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