getting it system toolkit: a customizable future for ill & acquisition
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GIST making informed decisions and workflow of buying, borrowing, downloading
or viewing… easier.
Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan
State University of New York, Geneseo College
Getting It System ToolkitA customizable future for ILL & Acquisition
Excerpts from Charleston Conference, November 2009
& NE-ASIST Conference, December 2009& ALA Midwinter – ILL Discussion Group, Jan.
2010
What is GIST?
A system for:enhancing user’s request experience &
delivery service enabling user-initiated purchasing requests
for acquisitions and interlibrary loan;enhancing coordinated collection
development;Merging Acquisitions and ILL request
workflow using ILLiad (ILL request management software)
Purchase Request
E-Reserve Request
Rare Materials Scan Request
Special Collection Duplication Request
Video Booking Request
Library Services are fragmented byLibrary Services are fragmented byRequest Systems thatRequest Systems that
Reinforce functional divisionsReinforce functional divisions
Service Request – what context?
Interlibrary Services Request
Purchase Request
We need a strategy that leverages strengths
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?
It’s the Economy…April 6, 2008 a day in the life of ILL…
110 borrowing requests for loans came into SUNY Geneseo, of these… 79.1% or 87 items could be purchase from Amazon; about 46% could be purchased for under the ARL unit cost for borrowing: $17.50
Over 1/3 could be purchased for less than $10 used(almost 1/5 for less than $5)
Over 1/5 could be purchased new for less than $10.
Price of lending charges is often higher than the price to buy.•Massive weeding of libraries is exponentially increasing the availability and reducing prices of buying.•Libraries increasing their lending charges are more reliant on revenue that is going away.
“retrospective buying projects are feasible… and for monographs, purchase may be a reasonable substitute for interlibrary loan.”
Holley & Ankem, 2005
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
User Interface for GIST at Geneseo
Very customizableStatus specificContext sensitive
Standalone w/ISBN searchDefault Loan FormOpen URLBook Chapter Form
Elements a la carte
Customizable GIST Request Form
UserInterface
(Customizable display & fields)
StaffInterface
(Customizable display & fields)
User Interface•Runs from ILLiad web server, all components can be turned off and/or hidden from user view.•Display text is configurable•Works with your style-sheets•And more…
Staff Interface•ILLiad 8.0 allows customizing field names.•You can configure data the way you want staff to see the data from user interface side, and run routing rules based on the values; i.e. available full text, purchase request suggested, etc.•And more…
Worldcat API – Library Availability User sees if owned locally, easy click to catalog, and sees estimated turnaround time.
ILL & Acquisitions staff see if held locally, and # holdings in 2 configurable groups (consortia, state, etc.)
Google BooksUser sees Table of Contents, No-Partial, & Full Text Views.
Staff see if full text in Google (GOOGL) OCLC symbol
Hathi Trust User sees link to full-text version from Hathi Trust
ILL & Acquisitions staff see if held at Hathi Trust, and GIST 1.1 embeds the direct link to the work using a TinyURL APIIndex DataUser sees if full text or audio version in Open Content Alliance, Gutenberg, Internet Archive, etc.
Staff see if full text OCA (INARC) OCLC symbol
Amazon APIEnhances users request evaluation with Reviews, Ranking, Cover, and quick link to Amazon.
Price was moved into Purchasing Options window.
Purchasing OptionsUser sees price to purchase from Amazon API with New & Lowest Price listed (used) – user may want to purchase from this link. If they do, Amazon provides our AWS account a credit for referring someone to purchase.
ILL & Acquisition Staff see the New & Lowest Price in the ILLiad requests. Better World Books, Google APIs are also currently used for pricing.
ILLiad ILL Request FormCustom, Standalone, OpenURL, Status Specific
GIST 1.1 Update
Hathi Trust AddedUser sees link to full-text version from Hathi Trust
ILL & Acquisitions staff see if held at Hathi Trust, and GIST 1.1 embeds the direct link to the work using a TinyURL API
Adapt GIST to your setting
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.
