1 the information delivery services (ids) project: creating a highly-effective & innovative...

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The Information Delivery Services (IDS) Project:

Creating a Highly-effective & Innovative Resource Sharing System

2009

2008 InnovationAward Winner

IDSProject.org40th Annual Colorado Interlibrary Loan

Conference April 30, 2009

Serial Expenditures (+321%)

Serial Unit Cost (+180%)

Monograph Expenditures (+82%)

Monograph Unit Cost (+78%)

Serials Purchased (+51%)

Monographs Purchased (+1%)

SUNY Arts & Sciences LibrariesMonograph Purchase Comparison

Trends

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• Hat-in-hand approach to acquiring needed resources

• Fees for loaning materials or they don’t loan at all

• Frequently limited staff time is committed to local ILL operations

• Borrowing first priority--lending later• Quality of reproduced material uneven• Time of delivery undependable• Offers no guarantees to users• Does not fit undergraduate (or our) last minute

research requirements• Information retrieval expectations build around

speed of Internet and perceived “abundance of resources.

IDS PROJECTSUCCESS

Extensive involvement

and training of support staff

Handle both returnable and non-returnable

items

Active leadership of

library administration

Rigorous transaction data analysis at

each library leading to informed decision-

making

Transmitted items meet requirements for

bibliographicaccuracy and high-quality

reproduction

Continuous “real-time” monitoring of project

activities & effectiveness at each

site

Contractual performance

standards

Mutual accountability –

“trust but verify”

IDS Project Spring 2009

Student Head-Count: ~ 210,000

Faculty Head-Count: ~ 13,000

Total Volumes: ~ 35,000,000

CUNY

IDS Project Strategy

• Emphasis on building “a unified community of trust & support”

• Total voluntary participation—annual contract

• No startup or annual membership fees

• Commitment of talent and time of members

• Trained teams of volunteer mentors (applications & technical)

• User-centric definition of an ILL transaction

• No library-to-library charges

• Extensive sharing of eJournals

• Very nimble organization—move quickly to seize opportunities

82009

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IDS PROJECT.ORG

2009

Do we have the individual and collective will to meet today’s users’ demands for information by dramatically transforming the current operations within our individual libraries—and by radically reshaping the historic organizational relationships among our libraries?

Scary Ideas

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Scary Idea #1“My Library is Your

Library!”“Your Library is My

Library!”

Scary Idea #2“My Fate is in Your

Hands!”“Your Fate is in My

Hands!”

A unified community of trust and support built around a critical and clearly understood common purpose: effective resource sharing.

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IDS PROJECT.ORG

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IDS Project Mentors 2009:Back row (l-r): Adam Traub (St. John Fisher), Gregg Kiehl (Tompkins Cortland CC), Janet Ferry (Fredonia), Christine Sizak (Nazareth), Carrie Eastman (Purchase), Michelle Parry (Oswego), and Mark Sullivan (Geneseo)Front row (l-r): Corey Ha (Geneseo), Andy Perry (New Paltz), Mike Curtis (Broome CC), and Pam Flinton (Oneonta) Missing from the picture: Beth Posner (CUNY Graduate Center) and Kevin Reiss (CUNY Graduate Center)

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Welcome!To The Sixth Annual

Information Delivery Services (IDS)

Summer Conference!

August 4-5, 2009

Oswego, NY

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User-centric Definition of IDS Transaction

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From the time the user places a request until the time the user is notified the loan is ready for pickup or the article is ready to be retrieved from the Web

2009

Adherence to contractual

performance standards

(Weekends and Holidays Excluded)

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Articles: 48 hoursLoans: 72 hours

2009

IDS ProjectWeb Server

Atlas Systems

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IDS Transaction Performance Analysis Module (TPAM)

2009

Library 1 Library 2 Library 3 Library 4 Library 5 Library 6 Library 7 Library 8 Library 9 Library 10 Library 11 Library 12 Library 13 Library 14 Library 15 Library 16 Library 17 Library 18 Library 19 Library 20 Library 21 Library 22 Library 23

Library 1

Library 2

Library 3 NR NR NR

Library 4 NR NR NR

Library 5 NR NR

Library 6 NR NR NR NR

Library 7 NR NR

Library 8 NR NR NR NR NR NR NR NR NR

Library 9 NR NR NR NR NR NR NR NR NR NR NR

Library 10 NR NR NR

Library 11

Library 12

Library 13 NR

Library 14 NR NR NR

Library 15 NR NR NR

Library 16 NR NR

Library 17 NR NR

Library 18 NR NR

Library 19 NR NR NR

Library 20 NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR

Library 21 NR NR NR NR NR

Library 22 NR NR NR NR

Library 23 NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR

Articles for 09/01/2007 to 12/31/2007 Extremes ExcludedLENDING LIBRARIES

Articles for 09/01/2007 to 12/31/2007 Extremes ExcludedLENDING LIBRARIES

Borrowing Library : 10Lending Library: 1318.1 hours for 5 Article(s)

