Managing Metadata for the Orbis Cascade Alliance Demand-Driven Acquisitions Project

Tom Larsen Head of Monographic Cataloging Portland State University Library

Background Orbis Cascade Alliance: ◦ A consortium of 37 academic libraries of varying size in Oregon,

Washington, and Idaho December 2010: Alliance Demand-Driven Acquisitions Pilot

Implementation Team (DDAPIT) established ◦ Charged with developing a program to acquire ebooks that will

be accessible to and jointly owned by all 37 member libraries ◦ Working in collaboration with YBP and EBL

March 2011: Alliance Collaborative Technical Services Team (CTST) formed an Ebook Working Group to work with DDAPIT on workflow

May 2011: DDAPIT finalized initial structure of project. EBL completed negotiations with publishers ◦ We are currently working with 12 publishers

June 2011: Testing completed. Training begun

Background July 2011: DDA Pilot went live with initial load of

1,763 titles ◦ New titles added monthly

September 2011: DDAPIT adjusted the structure of the pilot based on early data and workflow issues ◦ Adjusted the trigger point for auto-purchase ◦ New titles now added weekly (avg. approx. 100-200

per week) ◦ Decided to do a one-time load of an additional 9,783

titles from 2009-2010 done in November November 2011: Alliance Council approved

extending the Pilot through June 30, 2012.

Background

March 2012: Alliance Council approved making the DDA pilot a recurring program for FY 13 with increased funding

As of June 15, 2012, over 15,500 titles have been loaded. 10,275 of these have been accessed a total of 76,795 times, and the Alliance has purchased 490 of these titles.

How the program works After users enter an ebook, they have a five-minute

free browse period. Reading beyond this period, or downloading or printing at any time, generates a short-term loan (STL). Once the number of short-term loans set by the DDA Team to trigger a purchase is reached, the title is purchased. ◦ Trigger for purchase has varied from 5-10 over the course

of the pilot. The cost of an STL is set by the publisher and is a

percentage of the list price When a purchase is triggered, the Alliance pays 5

times the list price for the title ◦ The ebook is then owned by the Alliance and is accessible

“in perpetuity” to patrons of all Alliance libraries.

Cataloging workflow Considerations in mapping out workflow ◦ 36 (now 37) academic libraries of varying size, staffing

levels, and levels of technical expertise across three states ◦ Each Alliance library has it’s own ILS and through that also

contributes to the Alliance-wide Summit union catalog ◦ Most Alliance libraries use the Innovative Millennium

system, but one uses Evergreen, and the most recent addition uses Voyager

◦ Some Alliance libraries use WorldCat Local as the primary public interface to their catalog, but many do not.

◦ A few Alliance libraries teach their patrons to start their searches in Summit; most teach their patrons to start their searches in the local catalog and move to Summit if they don’t find what they need locally.

Cataloging workflow Summit union catalog ◦ Summit.worldcat.org ◦ Platform = WorldCat Navigator, a consortial borrowing solution

consisting of a WorldCat Group catalog with interface based on WorldCat.org and integrating the Navigator Request Engine (NRE).

◦ Searches bring up, first, holdings by Alliance Libraries, and these are followed by titles not held by Alliance libraries but held by other OCLC participants worldwide.

◦ Items held by Alliance libraries other than one’s own library can be requested through NRE. Items held by non-Alliance libraries can be requested through ILL.

◦ In order for a member’s holdings to show in Summit, the library’s local MARC record must have an OCLC number, and the library’s holdings must be set on that OCLC record.

◦ The record that displays is the OCLC master record ◦ Holdings, call numbers, and URLs are screen-scraped from the local

bibliographic, item, and holdings records.

Cataloging workflow Brief display for ebook in Summit

Cataloging workflow Access to title in Summit

Cataloging workflow

Cataloging workflow

Cataloging workflow

Two Alliance-wide OCLC Symbols

OCADD – Orbis Cascade Alliance Demand Driven

Holdings on all DDA titles are set on the OCADD symbol by WorldCat Cataloging Partners when the titles first become available.

OCACL – Orbis Cascade Alliance Collections

When a DDA title is purchased, holdings in WorldCat are transferred from OCADD to OCACL by a member of the Team, and member libraries are notified of this.

