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1
The Information Delivery Services (IDS) Project:
Creating a Highly-effective & Innovative Resource Sharing System
2009
2008 InnovationAward Winner
IDSProject.org40th Annual Colorado Interlibrary Loan
Conference April 30, 2009
Serial Expenditures (+321%)
Serial Unit Cost (+180%)
Monograph Expenditures (+82%)
Monograph Unit Cost (+78%)
Serials Purchased (+51%)
Monographs Purchased (+1%)
SUNY Arts & Sciences LibrariesMonograph Purchase Comparison
Trends
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• Hat-in-hand approach to acquiring needed resources
• Fees for loaning materials or they don’t loan at all
• Frequently limited staff time is committed to local ILL operations
• Borrowing first priority--lending later• Quality of reproduced material uneven• Time of delivery undependable• Offers no guarantees to users• Does not fit undergraduate (or our) last minute
research requirements• Information retrieval expectations build around
speed of Internet and perceived “abundance of resources.
IDS PROJECTSUCCESS
Extensive involvement
and training of support staff
Handle both returnable and non-returnable
items
Active leadership of
library administration
Rigorous transaction data analysis at
each library leading to informed decision-
making
Transmitted items meet requirements for
bibliographicaccuracy and high-quality
reproduction
Continuous “real-time” monitoring of project
activities & effectiveness at each
site
Contractual performance
standards
Mutual accountability –
“trust but verify”
IDS Project Spring 2009
Student Head-Count: ~ 210,000
Faculty Head-Count: ~ 13,000
Total Volumes: ~ 35,000,000
CUNY
IDS Project Strategy
• Emphasis on building “a unified community of trust & support”
• Total voluntary participation—annual contract
• No startup or annual membership fees
• Commitment of talent and time of members
• Trained teams of volunteer mentors (applications & technical)
• User-centric definition of an ILL transaction
• No library-to-library charges
• Extensive sharing of eJournals
• Very nimble organization—move quickly to seize opportunities
82009
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IDS PROJECT.ORG
2009
Do we have the individual and collective will to meet today’s users’ demands for information by dramatically transforming the current operations within our individual libraries—and by radically reshaping the historic organizational relationships among our libraries?
Scary Ideas
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Scary Idea #1“My Library is Your
Library!”“Your Library is My
Library!”
Scary Idea #2“My Fate is in Your
Hands!”“Your Fate is in My
Hands!”
A unified community of trust and support built around a critical and clearly understood common purpose: effective resource sharing.
112009
122009
IDS PROJECT.ORG
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IDS Project Mentors 2009:Back row (l-r): Adam Traub (St. John Fisher), Gregg Kiehl (Tompkins Cortland CC), Janet Ferry (Fredonia), Christine Sizak (Nazareth), Carrie Eastman (Purchase), Michelle Parry (Oswego), and Mark Sullivan (Geneseo)Front row (l-r): Corey Ha (Geneseo), Andy Perry (New Paltz), Mike Curtis (Broome CC), and Pam Flinton (Oneonta) Missing from the picture: Beth Posner (CUNY Graduate Center) and Kevin Reiss (CUNY Graduate Center)
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Welcome!To The Sixth Annual
Information Delivery Services (IDS)
Summer Conference!
