Creating Workflow Efficiencies in the Ebook Ecosystem Amy

Creating Workflow Efficiencies in the E-book Ecosystem Amy Pawlowski Deputy Director, Ohio. LINK Emily Flynn Metadata and ETD Coordinator, Ohio. LINK

About Ohio. LINK Shared Print Collections • 121 libraries • 50 Million Items • 600, 000 items delivered per year Shared E-Resources • • • Annual content purchase of $42, 000 Millions of articles in 10, 000 journals More than 100 databases 100, 000 ebooks And more Technology Services • E-Journal, E-book, and database platforms • Statewide publishing platform for Electronic Theses and Dissertations • Management and support of major Platforms – Central Catalog, Discovery Layer, Link Resolver • E-book Cataloging (Metadata Services)

Ohio. LINK’s Brave Attempt to Define Current Workflows (with some help) • Current practices for claiming electronic materials were being shoehorned into a print process. Not efficient and frustrating • Worked with an IT Business Analyst 1. 2. 3. 4. 5. Define Current State Define Desired State Solution Proof of Concept (may repeat) Implementation

BAD

Good

But, Alas…. • We don’t ingest titles the same way for all publishers • We don’t get MARC records the same way from all publishers • We need different workflows for each vendor

What Could We Realistically Do? • Finish Solutioning • Set Proof of Concept • Understand the ENTIRE Process • Talk to vendors about their current processes

Ohio. LINK Workflows • Modified a few current practices after we defined current and ideal state: – Established base resource for defining entitlements • MARC record generator on Springer. Link • Working on a comparison process against accessible and delivered content – Shifted responsibility of claiming e. Books and keeping metrics – Track MARC record quality

Springer Nature E-Book workflows at Ohio. LINK Content Loaded (Nightly) Cataloging (Weekly) Title Lists Reconciled (Semi-Annual) Load data from Springer content Delivery System into Ohio. LINK EBC. Download updates, deletes, and new records; add notes, links, proxy, call numbers. Check licensed EBook List vs Accessible E-Book List. Post updates to the staff share drive and Platinum Site. Load to office catalog and address issues; Send to Ohio. LINK Office Catalog and member library catalogs. Clarify any discrepancies with vendor. Update Discovery vendors. Update Ohio. LINK central catalog and Discovery vendors. Reformat all to KBART and send updates to member portal and Discovery vendors.

Ohio. LINK Aha! Moments • Factors that may affect completeness and quality of data received: – Springer’s MARC and title list tool will exclude ebooks for which Springer formerly had but has lost distribution rights. However, libraries that had access to that title as part of their packages prior to its retraction will retain access. – Mapping of individual ebooks to subject collections may initially be incorrect. Similar to the case of lost distribution rights, libraries that had access via the incorrect subject collection initially will retain it. • Some of the process was automated based on whether or not an OCLC number is available from Springer – OCLC gets Springer Nature data in MARC format • Didn’t realize the extent of enhancement to the records • OCLC (as they’ve always functioned) relies on the spirit of cooperation for more indepth MARC records

Ohio. LINK Aha! Moments (cont’d) • Springer’s tool for delivering content is not the same tool that defines access to content – due to complex legal issues (content rights) – Translation: There will be discrepancies, but they will be small • Ohio. LINK Cataloging from the center is doing good for members and the community at large – However, begs a bigger question of accountability for the community at large, given changing (shrinking – current staff taking on more responsibility) technical services staff

Onward and Upward • Path: Not to make internal “work arounds” or create complicated workflows but to work with vendors to define higher level efficiencies that benefit all involved • Important to remember to have good relationships with vendors to facilitate improvement in the process • Library staff and library administrators need to coordinate to get to an improved state for the industry

Thank You Emily Flynn Amy Pawlowski Metadata and ETD Coordinator, Ohio. LINK Deputy Director, Ohio. LINK emily@ohiolink. edu amy@ohiolink. edu