Range of customization
Submitted Purchase Requests
Faculty Department
Requires Review
Item Locally Held
Item Held by Too
Many CCD Libraries
Request Meets
Criteria
Faculty Rep Review
Librarian Review
Item in Pre-PublicationItem
Ordered, User
Notified
Item Arrives & Processed
Denied by Reviewer
Insufficient Funds
Remaining
Item Delivered,
User Notified
Staff Evaluation
Route to ILL for
Borrowing
ILL & ACQ Workflow
Requests are Transferable
ILL & ACQ Workflow
ILL requests routed to Acquisitions 8 total (August to October 2009)
0.38% of ILL requests
Documentation & downloads @ http://toolkit.idsproject.org/
GIST DocumentationHTML, scripts, custom layouts, & email
templatesComplete installation & implementation
guideSample routing rules, email routing, &
custom queuesHow to get started using a test
implementation
Sample routing rule with copy & paste MatchString
GIST RequirementsILLiad 8 clientStaff manager accessCustomization Manager accessAccess to your ILLiad web server (written
on .net framework so GIST will work for OCLC hosted sites)
Basic knowledge of HTML and CSSCommunication & coordination between
acquisitions, ILL, & administration
Easy Installation1. Back up your current ILLiad Web Directory2. Download the current version of GIST3. Extract the Zip file to your ILLiad Web
Directory.4. Obtain an Amazon Web Services key, an
Amazon Secret Key (same page) and a WorldCat API key.
5. Enter the keys along with your library information into the GIST.config file.
6. Update the web.config so that it has a newer Modified Date.
We guide you through…Creating the necessary routing rules &
custom queuesCreating email routing for your workflowManaging access to the client for
acquisitions staffCustomizing your ILLiad web pagesRepurposing ILLiad’s request fieldsCustomizing the client interface
Sharing & Evolving GIST
Version 2 in development (to be released August 3-4, 2010)
Gift (& Weed) Management Processing: Automate gift selection & acknowledgement processing with collection building profile services. Same data is useful for weeding evaluation.
Budget 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, automate some purchasing, review & approvals systems, etc.
Other Data Services: Articles, Book Burro, IDS Project Data, Copyright Clearance, book jobbers, videos, OCLC Holdings & record download to ILS.
Goal is to work with vendors to add more services and API connectors with book jobbers, etc. You can help! Ask your vendors to work with us.
GIST 1.0 Released August 15th, 2009 (creative commons license )Current Version is 1.0.5GIST-L Listserv: http://mail.geneseo.edu/mailman/listinfo/gist-lDocumentation wiki: http://toolkit.idsproject.org/doku.php?id=wiki:gist
GIFT Manager Interface
>100 do not >100 do not
keepkeep
GIFT Manager – Title Search
GIFT Manager – a keeper…
GIFT Manager – OCLC Connexion
GIFT Manager - Cataloging
GIFT Manager – Automated donor letters
Collection Maintenance with Weed Manager
GIST GM Workflow MapGIST GM
Gift Processing
Search &/or Enter Donor Name(Anonymous used if no donor)
Wand in ISBN# or enter OCLC#Searches Amazon, Better World Books,
Google Books, WorldCat, etc.
Do not Accept
De-selection Processing
Review Required Weed Item
Email/Print sent
Librarian
Remove Holdings from ILS
Detach OCLC symbol
YESNO
Statistics? # or LC conspectus?
Manual process: Withdrawn stamp
Amazon, Better World Books, B-Logistics, etc.
Accept Review
List created for donor letter & stats. Import & Export possibilities.
Amazon, Book Sale, Better
World Books, B-Logistics, etc.
Attach holdings, download record, create
spine label, barcode
Collection Building Profile
Modified Conspectus Configuration File
Wand in ISBN# or enter OCLC# Searches Amazon, Better World Books, Google Books, WorldCat, etc.
GIST v. 3 & ALIAS
Automate decision & processing•Free sources
•Pay-per-view sources
•OCLC lenders that charge
•and copyright royalty fees if ILL
Getting It System Toolkit (GIST)
GIST Team (SUNY Geneseo)Tim Bowersox, GIST Web Interface and ILLiad Workflow DesignerCyril Oberlander, Project ConsultantKate Pitcher, GIST Acquisition and Collection Development DesignerEd Rivenburgh, Project SponsorMark Sullivan, Project Manager & Geneseo Programmer
GIST Grant FundingRochester Regional Library Council – Regional Bibliographic Databases & Interlibrary Resources Sharing Grant
Worldcat API Programming ConsultantsKyle Banerjee, Digital Services Program Manager at the Orbis Cascade AllianceTerry Reese, Oregon State University
http://idsproject.org/Tools/GIST.aspx
49
How can we collaborate?To The Seventh Annual
Information Delivery Services (IDS)
Summer Conference!
August 3-4, 2010 Idsproject.org you are invited
Oswego, NY
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