Project Overview Chart

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Library 1 Library 2

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Tracking History

Submitted by Customer 1/22/2008 3:45:25 PM

Awaiting Copyright Clearance 1/22/2008 3:48:25 PM

Awaiting Request Processing 1/23/2008 8:33:53 AM

Awaiting Faculty Request Processing 1/23/2008 8:33:54 AM

Processing 1/23/2008

Request in Processing 1/23/2008 8:44:51 AM

Request Sent 1/23/2008 8:45:49 AM

Imported from OCLC 1/23/2008 8:45:11 AM

Awaiting IDS Pilot Project Lending Request 1/23/2008 8:46:11 AM

Request in Processing 1/23/2008 8:45:47 AM

Awaiting Stacks Searching 1/23/2008 8:47:59 AM

In Stacks Searching 1/23/2008 8:51:37 AM

Awaiting Odyssey Scanning 1/23/2008 12:50:50 PM

Awaiting Odyssey Sending 1/23/2008 12:51:57 PM

Odyssey Complete 1/23/2008 12:53:16 PM

Request Finished 1/23/2008 12:53:16 PM

Odyssey Document Received 1/23/2008 12:53:15 PM

Delivered to Web 1/23/2008 12:53:37 PM

Request Finished 3/24/2008 4:18:09 PM

Borrowing Library

ILL Number: 38875741Transaction Time: 20.9 hours

Lending Library

• Library staff allocation and responsibilities – cross training

• Work flow modifications• Staffing schedules• Odyssey Trusted Sender

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2009

2009

Outcomes

2004 2005 2006 2007 20080

10,000

20,000

30,000

40,000

50,000

60,000

70,000

8,697

15,27818,443 20,823

30,5348,715

16,707

20,55721,680

33,995

Filled Loans

Filled Articles

Cumulative Total: 195,429

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Request Type% filled within the Project

Loans 49%

Articles 48%

2009

Fall 2008

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Hours # of Requests % Filled Total % FilledUnder 6 4 1.03% 0.0%

6 - 12 11 0.08% 0.1% 12 - 18 30 0.2% 0.3% 18 - 24 117 0.9% 1.2% 24 - 30 168 1.27% 2.5% 30 - 36 301 2.28% 4.8% 36 - 42 800 6.07% 10.8%42 - 48 1,086 8.24% 19.1% 48 - 54 942 7.14% 26.2% 54 - 60 588 4.46% 30.7% 60 - 66 999 7.58% 38.3% 66 - 72 1,189 9.02% 47.3% 72 - 78 778 5.90% 53.2% 78 - 84 437 3.31% 56.5% 84 - 90 727 5.51% 62.0% 90 - 96 736 5.58% 67.6%

Above 96 4,265 32.36% 99.9%Total 13,178

Number of Requests Per Time Period for All LoansLoans for 09/ 01/ 2008 to 12/ 31/ 2008

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Hours # of Requests % Filled Total % FilledUnder 6 1,060 8.57% 8.6%

6 - 12 896 7.25% 15.8%12 - 18 1,732 14.01% 29.8%18 - 24 2,341 18.94% 48.8%24 - 30 1,203 9.73% 58.5%30 - 36 840 6.79% 65.3%36 - 42 1,063 8.60% 73.9%42 - 48 962 7.78% 81.7%48 - 54 396 3.20% 84.9%54 - 60 285 2.30% 87.2%60 - 66 354 2.86% 90.0%66 - 72 314 2.54% 92.6%72 - 78 151 1.22% 93.8%78 - 84 83 0.67% 94.5%84 - 90 134 1.08% 95.5%90 - 96 77 0.62% 96.2%

Above 96 466 3.77% 99.9%Total 12,357

Number of Requests Per Time Period for All Articles

Articles for 09/ 01/ 2008 to 12/ 23/ 2008

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382009

KUDZU/IDS Pilot Project Participants

1. Clemson University

2. Mississippi State University

3. University of Alabama at Birmingham

4. University of Kentucky

5. University of Mississippi

6. University of North Carolina at Charlotte

7. University of North Carolina at Greensboro

8. University of Tennessee

9. Vanderbilt University

10. Wake Forest University

11. University of Central Florida (ASERL)

12. University of South Florida (ASERL)

Requests Filled in the Project

Requests Filled outside the Project

Article Fill Rate 33%Fall 2004

Fill Rate Analysis

Requests Filled in the Project

Requests Filled outside the Project

Electronic Articles Could Increase Fill Rate up to 66%

Fall 2004

Potential Fill Rate – if eSerials discovered

TARGETS URLLicen

seDate

CheckedChecked

byComments

INSTITUTE OF PHYSICS JOURNALS

http://www.iop.org/EJ/librarians/-page=librarians/0031-9120/1#print

P2/28/2007

TiedeUnder “librarians” page

Yes, No, Silent, etc. This License

is Paper Copy Only

1.3.