Cataloging workflow Brief display of DDA title in Summit showing View Now link from WorldCat KB

Cataloging workflow Expanded View Now link showing link to ebook

Cataloging workflow Full View in Summit showing link from KB

Cataloging workflow

YBP Selects Titles Based on

Profile

EBL Sends Records to WorldCat Knowledge

Base

Sends Records to WorldCat Cataloging Partners

WorldCat Knowledge

Base

Weekly

Monthly

WorldCat Cataloging Partners

Weekly

Summit WorldCat

Links Set Holdings on

OCADD

MARC Records For Loading

Cataloging workflow

Displaying DDA links in a library’s local catalog ◦ Links from the Summit KB will NOT display in an individual

library’s instance of WorldCat Local.

◦ If a library wants DDA links to display in its own WorldCat Local, it either has to load MARC records into the local ILS or implement the WorldCat Knowledge Base in their WorldCat Local (or both).

◦ Libraries not using WorldCat Local have to load local MARC records in order to have access to the DDA titles (unless they rely totally on Summit for access).

Cataloging workflow

Accessing DDA Titles Through the Local Catalog

Local ILS (Innovative, Evergreen, … ) WorldCat Local

MARC Records with links in

856 fields

WorldCat Knowledge Base WorldCat

Record load Record load

Holdings set on OCADD

(Already done by WCP)

Links screen scraped from local records

OCLC master record displays

OCLC master Record displays

Record appears in local library’s group and library’s links display

Cataloging workflow Brief display in PCC’s WorldCat Local (KB implemented)

Cataloging workflow Full view in PCC’s WorldCat Local (KB implemented)

Cataloging workflow Choice of record sources: ◦ YBP ◦ EBL ◦ WorldCat Cataloging Partners through YBP ◦ WorldCat Cataloging Partners through EBL

We chose EBL though WorldCat Cataloging Partners ◦ Records available for updating in WorldCat ◦ Records include OCLC numbers (necessary for

Summit and WorldCat Local) ◦ Include properly formatted EBL links

Cataloging workflow

Loading local MARC records ◦ Member libraries are notified via email when MARC records are

available from WorldCat Cataloging Partners, and records can be retrieved there.

◦ Once the records are retrieved, a certain amount of preprocessing must be done on the record file. Much (or all) of this can be done by making use of a MarcEdit Script.

◦ Since each member library’s system is different, it is difficult to establish a single procedure for dealing with the MARC records. However the script will handle most of the changes a library is likely to want to make to these records.

Cataloging workflow MarcEdit Script

'BEGIN 'Modified by Kelley McGrath, kelleym@uoregon.edu for the Alliance DDA

pilot project 'May 27, 2011

'Add7xx = "=740 0\$aOrbis Cascade Alliance EBL DDA pilot."

'Add655Ebook = TRUE

'AddTo856 = "$zConnect to this title online"

'Add9xx1 = "=910 \\$aOrbis Cascade Alliance EBL DDA pilot" 'Add9xx2 = "=947 \\$a???" 'Add9xx3 = "=948 \\$a???" 'Add9xx4 = "=949 \1$a???" 'Add9xx5 = "=9xx \\$a???" 'Add9xx6 = "=9xx \\$a???"

'**PLEASE DO NOT EDIT ANYTHING BELOW THIS POINT**

Cataloging workflow MarcEdit Script Edited for PSU

'BEGIN 'Modified by Kelley McGrath, kelleym@uoregon.edu for the Alliance DDA

pilot project 'May 27, 2011

'Add7xx = "=740 0\$aOrbis Cascade Alliance EBL DDA pilot."

Add655Ebook = TRUE

AddTo856 = "$zConnect to this title online (restricted to PSU and Summit

library users)"

Add9xx1 = "=910 \\$aDDA pilot 8" 'Add9xx2 = "=947 \\$a???" 'Add9xx3 = "=948 \\$a???" Add9xx4 = "=949 $a*recs=bnoovlay;bn=pli;i=/loc=plib/ty=042/sta=-/i2=s;" 'Add9xx5 = "=9xx \\$a???" 'Add9xx6 = "=9xx \\$a???"

