Shaping, Streamlining and Solidifying the Information Chain in Turbulent Times…One Consortium’s...
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Transcript of Shaping, Streamlining and Solidifying the Information Chain in Turbulent Times…One Consortium’s...
Shaping, Streamlining and Shaping, Streamlining and Solidifying the Information Solidifying the Information Chain in Turbulent Times…Chain in Turbulent Times…One Consortium’s StoryOne Consortium’s Story
Anne E. McKee, MLSProgram Officer for Resource SharingGreater Western Library Alliance (GWLA)
Greater Western Library Alliance Greater Western Library Alliance (GWLA):(GWLA):
32 research libraries/17 states in the “greater west.”◦ 31 academic◦ 1 privately funded public library for science, engineering and technology
Funded by annual member dues
501©3 non-profit
Consortial staff:◦ Joni Blake, Executive Director, Ph.D (2007-)◦ Anne E. McKee, Program Officer for Resource Sharing, M.L.S. (2000-)
Members Include:
27 members of the Association of Public and Land Grant Colleges (APLU, formerly known as NASULGC)
26 members of the Association of Research Libraries (ARL)
13 members of the Association of American Universities (AAU)
6 members of Hathi Trust
04/19/23
WHAT COMES TO YOUR MIND WHEN THINKING OF THE ECONOMIC DOWNTOWN??
HERE’S A GLIMPSE INTO MY THOUGHTS
04/19/23
Current economic realities Current economic realities within GWLA regionwithin GWLA region
•GWLA territory one of hardest hit in country•Tourism dollars almost non-existent in some states•Experienced plummeting home prices-now in housing dip #2•Droughts, floods, even tsunamis•Draconian budget cuts •approximately 20-25% and rising•multiple rescissions (sometimes 2 or 3 in same budget cycle)
•Members permanently lost library faculty and staff either thru attrition or lay-offs. •Several technical services/acquisitions departments taken down to bare bones
While Users While Users need/want/demandneed/want/demand: :
As much electronic content as possible
…on as many types of devices as possible.
No DRMPressured (even state mandated
legislation) to purchase textbooks and place them on reserve-usually without extra funding
04/19/23
While remembering thatWhile remembering that
GWLA does not share acquisitions monies; all content packages must fit within each member’s current budget.
04/19/23
Becoming lean and mean-or Becoming lean and mean-or at least leaner and meaner…at least leaner and meaner…(much meaner)(much meaner)Google AppsBasecampSERUConsortial Pods with book vendorsGISTPurchase on DemandNon-reconciliation listsQuickBooks
04/19/23
Why GOOGLE Apps?Why GOOGLE Apps?GWLA has been headquartered at
Linda Hall Library (including utilizing their IT staff and support) since onset of paid consortial employees. Paid nominal rent
3.5 years ago, someone hacked into GWLA’s servers (which were not behind the LHL firewall), Result was that webpages and email were so compromised that we had to start over
04/19/23
Google apps con’tGoogle apps con’tMade decision not to purchase new
server(s) but instead test Google apps◦As non-profit, do not have to pay any
hosting fees◦For first time, could have GWLA.org domain
Created & designed own website. ◦Both GWLA employees can now instantly
update. ◦Can redesign with minimal fuss
Utilizing Google apps documents◦ (Documents, surveys, conference
registration etc.)◦Can share documents/calendars instantly
within and outside of GWLA◦Utilizing documents to share renewals,
invoices etc. with all vendors
04/19/23
BasecampBasecampBasecamp is a web based project
management tool in the 37Signals suite of products (37signals.com) ◦Other services offered are Highrise
Contact, Campfire Chat and Backpack Organizer
It is a pay-as you-go service (credit card only)
Tiered pricing depending # of active projects.
Currently have 62 active/50+ archived projects and 495 subscribers
Can co-brand w/ own logo
04/19/23
SERUSERU(Shared Electronic Resource (Shared Electronic Resource
Understanding)Understanding)Began with a series of library
conference discussions in 2005 by Judy Luther/Selden Lamoureux to try and avoid lengthy/costly licenses for electronic resources◦ Aim was for an acceptable agreement for
consortia/libraries AND publishers◦ Trial began in 2007, SERU Recommended
Practice was approved in 2009◦ Both publisher and consortia/library agree
to the SERU Recommended Practice
04/19/23
SERU con’tSERU con’t
• Now a standing committee of NISO• GWLA was one of the first consortia to
register with SERU• GWLA has invoked SERU-saving time,
money and my sanity!
For more information, point your browser to:http://www.niso.org/workrooms/seru
Consortial Pods with Book Consortial Pods with Book VendorsVendorsGWLA CD Standing Committee wanted
to reduce number of duplicates within member institutions
Realized quickly that focus needed to be on the point of acquisitions◦ All members use YBP and Coutts in some
fashion◦ Both offered free accounts to respective
software (Oasis and GOBI)Both Coutts and YBP did presentations to
Standing Committees on how members could view each other’s orders on approval plan, slips, firm orders etc.
Pilot Project will begin Fall 2011
04/19/23
GIST: Getting It Systems GIST: Getting It Systems ToolkitToolkitDeveloped at SUNY Geneseo“The purpose of GIST is to provide a
new model and useful tools to integrate and optimize acquisition and interlibrary loan services and to promote regional collection diversity.”
It is a system for merging Acquisitions and ILL request workflow using one interface, enabling user-initiated requests, coordinated collection development and acquisitions.http://idsproject.org/tools/gist.aspx
04/19/23
GIST con’tGIST con’tUser InitiatedIntegrates and coordinates diverse data
(holdings, price, feedback etc.)Highly customizable and flexible in
workflowLinks to local holdings if library owns, or
to Amazon, Google etc.-you can customize
Open SourceNot complete acquisitions or gifts system
but links to ILLiadhttp://
gettingitsystemtoolkit.wordpress.com/
04/19/23
Purchase on Demand/User Purchase on Demand/User Driven PurchasingDriven PurchasingInitially started in GWLA members
ILL departmentsOne of first U.S. consortia to do a
pilot project w/ MyiLibrary over 3 years ago
Many GWLA members have now earmarked their complete monographic budget to P.O.D only
Challenges: ILL and DRMs
04/19/23
E-Journal packagesE-Journal packagesInnovations/Trials
◦Kissing reconciliation list goodbye(!) Title list when license is signed and then one
line renewal invoice each year of agreement New starts/title transfers addressed in license One member said it has saved them a
minimum of 40 hours a year Even if reconciliation list is required, many
members are just doing guesstimates-too few technical services staff to devote to it
◦Renewal of existing agreement-have opted for amendment versus signing new license
◦Extending offers to non-members (if allowed by publisher)
04/19/23
Other ways we are Other ways we are streamliningstreamliningAssuming invoicing for packages
(content/hardware etc.) ◦Publishers/content providers/vendors◦Will invoice members and/or
subscription agentsOrganizing the finances
◦QuickBooks online◦Invoicing only by email attachment◦Waiting until 1st day of new
month/quarter to pay invoices◦Paying by electronic transfer of
funds-no checks!
04/19/23
Streamlining con’tStreamlining con’tConference calling service
◦GWLA business ◦Rates extended to members
Hardware discounts◦Scanners◦Microfiche/film readers/printers etc.
Preservation supplies discountsCost avoidance annual report for
each member
04/19/23