Tom KlinglerAssistant Dean, University LibrariesKent State Universitytk@kent.edu

Lessons from OhioLINK for BdREN

First… Thank you for inviting me !

Lessons from OhioLINK for BdREN

OhioLINK, the academic library consortium in Ohio, USA, was formed in 1990.

In the past 25 years, OhioLINK has dealt with many of the same digital library issues that now face BdREN and UGC. These issues include management, committee membership, decision making, cost for content, scope of content, staffing, infrastructure, scope of membership, and many others.

In this talk, Tom Klingler, who has worked on a wide variety of OhioLINK committees continuously since 1988, offers some lessons from OhioLINK that might apply to BdREN.

These lessons include successes and mistakes.

BangladeshOhioLINK

• 83 institutions-- including 29 universities

• 147,570 square kilometers• 960,654 university students

• 94 institutions-- including 12 universities

• 116,098 square kilometers• 600,000 university students

OhioLINK…• history• members• structure • budget• technologies• content • maintenance• challenges

• OhioLINK history https://ohiolink.edu/content/history

1986: library study and construction requests

1987: Ohio Board of Regents asks for new approach to problemOur goal was resource sharing and collection storage.We were NOT planning a digital library in 1987 !

1988--1990: first planning committee, RFP and selection of Innovative Interfaces, Inc. (III) as vendor

1992-1994: installation of systems at OhioLINK and the universitieswith state funding

• OhioLINK history https://ohiolink.edu/content/history

1992: design of INN-Reach System with III for state-wide lending

1992: start of central purchasing of online research databasesstarted with three databases as a side project

1996: growth and expansion of membership, content, services

2009: reorganization into OH-TECH division of state government

• OhioLINK members https://ohiolink.edu/members

1988-1994: charter members (12 universities and State Library)

1994: small schools, private schools, community colleges begin to join

2015: now 94 higher education institutions in Ohio

2015: +600,000 users at member institutions

• OhioLINK structure (organization)

• Ohio Board of Regents (OBOR) (similar to UGC)https://www.ohiohighered.org/

--Ohio Technology Consortium (OH-TECH) https://www.oh-tech.org/

--OARnet (network)--eStudent Services --Ohio Supercomputer Center--OhioLINK

https://ohiolink.edu/content/governance_and_committees

• OhioLINK structure (committees)https://ohiolink.edu/content/governance_and_committees

1. OhioLINK Advisory BoardSome provosts and library deans/directors

2. Library Advisory Council Coordinating CommitteeSubset of Library Advisory Council

3. Library Advisory CouncilLibrary deans/directors

4. Lead Implementors Systems librarians at each school

• OhioLINK structure (committees)https://ohiolink.edu/content/governance_and_committees

5. Cooperative Information Resources Management CommitteeCollection Management librarians – recommend content purchases

6. Database Management and Standards CommitteeCatalogers

7. Intercampus Services CommitteeCirculation / lending / delivery

8. User Services Committee Reference librarians -- user interface, search performance,…

• OhioLINK structure (technology)

1. Central catalog fed by 60 local catalogs--an architecture that made sense in 1990

2. Five shared remote storage facilities for physical volumes--recall our construction requests in 1988

3. Separate catalog for remote storage facility holdings-- to improve traffic and processing-- to facilitate weeding and de-duplication-- but, only 9 of 13 storage institutions participate today

• OhioLINK structure (technology)

4. Central loading of e-journal content in the Electronic Journal Center and e-book content in the Electronic Book Center

-- best approach from 1990s through 2008-- we continue much local loading today-- some publishers now forbid the local loading of full text

on OhioLINK servers

5. Moving forward: a mix of local loading and hosted content

• OhioLINK budget – REVENUE

• From member institutions: $33 million (KSU: $ 1.8 million)• From Board of Regents: $ 6 million

– Total: $ 39 million

– EXPENSES• E-content: $ 35 million• OH-Tech technology: $ 1.5 million• Courier: $ 1.1 million• Staff: $ 800,000• Equip/software/misc: $ 669,000• Depositories: $ 200,000

– Total: $39 million

• OhioLINK budget: E-content– Elsevier: $ 12.7 million– Wiley: $ 4.7 million– Springer: $ 4.5 million– American Chemical Society: $ 1.5 million– Sage: $ 1.3 million– PsycARTICLES: $ 651,000– Institute of Physics: $ 623,000– Etc…… $ 9.0 million

