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As part of the 2CUL vision (http://2cul.org/node/17), Columbia and Cornell University Libraries strive to merge their respective core operations by 2015. In an effort to find mutual grounds for collaboration around E-Books, a small cross institutional task force, with members from collection development, access services and technical services was formed in June 2011. The TF was charged to investigate the wide spectrum of issues surrounding eBooks at Cornell and Columbia and recommend steps that 2CUL should take to improve e-book access and management, and to propose an organizational framework that will ensure continued monitoring of these issues and appropriate action. A year later, the task force has finalized its preliminary recommendations. In this presentation the two co-chairs of the TF (Colleen Major from Columbia and Boaz Nadav-Manes from Cornell) will focus on the Task Force’s efforts to examine local E-Book licensing, acquisition, and management work-flows; the ways we identified procedures and operations that can be streamlined and integrated as we move closer towards the goal of joint management of electronic resources; and describe the ways we have partnered with faculty and vendors (MUSE and JSTOR) to look at collaboration in a consensual, forward looking, perspectives. The presenters will provide a brief background of the 2CUL collaboration, an overview of our varied local practices, workflow environments and systems used to support the life cycle of an E-Book. We will speak to our institutional similarities and differences, and areas that have been identified from which we can build a stronger collaboration. The presenters will also provide a checklist of useful things to take into account as other institutions follow similar paths.
Citation preview
Developing a Cross-Institutional E-Book
Strategy
Boaz Nadav-Manes, Director, Acquisitions & Automated Technical Services, Cornell
University
Colleen Major, Networked Electronic Resources Librarian, Columbia University
What is 2CUL?
2CUL is a transformative partnership that aims at a broad integration of
resources, collections, services, and expertise across the Columbia and
Cornell University Libraries.
oint 2CUL Activities- Technical ServicesPOOF! Coordinated selection plans:
Global es
SlavicChineseHebrewSoutheast AsiaShared catalogingKorean and othersRDA trainingElectronic ResourcesE-Books
CUL E-Books Task Force: Charged with surveying the e-book landscape, recommending steps that 2CUL should take in the short term to improve e-book access and management, and proposing an organizational framework that will ensure continued monitoring of these issues and appropriate action.
ighlights from the E-Books Task Force
• JSTOR/Project Muse• Bibliographic Access• OpenURL linking• E-Book workflow analysis
STOR and Project Muse
Books sk Force
Bibliographic Access
-Books Task Force - OpenURL Linking
ell U Libraries ERM, DBs, openURL0: MARC, Summon
x Libris: ILScal CUL systems
Columbia U Libraries•360: ERM, MARC,
Summon,COUNTER, E-Journals, openURL
•Ex Libris: ILS, Metalib•Local CUL systems: DBs
Ebook package workflow. - Columbia and Cornell
ook package workflow differences. olumbia and Cornell
mbia's Ebook firm ordering workflow
Cornell's Ebook firm ordering workflow
roduct description
OOF! is an online tool built with Drupal, Uses queries that acquire bliographic metadata from WorldCat resents the data in a user friendly fashion. ubject specialists in both Columbia and Cornell can review the
bliographical information and discover if an item is already held by the other UL partner, he specialist will be also able to reject or defer an item for additional review.
A preset matrix determines where the purchase will be made from (based on riables within the metadata associated with the material to be purchased.)
Various scripts would enact the decisions in the appropriate system that will eate the acquisitions record and purchase order in Voyager. he tool provides avenues for subject specialists to interact across institutions h each other (and with contributing vendors) regarding the value of the items
viewed, ranking them in terms of their usefulness, and adding comments.
om OOF to POOF!2007 Columbia aunched the Online Order Form (OOF)5 years Columbia eceived and processed
over 7,400 submitted equests for all formats
and levels of priorityeated a prelim record and p.o. with location and fund code- Full record from OCLC was overlaid- Review form for de-duping
Who are the users of POOF!?
•Subject specialists •Library patrons (faculty, students, staff) •Acquisitions processing staff •Materials vendors
Records loaded into WCS stream
Records are matched in a matrix with vendors
Is there a matching vendor?
Pending PO’s are created
Is it a non‐book format?
MS Access reports identify notes which are added to line items
Is there an existing record in Voyager?
Documents, Visual l are kicked out and gned vendor by specialists
Order specialists assign vendor and add fund, price and location taken from
WCS records
Is it an exact
duplicate?
POOF Titled are selected
Records are rejected and emails are sent to selectors
PO’s approved and sent to
YES
YES
YESYES
NO
NO
NONO
F Backendkflow:
Vendor code mapped into PO
Country code triggers Matrix
rule
Selector/vendor choose country code
In List of Vendors
?
Vendor code?
OCLC records? PO created
Valid Country code?
Choose POOF Sent to poof folder
Sent to POOF folder
Valid Country code?r
Country code triggers Matrix rule PO created
POOF MATRIXColumbia case 11/21
PO created
YES
NO
NO
YES
YES NO YES
NO
NOYES
eBook format
selected in POOF?
Send email to cule‐[email protected]
NO
eBook format?
YESNO
Send email to cule‐[email protected]
API to Vendor A
Cornell
sted ebook low
Columbia POOF!
Initiate matrix immediately
Initiate matrix during night
API to Vendor B
API to Vendor C
aut orderMatrix R/S/M/P/PDA/p+e
order request
Matrix coo/zcu/2cul
Matrix license coo/zcu/2cul
Matrix Print
aut voyager
FTP records inquiry
nvoice + activation
update matrixes
R/S/M/P/PDA ?
Reserve/Rush ?
HOLDINGS? COO/ZCU/2CU
L
Yes
No
Task Force Recommendations
Current (Related) Activities
• Vendor API's • E-Book Collection Development
Policies• MARC record enhancement• Shared purchases
2CUL PSA Working Grouproject Scoping Analysis
PSA] is focused on educating CUL on the functional apabilities of a future LMS, utually agreeing on the quirements of 2CUL. ecommending an
mplementation strategy for n LMS that will provide a lution that meets the utually-agreed quirements.
2CUL Phase 2
he goal of 2CUL Phase 2 (2012-2015) s to tighten the partnership and create
an organizational infrastructure to upport the broad aims of the initiative.
2CUL Technical Services Integration Steering Committee
SI Steering Committee was formed to versee the process whereby Columbia and Cornell Technical Services unify operations as far as possible while
identifying local practices and workflows that must remain institution
specific.
Challenges and Opportunities in Coordinating 2CUL plans
Pilots – require more oversight and imaginative thinking (mutual risk taking with the hope of long term benefits).Make sure that common goals are understood and practiced by all stakeholders.A project management approach – many moving pieces:Clear lead and division of tasks that allow communication between experts.Time and tasks management.Flexibility is essential – readiness to change course when makes sense.Establish communication and trust across institutional boundaries and cultural differences.Willingness to adapt to different workflows than we think we are comfortable with.Long term commitment.