'**PLEASE DO NOT EDIT ANYTHING BELOW THIS POINT**

Cataloging workflow =LDR 02237cam 2200373Mu 4500 =001 ocn645096785 =003 OCoLC =005 20110629233027.0 =006 m\\\\\\\\d\\\\\\\\ =007 cr\|n| =008 100629s2010\\\\xx\\\\\\o\\\\\000\0\eng\d =040 \\$aEBLCP$beng$cEBLCP$dOCLCQ$dMHW =020 \\$a9781444324518 =020 \\$a1444324519 =035 \\$a(OCoLC)645096785 =050 \4$aCB361.C24 2011 =082 04$a940.21 =049 \\$aOCAD =100 1\$aCaferro, William. =245 10$aContesting the Renaissance$h[electronic resource]. =260 \\$aChichester :$bJohn Wiley & Sons,$c2010. =300 \\$a1 online resource (263 p.) =490 0\$aContesting the Past =505 0\$aContesting the Renaissance; Contents; Acknowledgments; 1 The Renaissance Question; 2 Individualism: Who Was the Renaissance Man?; 3 Gender: Who Was the Renaissance Woman?; 4 Humanism: Renovation or Innovation? Transmission or Reception?; 5 Economy: Hard Times or Prosperity?; 6 Politics: The Emergence of the Modern State?; 7 Faith and Science: Religious or Rational?; Further Reading; Index. =520 \\$aIn this book, William Caferro asks if the Renaissance was really a period of progress, reason, the emergence of the individual, and the beginning of modernity.:.; An influential investigation into the nature of the European Renaissance.; Summarizes scholarly debates about the nature of the Renaissance.; Engages with specific controversies concerning gender identity, economics, the emergence of the modern state, and reason and faith.; Takes a balanced approach to the many different problems and perspectives that characterize Renaissance studies. =588 \\$aDescription based on print version record. =590 \\$aAlliance DDA title. =650 \4$aHistory. =655 \7$aElectronic books.$2local =776 08$iPrint version:$aCaferro, William$tContesting the Renaissance$dChichester : John Wiley & Sons, Ltd., c2010$z9781405123709 =856 40$uhttp://www.orbis.eblib.com/patron/FullRecord.aspx?p=537385$zConnect to this title online (restricted to PSU and Summit Library users) =938 \\$aEBL - Ebook Library$bEBLB$nEBL537385 =994 \\$a92$bOCADD =910 \\$aDDA pilot 1 =949 \\$a*recs=bnoovlay;bn=pli;i=/loc=plib/ty=042/sta=-/i2=s;

DDA record viewed in MarcEdit after performing edits

Cataloging workflow Record display in PSU’s local OPAC

Cataloging workflow Brief display in PSU’s WorldCat Local (KB not implemented)

Cataloging workflow Full display in PSU’s WorldCat Local (KB not implemented)

Cataloging workflow Dealing with purchased titles

◦ Lists of purchases are made available weekly by EBL and made available to member libraries by the Alliance Lists include titles and EBL record numbers, but not OCLC number Corresponding OCLC numbers are added to the lists by a Team

member and distributed to Alliance libraries

◦ Lists of OCLC numbers are used by a Team member to change holdings in WorldCat from OCADD to OCACL and are also used by the member libraries which have loaded MARC records to change the “project markers” on the records for the purchased titles.

At PSU, “910 $aDDA pilot 1” “910 $aDDA purchase pilot 1”

◦ A file of MARC records for purchased titles only is made available to those member libraries that want to load MARC records only for titles owned.

Cataloging workflow

Dealing with titles deleted from EBL catalog ◦ EBL sends out list of deleted titles with EBL record numbers

◦ A team member keeps a spreadsheet listing the OCLC numbers and EBL numbers of all DDA records received from WorldCat Cataloging Partners

◦ The same team member keeps another spreadsheet with all of the EBL numbers of titles which have appeared on EBL’s delete lists

◦ Whenever new records are received or a new delete list is sent out, the two spreadsheets are compared using the Microsoft Excel VLOOKUP function.

◦ The OCLC numbers of any matches found are sent out to the member libraries so that they can delete or suppress the corresponding records.

Cataloging and DDA Expenditure In order to slow down purchases around the end

of the fiscal year, we have considered suppressing the older records.

This has proven to be somewhat problematic: ◦ EBL can easily remove those titles from the KB load,

but the KB is loaded only once a month, so timing is an issue. ◦ Libraries that have loaded MARC records need to

know which records to suppress Exact search criteria need to be established If not done in a timely manner, patrons may discover dead

links There is a danger that titles will get purchased at the last

minute and when the records are being suppressed, thus timing is an issue here too.

Improvement Improving record quality ◦ Considering sending out upgraded WorldCat records for purchased titles ◦ What about upgrading records before purchase? Who will do this? Make use of OCLC Bibliographic Notification?

Added costs? There are issues with the local edits made by each library

One big question mark: the Alliance is moving to a shared ILS ◦ Not totally clear yet what this will be like, but it will at least make record

loads much easier ◦ Therefore difficult to decide on major changes in workflow right now

Continuing the work into the future ◦ Who will be doing what?

Questions?

Tom Larsen ◦ larsent@pdx.edu