07 February 20131

Digitisation and TADC at Nottingham Trent

07 February 20132

Dorothy Atherton, Services Manager - Resource Acquisitions and Supply

Supporting NTU Strategy with Talis Aspire

07 February 20133

Agenda

• Digitisation at NTU

• Why did we need TADC?

• Our Pilot

• What’s so good about TADC?

• What’s still to come?

Some background on our digitisation service

• Grew up in an ‘ad-hoc’ way through word of mouth

• Used with enthusiasm by a limited number of academics, mostly in

Education, Social Sciences, Arts and Humanities

• A well regarded, bespoke, almost personalised service

• Requests made to a generic mailbox. We encouraged use of a

request grid

• Lots of contact between digitisation team and individual academics.

Good open channels of communication

• Work ordered and prioritised according to need-by date. This

allowed flexibility for processing urgent requests, and spread the

workload.

• We delivered content via the VLE

• We currently use PackTracker

07 February 20134

Some Facts and Figures

07 February 20135

0

500

1000

1500

2000

2500

3000

2007/8 2008/9 2009/10 2010/11 2011/12

Digitised Texts at NTU

Number of Digitised Texts on VLE

Number of New Requests

07 February 20136

Digitised Texts by School 2011/12

A&D

NBS

SBE

EDU

ACC

LLR

LAW

SS

SST

ARES

Some background on our digitisation service

• Grew up in an ‘ad-hoc’ way through word of mouth

• Used with enthusiasm by a limited number of academics, mostly in

Education, Social Sciences, Arts and Humanities

• A well regarded, bespoke, almost personalised service

• Requests made to a generic mailbox. We encouraged use of a

request grid

• Lots of contact between digitisation team and individual academics.

Good open channels of communication

• Work ordered and prioritised according to need-by date. This

allowed flexibility for processing urgent requests, and spread the

workload.

• We delivered content via the VLE

• We currently use PackTracker

07 February 20137

DigitisationLink

Checking

‘One Touch’ process – single seamless workflow

Easy access in most appropriate format

Optimise throughput time

Acquisitions

A single, seamless, integrated, monitored,

workflow for the timely acquisition, review,

creation, sourcing and delivery of all resource

list materials in the most accessible and appropriate

format for our students.

07 February 20139

But as digitisation became part of RLMS…..

Easy access in the most appropriate

format

• Digitised documents still accessed via VLE

• Legacy documents not represented on Aspire

• No robust way of linking from Aspire to VLE

• Students had to go outside Aspire to access texts

Throughput times

• Throughput time grew longer – targets missed

• Requests submitted later

• Lists ‘queuing’ in acquisitions

• No standard request format meant missing information

• No ‘need by’ dates

• Single point of contact proved to be a frustration

Single seamless workflow

• Academics found Aspire confusing and frustrating for digitisation requests

• Loop backs between teams

• Digitisation record keeping more fragmented and difficult to maintain – lots of keying!

The quality of the digitisation service had diminished with Aspire. How could we improve it again?

07 February 201310

•Mandatory fields for bib data

•Need by dates

•Flagging where access was needed to a particular extract

Better quality requests

•Avoid queues

•Digitisation requests submitted as soon as possible

•Digitisation requests submitted separately but still within Aspire

Requests to reach the team more

quickly

•Way of linking to VLE?

•New storage/delivery solution for digitised texts

Discovery of digitised resources directly from Aspire

Our knights in shining armour!

07 February 201311

Invitation to express interest in becoming a development partner

Our pilot proposal was accepted

Further visit to NTU from Talis reps

Further discussion of our current workflows and processes

Workshop with five other HEIs

Demonstration of a working prototype

HEI reps encouraged to try the application and express opinions

Collecting feedback and ideas

Initial meeting with Chris Clarke

Showed good understanding of issues related to digitisation

Asked us the right questionsEmphasis that Talis had been in

discussion with CLA

Our Pilot

07 February 201312

Period of off-line testing (trying to break the product)

Selection of two pilot schools and 6 pilot modules

Digitisation team make first live requests for legacy documents

Liaison Librarians make live requests for new documents

Request permissions rolled out to academics in pilot schools

Feedback and Consultation

Request permissions rolled out to all academics

Recommendations to SMT

Communication with Talis

07 February 201313

•

•Weekly bulletin

• TADC Homepage

•Weekly phone call

•Weekly phone

• Email

• Site visits

• Ideas

• Dig team

• ALT

• Academics

• Students

TestingFeedback to Talis

Talis acts on

feedback

Changes and developments reported

So …….. How does TADC work?

TADC RLMS

The Concierge

The Packer

The Sentry

The Vault

07 February 201314

07 February 201315

List has to reach dig team (2 days – 2 months)

Find and fill in missing details bibliographic details

Chase academic via ALT for need by date/details?

Check catalogue/supplier listings

• Do we have electronic access

• Do we stock the item in print?

• Do we have a later edition?

• Is there a later edition that we do not stock?

Check CLA requirements (Judgement call?)

• Is it on UK excluded list?

• Is it on US excluded list?

• Is it published in a mandating territory?

• Check extent

• Already on list?

• Has it been used on any other list?

Enter details on Pack Tracker

• Enter details of module:

•Module name, number and school

• Enter contact details (Use NOW to find course leader)

•Use NOW to find student numbers

• Enter full bibliographic details of request

• Enter statuses and CLA information

Rollover!

Concierge checks all documents

List of exceptions presented for ‘sanity checking’

Emails to academics with full info and usage stats

Content rolled over according to academic’s replies

07 February 201316

07 February 201317

• All texts accessed directly through Aspire

• Academics can flag possible digitisation requests

• Validation issues raised with academics at time of request –educating our users

• Management of authentication

• More control of which texts are accessible at what times

• Transformation of end of year rollover

Easy, validated access in the

most appropriate format

07 February 201318

• Academic requesting still within Aspire

• Much easier request process for academics to manage

• Workflows within dig team much simpler – less keying of data, only one set of records to manage

• Many previously manual tasks automated

• Another tool to help with copyright compliance

• Transformation of end of year rollover

Single seamless workflow

How will TADC help?

07 February 201319

•Allows requests to be made independently of the rest of the list

•No queuing

•Better quality request data

•Need by dates!

•More automation of checking saves time for staff

• Less time keying in data

Throughput Times

What’s still missing?

07 February 201320

Information entered in TADC to carry through to Aspire

Ability for two-way communication with academics

Linking digitisation status to review screen

Concierge to search where an eBook is available

More flexibility in manipulation of document in viewer

More detailed suite of reports

Notes field

07 February 201321

Questions or comments?

NTU Resource Lists

http://resourcelists.ntu.ac.uk

• Dorothy Atherton, dorothy.atherton@ntu.ac.uk

Libraries and Learning Resources, Nottingham Trent University