WorldCat Knowledge Base and Direct Request: Successful Implementation for ILL Usage

Carol Creager and Sean Crowley, MBCKatherine McKenzie, CWM

Anne C. Osterman, VIVALaura Ramos, GMU

July 11, 201416th Annual VIVA Interlibrary Loan Community Forum

Sweet Briar College, Sweet Briar, VA

AN INTRODUCTION TO THE WORLDCAT KNOWLEDGE BASE

Anne C. Osterman, VIVA Deputy Director

What is the WorldCat knowledge base?

Providers -> Collections -> Activated Holdings

WCKB Collection

WCKB Holdings and MARC Records Settings

WCKB ILL Options

Uses of WCKB

• Set holdings in WorldCat• Enable MARC record delivery• Power OpenURL resolver for WorldCat

Discovery• Power A to Z list for journals and e-books• Facilitate Interlibrary Loan through rights

management

What WCKB support does VIVA provide for member libraries?

• A list of ILL rights• A mapping of VIVA vendors and products to

collections• A central implementation of the WCKB that

can be shared• Custom collections within WCKB

Interlibrary Loan Rights

http://vivalib.org/interlibraryloan/illrights.html

Mapping of VIVA Vendors/Products to WCKB Collections

http://vivalib.org/interlibraryloan/wckb.html

VIVA Global Sharing in WCKB

VIVA Collection-Level Sharing in WCKB

Custom collections within WCKBVIVA has a

special package of

titles

The vendor-provided collection

currently in the WCKB will not

work for us

VIVA has specific years of this journal

This is a custom

collection created by EBL and OCLC for

VIVA

THE EXPERIENCE AT MARY BALDWIN COLLEGE

Carol Creager, Director and Sean Crowley, Interlibrary Loan Coordinator

History of WorldShare Products at MBC

• Implemented WorldShare ILL in Summer 2013.• In the fall of 2013, began implementing

WorldShare Management Services (WMS), including populating the WCKB in September.

• Went live with WMS in January 2014.• Two weeks ago, turned on the connector

between the WCKB and WorldShare ILL.

WCKB & WorldShare

• Before you can use the feature, you must populate the WorldCat Knowledge Base (WCKB) with holdings and ILL rights.

• Once this is done, you can turn on the feature.• On article request forms, direct links to owned articles that a

library can lend will be displayed to lending staff. (No manual checking of library resources.)

• If borrowing AND lending libraries have populated the WCKB, the system identifies lending libraries more accurately.

• As of April 2014, 714 libraries have enabled sharing of electronic content using the WCKB.

Turning on WCKB in WorldShare

1. On the ILL home page, click on the OCLC Service Configuration Link

Turning on WCKB in WorldShare

2. Under the WorldShare ILL menu, select Interlibrary Loan Options

Turning on WCKB in WorldShare

3. In the Knowledge Base section, check the “On” box to activate the feature

Accessing a Requested Article Using WCKB

When WCKB is turned on, article access information will display under the Library’s Holdings Information section.

Accessing a Requested Article Using WCKB

WCKB displays:

1. which collection(s) the article is in,

2. a link to the article, and

3. the ILL permission rights.

Accessing a Requested Article Using WCKB

1. To access the article, click on the database link.

You will be taken to the article page where you can quickly access the article.

Accessing a Requested Article Using WCKB

2. Save the PDF file using the ILL number as the file name.

3. Go back to the WorldShare record and upload and send the article using Article Exchange.

Special Thanks

We’d like to give special thanks to:

Laura Montanez (JMU)and

Holly Shifflett (University of Virginia)

For their kind assistance with sending us test requests as we worked to get WCKB up and running.

THANK YOU!!

THE EXPERIENCE AT THE COLLEGE OF WILLIAM & MARY

Katherine McKenzie, Head of Interlibrary Loan

Swem Library – College of William and Mary (VWM)

Set up in January, 2011 (Lending)Jean Sibley, Serials Librarian (bjsibley@wm.edu)

Thanks, Jean!

Jean handles all of our updating—new collections, corrections, etc.

• Part of Knowledge Base implementation involves setting up an “Awaiting Ejournal Processing” queue (ILLiad).

• Journal article requests now include ILL Licensing information as well as links to full text.

1. Click on Full Text link2. Save pdf to local server (filename: ILL #)

1. Mark Found/Scan Now (from original ILLiad request)2. Import Document from local server3. Send via Odyssey or Article Exchange

Majority of our Journal Article requests arrive populated with information from our Knowledge Base.

If request doesn’t include Collection information (ILL licensing and links), we can ask Jean to add it.

How often do the article links take us all the way to the full-text version of the article?

> 60%Even if the link doesn’t take us right to the full-text, it will often take us to the online journal where we can get to the article easily.

Questions? Katherine McKenzie – kfmcke@wm.edu

THE EXPERIENCE AT GEORGE MASON UNIVERSITY

Laura Ramos, ILL Lending Supervisor

Background

• KB started as joint project between Mason and VIVA Office to document implementation process

• As part of project, Electronic Resources Librarian activated some, but not all, ER vendors, and activated VIVA shared content in the KB

• ILL identified the top 4 vendors used the most to fill Lending article requests (Inderscience, Sage, Elsevier, Taylor & Francis)

• KB & ILLiad integration set up in September 2013• Implemented into Lending daily workflow in October 2013

Routing the Request

• Screen article and input information

– Is it a Direct Request item?

• Yes – Route to Awaiting Direct Request Processing queue• No – Route to Awaiting Electronic Resource Processing

queue

How do you know if it’s a Direct Request?

• Look for a URL in the “Collections” box in ILLiad

• If there is a URL, usually that the article is available via the KB!

ILLiad Lending Form:

Process the Direct Request by clicking on the KB-provided URL!

The URL usually opens the vendor’s webpage for the article:

Click on the Link to

open the PDF

Save PDF using TN as the file name.

Finally, go back into the ILLiad record and click “Mark Found Scan Now” button to open Odyssey.

ILLiad automatically pulls in the saved PDF.

Deliver by clicking “Send via Odyssey” or “Send via Article Exchange.”

Troubleshooting

• When a URL is incorrect and/or we do not have access to an article identified by KB, we record the request in an Excel spreadsheet

• E-Resources Librarian uses examples to research issues & update KB

• Also helps identify which providers have the most problems and which problems are most prevalent

“The” Spreadsheet

We record the TN, Journal Title, Volume, Year, Page Numbers, Article Title, Provider & a Note about the problem encountered

Questions?