August 4-5, 2009
Oswego, NY
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User-centric Definition of IDS Transaction
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From the time the user places a request until the time the user is notified the loan is ready for pickup or the article is ready to be retrieved from the Web
2009
Adherence to contractual
performance standards
(Weekends and Holidays Excluded)
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Articles: 48 hoursLoans: 72 hours
2009
IDS ProjectWeb Server
Atlas Systems
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WebBrowser
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IDS Transaction Performance Analysis Module (TPAM)
2009
Library 1 Library 2 Library 3 Library 4 Library 5 Library 6 Library 7 Library 8 Library 9 Library 10 Library 11 Library 12 Library 13 Library 14 Library 15 Library 16 Library 17 Library 18 Library 19 Library 20 Library 21 Library 22 Library 23
Library 1
Library 2
Library 3 NR NR NR
Library 4 NR NR NR
Library 5 NR NR
Library 6 NR NR NR NR
Library 7 NR NR
Library 8 NR NR NR NR NR NR NR NR NR
Library 9 NR NR NR NR NR NR NR NR NR NR NR
Library 10 NR NR NR
Library 11
Library 12
Library 13 NR
Library 14 NR NR NR
Library 15 NR NR NR
Library 16 NR NR
Library 17 NR NR
Library 18 NR NR
Library 19 NR NR NR
Library 20 NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR
Library 21 NR NR NR NR NR
Library 22 NR NR NR NR
Library 23 NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR NR
Articles for 09/01/2007 to 12/31/2007 Extremes ExcludedLENDING LIBRARIES
Articles for 09/01/2007 to 12/31/2007 Extremes ExcludedLENDING LIBRARIES
Borrowing Library : 10Lending Library: 1318.1 hours for 5 Article(s)
Project Overview Chart
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Library 1 Library 2
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Tracking History
Submitted by Customer 1/22/2008 3:45:25 PM
Awaiting Copyright Clearance 1/22/2008 3:48:25 PM
Awaiting Request Processing 1/23/2008 8:33:53 AM
Awaiting Faculty Request Processing 1/23/2008 8:33:54 AM
Processing 1/23/2008
Request in Processing 1/23/2008 8:44:51 AM
Request Sent 1/23/2008 8:45:49 AM
Imported from OCLC 1/23/2008 8:45:11 AM
Awaiting IDS Pilot Project Lending Request 1/23/2008 8:46:11 AM
Request in Processing 1/23/2008 8:45:47 AM
Awaiting Stacks Searching 1/23/2008 8:47:59 AM
In Stacks Searching 1/23/2008 8:51:37 AM
Awaiting Odyssey Scanning 1/23/2008 12:50:50 PM
Awaiting Odyssey Sending 1/23/2008 12:51:57 PM
Odyssey Complete 1/23/2008 12:53:16 PM
Request Finished 1/23/2008 12:53:16 PM
Odyssey Document Received 1/23/2008 12:53:15 PM
Delivered to Web 1/23/2008 12:53:37 PM
Request Finished 3/24/2008 4:18:09 PM
Borrowing Library
ILL Number: 38875741Transaction Time: 20.9 hours
Lending Library
• Library staff allocation and responsibilities – cross training
• Work flow modifications• Staffing schedules• Odyssey Trusted Sender
31
2009
2009
Outcomes
2004 2005 2006 2007 20080
10,000
20,000
30,000
40,000
50,000
60,000
70,000
8,697
15,27818,443 20,823
30,5348,715
16,707
20,55721,680
33,995
Filled Loans
Filled Articles
Cumulative Total: 195,429
33
Request Type% filled within the Project
Loans 49%
Articles 48%
2009
Fall 2008
34
Hours # of Requests % Filled Total % FilledUnder 6 4 1.03% 0.0%
6 - 12 11 0.08% 0.1% 12 - 18 30 0.2% 0.3% 18 - 24 117 0.9% 1.2% 24 - 30 168 1.27% 2.5% 30 - 36 301 2.28% 4.8% 36 - 42 800 6.07% 10.8%42 - 48 1,086 8.24% 19.1% 48 - 54 942 7.14% 26.2% 54 - 60 588 4.46% 30.7% 60 - 66 999 7.58% 38.3% 66 - 72 1,189 9.02% 47.3% 72 - 78 778 5.90% 53.2% 78 - 84 437 3.31% 56.5% 84 - 90 727 5.51% 62.0% 90 - 96 736 5.58% 67.6%
Above 96 4,265 32.36% 99.9%Total 13,178
Number of Requests Per Time Period for All LoansLoans for 09/ 01/ 2008 to 12/ 31/ 2008
• 35
36
Hours # of Requests % Filled Total % FilledUnder 6 1,060 8.57% 8.6%
6 - 12 896 7.25% 15.8%12 - 18 1,732 14.01% 29.8%18 - 24 2,341 18.94% 48.8%24 - 30 1,203 9.73% 58.5%30 - 36 840 6.79% 65.3%36 - 42 1,063 8.60% 73.9%42 - 48 962 7.78% 81.7%48 - 54 396 3.20% 84.9%54 - 60 285 2.30% 87.2%60 - 66 354 2.86% 90.0%66 - 72 314 2.54% 92.6%72 - 78 151 1.22% 93.8%78 - 84 83 0.67% 94.5%84 - 90 134 1.08% 95.5%90 - 96 77 0.62% 96.2%
Above 96 466 3.77% 99.9%Total 12,357
Number of Requests Per Time Period for All Articles
Articles for 09/ 01/ 2008 to 12/ 23/ 2008
• 37
382009
KUDZU/IDS Pilot Project Participants
1. Clemson University
2. Mississippi State University
3. University of Alabama at Birmingham
4. University of Kentucky
5. University of Mississippi
6. University of North Carolina at Charlotte
7. University of North Carolina at Greensboro
8. University of Tennessee
9. Vanderbilt University
10. Wake Forest University
11. University of Central Florida (ASERL)
12. University of South Florida (ASERL)
Requests Filled in the Project
Requests Filled outside the Project
Article Fill Rate 33%Fall 2004
Fill Rate Analysis
Requests Filled in the Project
Requests Filled outside the Project
Electronic Articles Could Increase Fill Rate up to 66%
Fall 2004
Potential Fill Rate – if eSerials discovered
TARGETS URLLicen
seDate
CheckedChecked
byComments
INSTITUTE OF PHYSICS JOURNALS
http://www.iop.org/EJ/librarians/-page=librarians/0031-9120/1#print
P2/28/2007
TiedeUnder “librarians” page
Yes, No, Silent, etc. This License
is Paper Copy Only
1.3.
