VAT costs. As already prepaid on ORACLE, these were then just scanned online for reference. There were separate invoices for loans and for outright purchases. • Subject librarians could continue to make direct purchases from EBL against their own funds without confusion with the DDA pilot.

14. Cataloguing Workflow • Oxford completed a technical profile for the supply of the MARC catalogue records for SOLO • EBL provided a file of nearly 10K records, with URLs, based on the subject selection profile • BDLSS loaded the full records into the Aleph Resources File, to keep them separate from the main bibliographic database (and prevent export) • The records were published to SOLO, and clustered with records for the print titles • The titles in SOLO were “switched on” by EBL at the agreed time, to provide access to authenticated readers by clicking the URLs • When purchases were triggered by readers, the same mechanism as used for standard e-book purchases kicked in • At the end of the pilot, the EBL records were removed from SOLO by “suppressing” (but not deleting) them in the Resources File

15. Project Launch • Deliberately low-key • No publicity to readers (already experienced in using EBL books • Information to library staff • Background to project • How to identify the books (Bib02 system numbers) • How to support readers • Warning that the books would not be accessible to external readers

16. Access Model for DDA Titles Free Browse Period of 5 minutes per title First access = 24 hour rental =10% charge Second access = 24 hour rental =10% charge Third access = auto-purchase = permanent = 100% charge Total cost per book = 120% of normal e-book cost Very expensive books required staff mediation for rental or purchase Potential limit on number of rentals per reader per day Regular reports and alerts

17. The Reader Experience Bibliographical record on SOLO appears identical to other e-book records This book is not yet available in print in Oxford

18. Accessing the e-book

19. The reader can choose to carry on And trigger a loan ($19.50 in this example) At the end of 5 minutes browse

20. Information to project staff E-mail to report rental Invoice report

21. Access to very expensive books Limit of £25 per rental Staff mediation for more expensive titles 2 requests – both agreed within 3 hours

22. Time-scale and Costs -10,000 books • Original budget • £5,000 • Increase of £3,000 before project start • Additional £3,000 • Final costs underwritten to end £5,713 • Project ran 1 May-15 June 2012 • At peak, averaging £3,000 per week • Final costs: £16,713.38 • 80 Auto-purchases • 856 rentals

23. Analysis of auto-purchases by subject

24. Analysis of rentals by subject

25. What did we learn? • The demand is there • Way of spending money very fast • Way of satisfying reader needs very fast • Avoids paying purchase price for books which may only be needed once • Difficult to limit by subject without putting in a lot more work on the profile • Estimate for 6 month full pilot: £250,000-300,000

26. What did we do next? • Tried to raise more money • Looked at ways of reducing costs • Major issue, exclusion of loan costs from auto-purchase costs • Investigated other DDA models • De Gruyter model – all DeG books included • Sets a cost limit – upper and lower • Actual costs within that band depend on usage • Fixed price/content packages (reverse DDA) • EBSCO - The Academic Collection • Ebrary - Academic Complete

27. Reverse DDA Conventional DDA Reverse DDA - Subscription • Principle – access to wide range of books not selected by subject librarians • Access to large pool of unowned books • No payment for unused books • Costs are open-ended • Costs for used books are high • More control over content • Loaned books are not owned at end of process • Auto-purchased books are owned at 20%+ purchase cost • Oxford trial results 10% usage • Principle – access to wide range of books not selected by subject librarians • Access to huge pool of subscribed books • Payment for all books, used or not • Costs are fixed • Costs are lower • Content fixed by supplier • No owned books at end of subscription • Oxford trial results 7-10% usage

28. E-book trials • EBSCO The Academic Collection: 18 March – 18 May, 2013 • 110,000 e-books • unlimited concurrent user access • 24-hour downloads • EBSCO platform • Ebrary Academic Complete: 18 May - 28 June 2013 • 84,000 e-books • unlimited concurrent user access • 14-day downloads • ProQuest platform

29. Evaluation EBSCO Ebrary • Current log-in “over-complicated”. • Better content match- medicine, social studies • More 2013 content • Poor search functionality • 7 day loans, (including walk-in users) • Some trial books had no text attached – apparently not an issue in the full package • More books : 110,000 • Other complaints related to access to non-trial books. • X-searchable with other EBSCO products • Inadequate statistics • Slower to load • Auto log-in popular with readers • Better content match- science, geography, humanities • 6 month firewall on new publications • Very good search functionality • 14 days loans – university members only • Not all books available for download. 10% only available on-line or for single chapter download • Fewer books : 84,000 • X-searching capability – can be customised • Future tie-in with EBL • Excellent statistics

30. Usage Statistics EBSCO (110,000 books) Ebrary (84,000 books) • Trial - 8 weeks • 15,133 books accessed • 335,000 chapters • 174,000 = 1 month * • Trial - 6 weeks • 8,154 books accessed • 294,335 chapters • 166,519 = 1 month but I just wanted to say that I think it is incredibly AWESOME that practically all books are now online I've been pleasantly surprised by the availability of e-books over the past few weeks. It has made my research life that much easier, and would, if permanent, I'm sure make reading lists more productive for students

31. What are we doing now? Satisfied that this was more cost-effective than conventional DDA 2 year subscription to Ebrary (August 2013- August 2015) Centrally-funded (special grants) Annual subscription is much cheaper than any DDA purchase model No hidden or future costs to cover Anticipate c. 2 m. chapter hits p.a. (Yale = 1.5 m. p.a.) Cost per chapter will be < 1p. Usage statistics should show whether we will carry on beyond 2015

32. Future plans • Improve our non-English language cover • Choices • Individual purchases via our Pick& Mix suppliers • EBL; EBSCO; Ebrary: (Harrassowitz) • Package subscriptions under consideration • Ebrary’s e-Libro • Digitalia • Torrossa/Casalini • Non-English language DDA • Evaluate usage statistics from Ebrary before making any expensive choices