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GETTING IT RIGHT. reshaping and redesigning acquisitions and ill workflow in an academic library. What is the problem?. Too many request interfaces, out-of-context. Where does the user go?. ILL Request. Purchase Request. Electronic Reserves Request. Course Reserves Request.
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GETTING IT RIGHT reshaping and redesigning acquisitions and ill workflow in an academic library
What is the problem? • Too many request interfaces, out-of-context
Where does the user go? ILL Request Purchase Request Electronic Reserves Request Course Reserves Request
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
Interlibrary Borrowing (+265%) Interlibrary Lending (+126%) Serials Purchased (+42%) Monographs Purchased (-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 Duplication As of 12/18/08 over $722 Million Interlibrary Loan Service Matures How much duplication is critical? Can we afford Just in Case?
Formats of Unique Titles in an ARL Collection* *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 $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Collection Development & Acquisitions at SUNY Geneseo • Outdated and dusty policies and procedures • Limited librarian liaison program • Selection mostly faculty-driven with no streamlined process • Periodic cancellation of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 problems Changes in staffing and function Poorly used collections Lack of librarian time to do selection User participation (Web 2.0 anyone?)
Technical Services changing * through April of 2009
Who selected which book for the collection? 8 uses 0 uses
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 What is gist?
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 • 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 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
You choose and adapt the tool around what works for your setting. Library A Library B Library C Library D GIST is just a tool GIST used to enhance ILL Purchase on Demand only. GIST used to enhance ILL POD. GIST also used only by Librarians to help their selection. GIST used to enhance ILL POD. GIST also used by Faculty, with Librarian Review. 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.
Issues involved with designing and implementing GIST Workflow design Collection Development/Acquisitions specific ILL specific Reconciling different philosophies
Tim Bowersox, Information Delivery Services Librarian email@example.com Kate Pitcher, Collection Development Librarian firstname.lastname@example.org Contact us