Generic License Management
EnterInformationin Database
http://www.iop.org/EJ/librarians/-page=librarians/0031-9120/1#print
Q. What about interlibrary loans?A. Institutions October use hard copies derived directly or indirectly from the electronic edition of the publications for the purpose of inter-library loan with the same limitations that apply to paper copies for that purpose made from the print edition of the journals. Specifically, copies must be made in compliance with Section 108 of the Copyright Act of the USA and Technological Uses of Copyrighted Works (CONTU Guidelines), the text of which is available as part of USA Copyright Office Circular 21. The electronic transmission of copies of articles for inter-library loan purposes is not allowed.
Search for Provider
in a Search Engine
2.
Can’t find?
publisher
4. Record response
in database
412009
Generic License Management
ILL Rights
422009
2,107 Targets = Aggregators, providers, & publishers for over 93K journal titles
ILL OK 953 45.2%ILL OK, Print then eSend 314 15.0%ILL OK, Print Only 302 14.3%ILL OK, Silent License 215 10.2%ILL NOT OK 258 12.2%Not Processed Yet 65 3.1%Total: 2,107 100%
OpenURLResolvers
Database of eJournals held by
IDS Project libraries
Licensing Database
IDS eJournal Availability ServiceZ39.50 catalog displays ILL availability
Title, Year, Volume, Issue, License
IDS Project eJournal Availability Service (aka ALIAS)
eJournal Availability Service
Which Library has it
Year & ILL Permissions
Discovery in ILL – Eureka ! but…
Pre-ALIAS Article Borrowing• 25 hours (avg.) before requests sent to
Lending Library
• Total turnaround time: 30 hours (avg.)
• ALIAS can reduce that to: just 5 hours…
http://www.atlas-sys.com/company/newsletter/archive/OracleNewsletterWinter2009.pdf
Unmediated requesting eliminates 1 day delay
ALIAS: Licensing Database
ILLIAD
Patron Request
Query ISSN, date
Library Codes for valid dates and licenses
Awaiting Request Processing –
Manual Process
Article Licensing Information Availability Service (ALIAS)
IDS Service
Local Holdings Queue
Request Sent to OCLC
Article Direct Request –
Automatic Process
Partnering with Atlas Systems, Inc.
Configurable Load Leveling
Atlas Systems, Inc.Atlas solves Load Balancing
Tracking example of successful transaction in ILLiad Client
Sent to Request Sent in 1 minute & filled in 3 ½ hours(after copyright clearance)
Success
Tracking example if unable to process w/ ALIAS in ILLiad Client
Notes about no ISSN match, etc.
ALIAS tries, but no match
ALIAS Article Direct Request & Odyssey Trusted Sender
Patron Request
Borrowing LibraryThe borrowing library never touches the request…
The lending library downloads from eJournal and sends through Odyssey. The staff never photocopies or goes to the stacks…
The patron receives the requested article within a few hours…
Lending Library
Look – no hands
Results so farResults: 50% unmediated & 2.04 hours avg. turnaround time
Future of ALIASProblem Statement
The main problem is that ILL community (OCLC WRS/ILLiad) workflow lacks essential tools for effective article requests, i.e.:
• Direct Request for Articles• Discovery of libraries actual journal holdings (and provisions);
• license terms are local, except for libraries adding ILLOK to summary holdings (LHR)
• library holdings in print, microform, and electronic are not FRBR-ized, so borrowing libraries lack the tools they need for efficient article resource sharing.
Solution
• Develop the IDS Service like service in partnership with Atlas & OCLC as a service that can be utilized by WRS & ILLiad libraries.
• Explore adding local ERM functionality to the generic ERM service.
OCLC, Atlas & IDS Project
Workflow Toolkit
Workflow Toolkit version 2 http://toolkit.idsproject.org/
Continual InnovationProjects in Progress…
Technology Advisory Group (TAG)• IDS Search Engine – consortia catalog based on
Worldcat API & other services.