• Total E-content: $ 35 million

• OhioLINK technologies1. Central catalog and local catalogs

Innovative Interfaces, Inc. http://www.iii.comCentral: http://olc1.ohiolink.edu/search Local: http://kentlink.kent.edu

2. EJC: Electronic Journal Centerhome-grown; soon to be re-writtenhttp://journals.ohiolink.edu/ejc/index.cgi

3. EBC: Electronic Book Centeruses California Digital Library XTF platformhttp://ebooks.ohiolink.edu/ebc-home/http://xtf.cdlib.org/

• OhioLINK technologies4. DRC: Digital Resource Commons (institutional repository)

Dspace corehttp://drc.ohiolink.edu/

5. ETD: Electronic Theses and Dissertationsjust released second home-grown versionhttps://etd.ohiolink.edu/

• OhioLINK technologies6. EAD Finding Aid Repository

home-grown on XTFhttp://ead.ohiolink.edu/xtf-ead/

7. Finding Aid Creation Tool (EAD FACTORy): written, hosted and maintained at Kent State University Libraries !https://ead.library.kent.edu/

• OhioLINK content (2015)

1. Central Catalog: +50 million items (books, media, etc.)

2. Electronic Journal Center: +20 million journal articles from +10,000 journals

3. Electronic Theses & Dissertations: +40,000 theses and dissertations

4. Ebook Center: + 80,000 e-books

• OhioLINK content (2015)

5. Research Databases: + 125 research databases

6. Music Center: + 10,000 digital music files

7. Finding Aid Repository: +6,000 Archival Finding Aids from 60 Ohio institutions

8. Digital Resource Commons (DRC): Repository of centrally purchased digital content

• OhioLINK content (2015)

Funding Models:

1. Paid by OhioLINK central office budget2. Paid by a combination of federal and state government grant funds3. Paid by combination of OhioLINK central and local universities4. Paid by local universities

a. ALL members pay SOME share and ALL can useb. only SOME members pay SOME share but ALL can usec. only SOME members pay SOME share and ONLY they use

• OhioLINK maintenance

• Annual traffic:+600,000 physical items loaned

(note expense of courier service!)+9.9 million journal article downloads+2 million e-books uses+2 million thesis/dissertation downloads

• Maintain and Update the technologies and the hardware infrastructure.

• Educate the politicians and the administrators about the technology and maintenance costs. And plan for these costs.

• OhioLINK challenges

1. Constant cost increases for content

2. Current internal funding models are being challenged

3. Too many funding models

4. Broken cost models and sharing models for academic e-books in the publishing industry

5. How to handle journal title swaps? … package changes?...journals changing publishers?

• OhioLINK challenges

6. How does a university handle the cancellation at central of a key digital resource ? Find local funding for local subscription, usually paying more?

7. Internet theft

8. Changing user demandsa. more content …titles…publishers…backfilesb. better interfaces

i. Careful keeping up if you write your own !

• OhioLINK challenges

9. Educating constituents about the complexity of providing digitalservices and collections. Too many think that digital content is free, easy and automatic.

10. Governing bodies are outdated. Library Advisory Council of only library directors needs more diverse membership to include operational experts and middle managers. And, an election or appointment process and alternating terms.

• Tom’s advice for nation-wide digital library collections:

1. Funding models: have the fewest possible.

2. Funding sources: try to arrange as much central funding aspossible.

3. Committees and governance: a. keep it simpleb. get the right expertise

4. Membership: make the fewest tiers of membership, or one.

• Tom’s advice:

5. Access to content: try to provide all content for all. Selecting resources per site with local funding leads to

trouble.

6. Content prices: a. Push for multi-year inflation caps from vendors.b. Do not start at “regular” price or “list” price.c. Start from your historical budgets and purchasing.d. Start from your capacity to pay.

7. Authentication/authorization system: integrated country-wide

8. Infrastructure: fund it adequately and centrally

• Tom’s advice:

9. Watch out for surprises…a. Annual hosting fees ?b. Access to purchased content after cancellation ?c. Single-user or limited-user licenses ?d. Realistic requirements for security and access control ?e. Liability requirements that are fair?f. Be prepared for the unexpected from content vendors.

Thank you.

Tom KlinglerAssistant Dean

University LibrariesKent State University

Kent, Ohio, USA 44224tk@kent.edu