SHARES 101:A primer on the resource sharing consortium exclusively for OCLC Research Library Partnership members

Bart Hollingsworth, Brown UniversityJennifer Lee, UCLADennis Massie, OCLC Research

SHARES 101: Today’s agenda• Welcome and introductions• SHARES culture, history and context• Basic SHARES facts and principles• Joining SHARES: The UCLA story• Joining SHARES: The Brown University

story• Things to keep in mind• Questions and discussion

SHARES Culture, History and Context

• In business since 1982• Started as RLG activity• Now a benefit of OCLC

Research Library Partnership affiliation

• Associated with OCLC Research

• Built on trust

• Little tent, big umbrella

• Returnables overseas• Share non-circ• Share non-print• Share expertise• Push boundaries• Question processes• Collaborate (w.g.’s)• 8 member exec group

SHARES Executive Group• 2012

• Terry Dahlin, BYU• Trevor Dawes, Princeton• Lesliediana Jones,

GWUL • David McCaslin, CIT

• Poul Erlandsen, Royal Library of Denmark

• Megan Gaffney, U of Delaware

• Bart Hollingsworth, Brown

• Aimee Lind, Getty

• 2013• Poul Erlandsen, Royal

Library of Denmark • Megan Gaffney, U of

Delaware• Bart Hollingsworth,

Brown• Aimee Lind, Getty

• Peter Bae, Columbia• Judy Ann Davis, U

Washington Law• Jennifer Lee, UCLA• Brian Miller, The OSU

Creating Benefit Beyond SHARES

• Inspire and participate in Research studies

• Act as beta testers and test bed for Research as well as Delivery Services

• Try new models of resource sharing

Recent focus: FY13• Streamlined processing of ILL requests for

special collections materials• Designing a Web-based ILL cost calculator • Studying shipping costs using various

methods and between various destinations, with an eye toward possible revisions of the SHARES pricing structure and handling guidelines

• Creating a template for a SHARES cheat sheet for participants to adapt for local use• Exploring ways to improve the reciprocal

onsite access user experience

Basic SHARES facts and principles● 83 institutions● 112 OCLC symbols ● 9 countries● 4 continents

● Self-governing● Easy to get started● Academic, museum,

law, medical, national, public

● SHARES Agreement

○ Consider each request

○ No blanket restrictions

○ Below market rates (via IFM)

○ Expedited delivery○ Lending returnables

overseas optional○ Reciprocal onsite

access

Joined SHARES since July 2011Boston CollegeBoston UniversityBrown UniversityCalifornia Institute of

TechnologyCarnegie Mellon UniversityFordham UniversityHaverford CollegeJohns Hopkins UniversityNorthwestern UniversityOccidental CollegeThe Ohio State University

Royal Library of DenmarkSyracuse UniversityTufts UniversityWashington U. in St. LouisWestern Kentucky UniversityUniversity of California, LAUniversity of DelawareUniversity of South CarolinaU. of Tennessee at KnoxvilleUniversity of Texas at DallasWinterthur Museum

SHARES ILL Statistics – typical month

April 2013• Borrowing• 35% within group

• Lending• 28% within group

• 9,442 filled req.• 2832 copies (30%)• 6610 loans (70%)• 213 international

returnables

• 55 net borrowers• 47 net lenders• 10 inactive

• Biggest credit:• $4610

• Biggest debit:• $4910

• 44 under $200• 81 under $1000

UCLA storyBackground:

● ILL Lending is completely subsidized by revenue generated by the section (including staff and students salaries, equipments and supplies).

● UCLA is part of the UC Libraries consortia. There are a total of 10 campuses.

● Stanford is an adopted sister campus.● UC libraries use VDX as their ILL system.● About 50% of UCLA borrowing requests are filled

by UC/Stanford libraries.● FY 12/13 65,000 requests were handled by ILL

Lending and 39,000 requests were handled by ILL Borrowing

UCLA Library continued…Considerations:

PRO:● Access to NYPL and

speciality libraries’ collections

● Savings of IFM borrowing fees

● Increase in ILL Lending requests

● Statistics showed UCLA as a net borrower among SHARES members.

CON:● Loss of revenue for

ILL lending?● Increase of ILL

lending requests?● Foreign lending - Is

$30 enough?

UCLA Library continued…GEARING UP, GETTING STARTED:

● Create custom holdings in OCLC● Purchase stamps or other accessories as needed● Create cheat sheet to assist ILL lending

UCLA LIBRARY continued...

POSITIVE IMPACT OF JOINING SHARES:● Significant savings on ILL borrowing IFM charges● Access to NYPL and special libraries’ collections● Increase in ILL Lending activities - there had

been a steady decrease of lending requests in the years prior to joining SHARES. However, since joining SHARES, the number of requests has been keeping steady.

● All the members are eager to share their collection

UCLA Library Continued...NEGATIVE IMPACT OF JOINING SHARES:● Lending to Canada - $10 does not cover

shipping● Multi-volume sets - SHARES fees doesn’t cover

shipping fees due to extra weight

CONCLUSION:● Joining SHARES have been a very positive

experience● Access to NYPL collection is priceless● IFM saving for ILL borrowing have been

tremendous● Working with SHARES colleagues and sharing

best practices is invaluable.

Brown University storyBackground:• Joined SHARES in August 2011• Brown is part of two consortium for direct,

unmediated Resource Sharing (monographs only): • Borrow Direct (Ivy league schools + Univ of Chicago and

MIT). Uses Relais• InRhode (Academic libraries in Rhode Island). Uses

InReach• In FY 13 these services accounted for 78% of all

Brown’s monograph resource sharing (i.e. do not use OCLC)

Brown University continued...Considerations:● Primarily logistical, e.g : shipping,

international shipping. Local practice in mailroom etc.

● Shipping costs and methods, insured carrier: UPS, FedEx etc. (Brown uses UPS). Did increase.

* Potential increases lending volume or loss of IFM credits were not a concern. Have not tracked IFM borrowing decreases.

Brown University story: gearing up, getting started

Customize ILLiad • Create SHARES billing

category• Update SHARES Libraries’

ILLiad records: billing categories; shipping defaults, statistical groups etc.*

• Create custom queues as necessary

• Directions for this available at SHARES site.

Other● Create / modify UPS

account● Confirm onsite access

policies; update as necessary, including web pages *

* Ongoing as libraries join

Brown University story... impact

• Increase access to museum & foreign libraries’ collections and unique material• Borrowing: no substantial increase of items

borrowed from SHARES Libraries • Lending: increase of 10% to SHARES

libraries• Review of access policies to incorporate SHARES

libraries prompted larger review of access to Brown:• Have not counted access by SHARES libraries’

patrons; however minimal impact• Do announce this reciprocity to Brown faculty and

graduate students especially (visiting those NYC)

Things to keep in mind….• SHARES discussion lists

• OCLCRLP-SHARES-L• OCLCRLP-SHARES-ILL-L

• Working groups• SHARES Executive

Group• ILL Cost Calculator

Working Group• SHARES Best Practices

• Cost recovery for shipping

• Changing SHARES policies

• Troubleshooting• Using onsite access• Stanford’s “secret

handshake”

• OCLC Online Usage Stats

http://www.stats.oclc.org/cusp/nav● IFM Net Lending Reports are

key

Use IFM reports under the SHRS Group to see overall SHARES activity

Use IFM reports under your symbol to see your interactions with SHARES Partners

This work is licensed under a Creative Commons Attribution 3.0

Unported License. http://creativecommons.org/licenses/by/3.0/

Thank You!

©2013 OCLC

Questions? Comments?massied@oclc.org