• Workflow enhancements
GIST Project• Getting It System Toolkit (GIST)
Sense-making
for us & users
ContextSensitiveWorkflow
Buying Domain
Renti
ng
Dom
ain
Borr
owin
g /
Libr
ary
Dom
ain
Free Domain
Purchase Request
Getting It System Toolkit (GIST): http://idsproject.org/Tools/GIST.aspx
Focuses on enhancing Acquisition, Collection Development & ILL workflow
Interlibrary Services Request
Email from php website Requests managed with;• automation, • links to Worldcat,• email system (custom & canned),• transparent process to user.
Staff mediated processBlack box process for user
OR
Strategy?
Strategies – Cost, Uniqueness, Use
Why Purchase on Demand / Just in Time Acquisition…One study of Purchase on Demand books found that within 5 months:
• 28.7% ILL Purchase on Demand books checked out again.• 18% Regular Acquisition books were checked out once.Ward, 2002
Getting It System Toolkit – conceptual framework
$
Proposed Integrating Services within ILL workflow • User Recommendations• Just in Time Acquisition:
• Cost• Buy for Library, attach OCLC symbol, &/or download to ILS
• Collection Development:• Refer to selector for review,• Collection building data profiles; LC#, Language, Publisher,
Growth factor, etc.• Other options: rent for user, Google Book, OCA, etc.
GIST starts with user interface development
Asking questions to promote dialogue
• Recommend Library Acquire button• Add purchase price and current
department/faculty resource budget to request form.
• Note availability among IDS Project Libraries and/or area libraries
• Ask questions?• How important is this work for the
library to consider buying? Moderately Useful to Essential
• How long might you expect this work to be relevant?
• Using a rating (1 low – 5 high) how important is this to your students?
• Did a colleague recommend this?
GIST Test Interface
Amazon Ranking Test
What are the best questions?
Open URL &/or
Standalone Request
ILLiad Client View: Price to Purchase
Iterative process: GIST Test #2
GIST ver. 1 (Target: Aug. 2009)
@ points of Discovery GIST data services include:Amazon Price Grabber (Built by PSU, modified by Mark)• Display’s cost to buy item• Rank/Review• Condition, etc.
Worldcat API • Displays # of NY, RRLC & IDS
Project Libraries holding item
Other Data• Google Books & more, see ver. 2…
User input• Ask user if the library should
collect this – using variety of criteria such as essential readings for teaching and learning, etc.
• Ask user format preference? Audio-book, eBook, etc.
ILLiad workflow(with data services added)
ILLiad web request forms
Hybrid workflow• Custom queues• Custom email routings & text files• Purchase on Demand workflow
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GIST ver. 2 (target: Aug. 2010)@ point of Discovery…
Version 2 FeaturesBudget Management: Grant, individual, and department budgets can be shown and selected i.e.: This item costs $45.43; your department book budget is $567, do you want to continue with this order? Includes budget and account transaction tracking, review & approvals systems.
Other Data: Book Burro, IDS Project Data, Copyright Clearance, book jobbers, OCLC Holdings & record download to ILS.
Gift Management Processing: Automate gift selection and acknowledgement processing with collection building profile services.
ILLiad Client workflow(with extra data pulled in)
ILLiad web request forms
Hybrid workflow• Custom queues• Custom email routings & text files• Purchase on Demand & Purchasing workflow
GIST is customizable
Library A
GIST tools used to enhance ILL Purchase on Demand only.
Library B
GIST used by Librarians.
GIST also used only by Librarians to help their selection.
Library C
GIST used selectively.
GIST also used by Faculty, with Librarian Review.
Library D
GIST default with collection building parameters.
GIST 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.
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Where to next…Community aspects of the IDS Project
• How do we best identify current and emerging needs of our member libraries, and respond with cooperation?
• Is volunteer training & mentoring sustainable for sharing best practices?
• How many more libraries can be added and still maintain the project’s major goal of having a--“unified community of trust and support…”?
• How can we join forces with other innovative groups to jointly address critical challenges surrounding cooperative resource sharing?
Thank youIDS Project Contact
InformationURL: IDSProject.org
67
2009
Project Director: Ed Rivenburgh [email protected] 585-245-5591Internal Project Consultant: Cyril Oberlander [email protected] 585-245-5528Systems Administrator: Mark Sullivan [email protected] 585-245-5698Web Master: Corey Ha [email protected] 585-245-5584Project Coordinator: Sonja Landes [email protected] 585-245-5537IDS Librarian: Tim Bowersox [email protected] 585-245-5589