Do You Need a New System? Why?Jane Burke | Senior Vice President | ProQuest

Two independent research studies85 academic libraries in North America60 academic libraries worldwide

Satisfaction with the LMS… such as it isSystems in place are old

Premise-deployed islandsWorkflows designed for print

Pain of changing is great

Are we ready?

Nature of the collection has changed50% collections electronic60+% materials budget

Today’s Reality

Managing today’s

collection with yesterday’s tools

60% expect to replace their LMS in the next 4 yearsReasons very common across respondents

Lack of interoperability with other systemsRedundant, inefficient workflowsAssessment capability and reporting that is either overly complex or non-existentAntiquated IT service and support modelDifficult in managing and maintaining metadata and the knowledgebases

We are ready !

Lack of Interoperability

LMSVendors

PDA

Campus

systems

Consortia

Discovery

Divided operationsPrint vs. electronicSelectors vs. acquisitionsCataloging into multiple systems

Manual workflowsLittle, if any, automation of routinesMany batch operations

Redundant, Inefficient Workflows

Proving the value of the library is more difficult than

ever!Reporting on collection ROI is extremely laborious

Not aided by current LMS

Libraries have old solutions (or none) to aid in assessing ROI

Spreadsheets!Old solutions specialize in format and do not provide a collection-wide solution

Assessment: Little to None

Locally installed hardwareLocally installed software – releases are hardIT costs

OperationsHardware upgrades

Antiquated IT model

It’s not “in the cloud”

Managing Metadata

60 libraries surveyed worldwide100% are trying to increase copy cataloging & use multiple sources for copy cataloging 79% are running a digitization project84% of libraries report authority control (very few can afford to keep it up to date)

Everybody is doing similar work

Redundancy across libraries

Library 1

• Monographs

• Serials• Authoriti

es• Licensing• Vendors

Library 2

• Monographs

• Serials• Authoriti

es• Licensing• Vendors

>>> Library n

• Monographs

• Serials• Authoriti

es• Licensing• Vendors

Authority control x 10,000 libraries= huge duplication of effort

Working with multiple vendors is challenging

Inconsistent qualityFormat variationsKeeping current with all sources

Updating the LMS, ERMS, linker and discovery tool is tedious and time-consumingManual entry of licensing dataNo time for authority updates & maintenance

Redundancy within the library

Fixes Total hoursMinutes/

fixExp needed

Title Split/title change/marc lookup 33.75 15 LibrarianCoverage Gaps 0.25 5 ParaprofessionalDate correction 9.75 5 ParaprofessionalISSN Correction 5.00 10 LibrarianDeletion 4.42 5 Student workerTitle cleanup 3.58 5 ParaprofessionalDifferent Type (deletion) 4.83 10 ParaprofessionalTitle added 3.00 10 Student workerURL correction 4.67 5 Student workerUpdate Time – Data collection and load

11.75 Paraprofessional

Totals HoursTotal hours of librarian work 38.75Total hours of paraprofessional 30.17Total hours of student work 12.08

Total hours / month

81

Total hours / year

972

E-Content changes

3 databases: LMS catalog, link resolver, ERMS

Top 10 databases x 3 knowledgebases80 hours per DB x 3 KB

And you need to update multiple knowledgebases…

= 240 hours per month

The medium-sized library spends 28 hours/week* on authority control

Loading weekly filesSending new record batches to vendorManual record creation

Then you spend time on authority control…

*Source: OUTSOURCING AUTHORITY WORK | 1998 by Amy Job http://frontpage.montclair.edu/salcc_nj/outsourcing_authority_work.html

= 1400 hours per year

Average is 1.5 records per hour*20 books/day100 books per week/1.5

Don’t forgetcopy cataloging…

*Source:Library Philosophy and Practice 2007LPP Special Issue on Libraries and GoogleISSN 1522-0222 A Rough Measure of Copy Cataloging Productivity in the Academic LibraryJohn Buschman Professor-Librarian and Chair F. William ChickeringDean of University Libraries Rider University Library2083 Lawrenceville Road Lawrenceville, New Jersey 08648

= 66 hours per week= 264 hours per month= 396 days each year

How much time is metadata management costing you?

Content Type Time

E-Content Changes 2880 hrs/year

Copy Cataloging 3168 hrs/year

Authority Control 1456 hrs/year

Total 7504 hrs/year

= 938 days per year!

Imagine!

What else could you be doing with all this time?

By automatically pulling from a single source shared data for:

Electronic packages, serials & e-booksBibliographic recordsAuthority recordsVendor recordsLicensing data… and anything else

Metadata: Imagine if you could share…

Same application to manage all collections

Web-basedEasy to trainStaffing flexibilityUnify technical services

Automate workflowsThrough details profilesDecision support engine

Workflows: Imagine Unified, Intelligent

Buy vs Borrow ruleIf requested item not owned by library andPublication date > (current year minus 5) andCost < $150 and Format = (allowed formats) andavailable from preferred vendor Then place order with vendor andNotify selector and patronElse borrow and notify ILL and patron

Data + Actions + Rules = Intelligent

Buy vs Borrow Workflow - Future

ILL Staff search ILS

Patron request

Owned?

Notify Patron (ILLiad)Borrow

YBP ebook?

Amazon book?

Meets Buy criteria?

YBP Purchase Process

Amazon Purchase Process

Receive ebook link and send

to ILL

Catalog Book and send to

ILLYes

No

Yes

No

No

No

Yes

YesSystem receives

request and assesses buy

vs borrow

System acquires material,

mediated or unmediated

workflow

System adds to catalog;

interoperates with vendor

and ILL to fulfill patron

request

Benefits

Seamless & automatic copy cataloging without the headache of vendor data issuesLicensing data that just appearsVendor details that update automaticallyAuthority data that’s always current with almost no effortPackages that update themselvesYou save 1000’s of hours per month

New Systems = New Value Proposition

Unified, intelligent workflows

Knowledgebase

Interoperable

Assessment

Serials Solutions Intota™

Selection Acquisitions

Management

Discovery

Fulfillment

Inventory Managem

ent• User input• Selection

lists• PDA• Selection

tools• BIP• Ulrich’s• ILL• Others

• Fund accounting

• Electronic ordering

• Auto invoice building

• Auto copy cataloging

• AP updates

• PDA updates

• Marketing

• Cataloging

• Authority control

• Patron integration

• Reporting • Assessme

nt

• Summon • Circulation

• ILL• Electronic

delivery• Booking

• Assessment

• Preservation

• De-Acquisition

l Packagesl Monographs/

Serialsl Authorities

l Licensingl Vendor

information

Serials Solutions Knowledgebase

History of providing innovative solutions and delivery industry firsts:

A to Z listE-Resource knowledgebaseMARC record updating service for serialsResults clusteringWeb-scale discovery

We understand e-resourcesWe deliver what we promiseUnmatched customer service

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