GETTING IT RIGHT

GETTING IT RIGHTreshaping and redesigning

acquisitions and ill workflow in an academic library

What is the problem?

• Too many request interfaces, out-of-context

ILL Request

Purchase Request

Electronic Reserves Request

Course Reserves Request

Where does the user go?

What is the problem?

• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work• Most collections may never be used• Just-In-Case model is not sustainable

InterlibraryBorrowing (+265%)

InterlibraryLending (+126%)

SerialsPurchased(+42%)

MonographsPurchased(-7%)

What is the problem?

• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work • Most collection never used• Just-In-Case model is not sustainable• Resistance to effectively reduce duplication across

networks

SUNY Union Catalog – Rough Uniqueness Estimates…

Cost of DuplicationAs of 12/18/08 over $722 Million

How much duplication is critical?Can we afford Just in Case?

Interlibrary Loan Service Matures

Formats of Unique Titles in an ARL Collection*

0%

10%

20%

30%

40%

50%

60%

70%

Format

Pe

rce

nt

*Data reported represent WorldCat holdings of a private ARL institution.

What is the problem?

• Too many request interfaces, out-of-context• Speculative selection is a lot of manual work • Most collection never used• Just-In-Case model is not sustainable• Resistance to effectively reduce duplication across

systems• Shrinking budgets, rising material costs and

increasing needs

SUNY Geneseo IDS Data

SUNY Geneseo IDS Data

SUNY Geneseo IDS Data

SUNY Geneseo IDS Data

$7,283.25 total $7,204.28 total $8,506.76 total

SUNY Geneseo IDS Data

• Case study at Geneseo…– 110 loan requests on April 6, 2008– 87 could be purchased new or used from Amazon (avg. price: $25.57)

• Over 1/3 cost less than $10 used• Over 1/5 cost less than $10 new• Almost half cost less than ARL unit cost for borrowing ($17.50)

• So: our $22,994 could have purchased almost 900 books for our collection– 64% of the 1,412 unique titles we paid to borrow– 33% of the 2,172 titles requested 2 or more times

Collection Development & Acquisitions at SUNY Geneseo

• Outdated and dusty policies and procedures • Limited librarian liaison program • Selection mostly faculty-driven with no

streamlined process• Periodic cancellation of journals & decreases in

monographic allocation• Materials budget never matches inflation• Turnover in department & staffing issues• Changes in Technical Services

Acquisitions• Numerous workflows and procedures• Too many interfaces to request materials• Lost knowledge of vendors' discounts & policies• Systems don’t “talk” to each other

Bottom Line: Each library is unique and shared best practices are lacking

Why does collection development & acquisitions processes need redesign?

Workflow problemsChanges in staffing and functionPoorly used collectionsLack of librarian time to do selectionUser participation (Web 2.0 anyone?)

Workflow design & usability issues

Workflow design

Technical Services changing

* through April of 2009

0 uses8 uses

Who selected which book for the collection?

Art Biology Chemistry English Music Sociology

75% 84% 60% 80% 45% 88%Librarian (Milne Collection Building)

68%

Data-driven collection development

WHAT IS GIST?

What is it?GIST is the Getting It System ToolkitA system for merging Acquisitions and ILL request workflow using one interface, allowing for user-initiated requests, coordinated collection development, acquisitions and interlibrary loan

GIST Workflow @ Geneseo

1. User submits request via ILLiad

web form

2. ILLiad routes request to

Acquisitions or ILL

3a. Acquisitions staff purchase if criteria met, or

else routed to ILL

3b. ILL borrow unless new/

rare/non-circ & essential to user

4. Item received, cataloged, &

placed on hold-shelf or in stacks

5. User notified via ILLiad, picks

up book

Step 1. User submits request via ILLiad request form

Step 1. User submits request via ILLiad request form

Step 1. User submits request via ILLiad request form

• Would you recommend Milne Library purchase this item?

– No response [default]– Purchase– Do Not Purchase– Not Sure

• How essential is this to your research?– No response [default]– Essential– Unessential– Not sure

• Why are you requesting this item?– No response [default]– Research– Leisure– Recommended reading– Place on Course Reserve– Essential to discipline– Other (specify in notes)

Step 1. User submits request via ILLiad request form

Step 1. User submits request via ILLiad request form

Step 2. Request is routed by ILLiad

Step 3. Acquisitions staff process ILLiad request

Step 3. Acquisitions staff process ILLiad request

Custom holdings groups

Email routing

Step 4. Acquisitions staff receive and catalog the request, place on hold-shelf for user

What can be customized?• Web form

– Layout & choice to integrate/separate ILL & acquisitions requests– Feedback questions– WorldCat API: library groups you wish to use– Status-specific web pages (Faculty only? Different options for different user

types?)– Additional widgets?

• Workflow– Routing rules (you choose criteria)– CCD custom holdings groups– Email templates– Vendors– In ILLiad version 8, custom field names in the client view

GIST is just a tool

Library A

GIST used to enhance ILL Purchase on Demand only.

Library B

GIST used to enhance ILL POD.

GIST also used only by Librarians to help their selection.

Library C

GIST used to enhance ILL POD.

GIST also used by Faculty, with Librarian Review.

Library D

GIST used to enhance ILL POD.

GIST also 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.

Issues involved with designing and implementing GIST

Workflow designCollection Development/Acquisitions specificILL specificReconciling different philosophies

PROBLEMS/CONCERNS/QUESTIONS?

CONTACT US

Tim Bowersox, Information Delivery Services Librarianbowersox@geneseo.edu

Kate Pitcher, Collection Development Librarianpitcher@geneseo.edu