Generic License Management

EnterInformationin Database

http://www.iop.org/EJ/librarians/-page=librarians/0031-9120/1#print

Q. What about interlibrary loans?A. Institutions October use hard copies derived directly or indirectly from the electronic edition of the publications for the purpose of inter-library loan with the same limitations that apply to paper copies for that purpose made from the print edition of the journals. Specifically, copies must be made in compliance with Section 108 of the Copyright Act of the USA and Technological Uses of Copyrighted Works (CONTU Guidelines), the text of which is available as part of USA Copyright Office Circular 21. The electronic transmission of copies of articles for inter-library loan purposes is not allowed.

Search for Provider

in a Search Engine

2.

Can’t find?

publisher

4. Record response

in database

412009

Generic License Management

ILL Rights

422009

2,107 Targets = Aggregators, providers, & publishers for over 93K journal titles

ILL OK 953 45.2%ILL OK, Print then eSend 314 15.0%ILL OK, Print Only 302 14.3%ILL OK, Silent License 215 10.2%ILL NOT OK 258 12.2%Not Processed Yet 65 3.1%Total: 2,107 100%

OpenURLResolvers

Database of eJournals held by

IDS Project libraries

Licensing Database

IDS eJournal Availability ServiceZ39.50 catalog displays ILL availability

Title, Year, Volume, Issue, License

IDS Project eJournal Availability Service (aka ALIAS)

eJournal Availability Service

Which Library has it

Year & ILL Permissions

Discovery in ILL – Eureka ! but…

Pre-ALIAS Article Borrowing• 25 hours (avg.) before requests sent to

Lending Library

• Total turnaround time: 30 hours (avg.)

• ALIAS can reduce that to: just 5 hours…

http://www.atlas-sys.com/company/newsletter/archive/OracleNewsletterWinter2009.pdf

Unmediated requesting eliminates 1 day delay

ALIAS: Licensing Database

ILLIAD

Patron Request

Query ISSN, date

Library Codes for valid dates and licenses

Awaiting Request Processing –

Manual Process

Article Licensing Information Availability Service (ALIAS)

IDS Service

Local Holdings Queue

Request Sent to OCLC

Article Direct Request –

Automatic Process

Partnering with Atlas Systems, Inc.

Configurable Load Leveling

Atlas Systems, Inc.Atlas solves Load Balancing

Tracking example of successful transaction in ILLiad Client

Sent to Request Sent in 1 minute & filled in 3 ½ hours(after copyright clearance)

Success

Tracking example if unable to process w/ ALIAS in ILLiad Client

Notes about no ISSN match, etc.

ALIAS tries, but no match

ALIAS Article Direct Request & Odyssey Trusted Sender

Patron Request

Borrowing LibraryThe borrowing library never touches the request…

The lending library downloads from eJournal and sends through Odyssey. The staff never photocopies or goes to the stacks…

The patron receives the requested article within a few hours…

Lending Library

Look – no hands

Results so farResults: 50% unmediated & 2.04 hours avg. turnaround time

Future of ALIASProblem Statement

The main problem is that ILL community (OCLC WRS/ILLiad) workflow lacks essential tools for effective article requests, i.e.:

• Direct Request for Articles• Discovery of libraries actual journal holdings (and provisions);

• license terms are local, except for libraries adding ILLOK to summary holdings (LHR)

• library holdings in print, microform, and electronic are not FRBR-ized, so borrowing libraries lack the tools they need for efficient article resource sharing.

Solution

• Develop the IDS Service like service in partnership with Atlas & OCLC as a service that can be utilized by WRS & ILLiad libraries.

• Explore adding local ERM functionality to the generic ERM service.

OCLC, Atlas & IDS Project

Workflow Toolkit

Workflow Toolkit version 2 http://toolkit.idsproject.org/

Continual InnovationProjects in Progress…

Technology Advisory Group (TAG)• IDS Search Engine – consortia catalog based on

Worldcat API & other services.

• Workflow enhancements

GIST Project• Getting It System Toolkit (GIST)

Sense-making

for us & users

ContextSensitiveWorkflow

Buying Domain

Renti

ng

Dom

ain

Borr

owin

g /

Libr

ary

Dom

ain

Free Domain

Purchase Request

Getting It System Toolkit (GIST): http://idsproject.org/Tools/GIST.aspx

Focuses on enhancing Acquisition, Collection Development & ILL workflow

Interlibrary Services Request

Email from php website Requests managed with;• automation, • links to Worldcat,• email system (custom & canned),• transparent process to user.

Staff mediated processBlack box process for user

OR

Strategy?

Strategies – Cost, Uniqueness, Use

Why Purchase on Demand / Just in Time Acquisition…One study of Purchase on Demand books found that within 5 months:

• 28.7% ILL Purchase on Demand books checked out again.• 18% Regular Acquisition books were checked out once.Ward, 2002

Getting It System Toolkit – conceptual framework

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Proposed Integrating Services within ILL workflow • User Recommendations• Just in Time Acquisition:

• Cost• Buy for Library, attach OCLC symbol, &/or download to ILS

• Collection Development:• Refer to selector for review,• Collection building data profiles; LC#, Language, Publisher,

Growth factor, etc.• Other options: rent for user, Google Book, OCA, etc.

GIST starts with user interface development

Asking questions to promote dialogue

• Recommend Library Acquire button• Add purchase price and current

department/faculty resource budget to request form.

• Note availability among IDS Project Libraries and/or area libraries

• Ask questions?• How important is this work for the

library to consider buying? Moderately Useful to Essential

• How long might you expect this work to be relevant?

• Using a rating (1 low – 5 high) how important is this to your students?

• Did a colleague recommend this?

GIST Test Interface

Amazon Ranking Test

What are the best questions?

Open URL &/or

Standalone Request

ILLiad Client View: Price to Purchase

Iterative process: GIST Test #2

GIST ver. 1 (Target: Aug. 2009)

@ points of Discovery GIST data services include:Amazon Price Grabber (Built by PSU, modified by Mark)• Display’s cost to buy item• Rank/Review• Condition, etc.

Worldcat API • Displays # of NY, RRLC & IDS

Project Libraries holding item

Other Data• Google Books & more, see ver. 2…

User input• Ask user if the library should

collect this – using variety of criteria such as essential readings for teaching and learning, etc.

• Ask user format preference? Audio-book, eBook, etc.

ILLiad workflow(with data services added)

ILLiad web request forms

Hybrid workflow• Custom queues• Custom email routings & text files• Purchase on Demand workflow

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GIST ver. 2 (target: Aug. 2010)@ point of Discovery…

Version 2 FeaturesBudget Management: Grant, individual, and department budgets can be shown and selected i.e.: This item costs $45.43; your department book budget is $567, do you want to continue with this order? Includes budget and account transaction tracking, review & approvals systems.

Other Data: Book Burro, IDS Project Data, Copyright Clearance, book jobbers, OCLC Holdings & record download to ILS.

Gift Management Processing: Automate gift selection and acknowledgement processing with collection building profile services.

ILLiad Client workflow(with extra data pulled in)

ILLiad web request forms

Hybrid workflow• Custom queues• Custom email routings & text files• Purchase on Demand & Purchasing workflow

GIST is customizable

Library A

GIST tools used to enhance ILL Purchase on Demand only.

Library B

GIST used by Librarians.

GIST also used only by Librarians to help their selection.

Library C

GIST used selectively.

GIST also used by Faculty, with Librarian Review.

Library D

GIST default with collection building parameters.

GIST 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.

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Where to next…Community aspects of the IDS Project

• How do we best identify current and emerging needs of our member libraries, and respond with cooperation?

• Is volunteer training & mentoring sustainable for sharing best practices?

• How many more libraries can be added and still maintain the project’s major goal of having a--“unified community of trust and support…”?

• How can we join forces with other innovative groups to jointly address critical challenges surrounding cooperative resource sharing?

Thank youIDS Project Contact

InformationURL: IDSProject.org

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2009

Project Director: Ed Rivenburgh edr@geneseo.edu 585-245-5591Internal Project Consultant: Cyril Oberlander cyril@geneseo.edu 585-245-5528Systems Administrator: Mark Sullivan sullivm@geneseo.edu 585-245-5698Web Master: Corey Ha ha@geneseo.edu 585-245-5584Project Coordinator: Sonja Landes landes@geneseo.edu 585-245-5537IDS Librarian: Tim Bowersox bowersox@geneseo.edu 585-245-5589