DDA Program UCSD vs UC General Collection Shi

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DDA Program: UCSD vs. UC General Collection Shi Deng on behalf of Harold Colson,

DDA Program: UCSD vs. UC General Collection Shi Deng on behalf of Harold Colson, Deborah Kegel Gayle Seibert, Cindy Geraldo, Peter Rolla Adolfo R. Tarango, Donal O’Sullivan, Kate Garvey-Clasby UC San Diego Library for CEAL Workshop on NISO DDA and KBART, March 24, 2015 1

DDA Programs: UCSD Gen. Coll. Background/Introduction UCSD DDA Programs • Library goal: Make more

DDA Programs: UCSD Gen. Coll. Background/Introduction UCSD DDA Programs • Library goal: Make more titles available for discovery without purchase, only purchase when needed • Three DDA programs in place, one more coming UCSD DDA 1 DDA 2 DDA 3 DDA 4 Start Date 2011 - 2012 - 2015 - Consideration Pool (as 15, 211 of 3/3/2015) 19, 012 2, 874 26, 000 Triggers 3 STLs + auto-buy 4 -6 STLs + auto-buy 3 STLs + mediated • Commercial aggregators via YBP except for DDA 4 • Profile: Mirror library approval plan profile except for DDA 4 • Consideration pool file update – New title file provided weekly by aggregators via YBP or OCLC – Delete file monthly only by one DDA program 2

DDA Programs: UC Gen. Coll. Background/Introduction UC Consortia DDA Pilot Programs (CDL DDA) •

DDA Programs: UC Gen. Coll. Background/Introduction UC Consortia DDA Pilot Programs (CDL DDA) • Library goal: Maximize investments in digital content that enrich the system wide library collection, accelerate the transition to a primarily digital environment, and optimize the use of physical library space • Two DDA pilot programs in place CDL DDA 1 DDA 2 (EBA) Start Date 2013 -2015 Consortia 9 campuses 7 campuses Consideration Pool (as of 3/13/2015) 3, 158 2014: 585 2015: 90+ Triggers 3 STLs + auto-buy n/a Multiplier 3 or 4 2. 5 Profile From Univ. Press titles on Arts, Humanities and Social Sciences From one publisher on Engineering • Consideration pool file update – New title file weekly, add holdings to OCLC records – No delete file, identified title by title 3

DDA Programs: Models • Three STLs + Mediated purchase: UCSD DDA 1 – Free

DDA Programs: Models • Three STLs + Mediated purchase: UCSD DDA 1 – Free discovery: Browse up to 10 min. or 10 unique pages in single session, free access to front/back matter (first or last 5% of the book) – STLs: More than 10 min. or 10 pages; print/copy/download one or more page; cost: 10 -15% or more • Three STLs + Auto-purchase: UCSD DDA 2 -3, CDL DDA 1 – Same as the above for free discovery and STLs • Four-Six STLs + Auto-purchase: UCSD DDA 4 – STLs: 4 chapters download or 6 chapters viewed and NO COST • Evidence-Based Acquisitions: CDL DDA 2 – Pledge to spend a certain amount by the end of year – Titles didn’t get purchased are removed at the end except some being included in the next year package UCSD Cascading preference among existing three DDA programs Post-purchase: Single User Purchase Option (default), or optional unlimited or three concurrent users 4

DDA Programs Workflow UCSD Workflow managed mostly by Acquisitions • Upload file weekly, MARC

DDA Programs Workflow UCSD Workflow managed mostly by Acquisitions • Upload file weekly, MARC records provided • Monitor/initiate purchase and pay invoice • Catalog purchased titles • Troubleshoot any problems • Delete records manually and/or report to vendor CDL Workflow (varies) • Catalogers login on content providers’ website to retrieve add title list weekly, search OCLC to download records and add holdings • Acquisitions specialist monitors purchase and pay invoice • Bibliographers in DDA TF collect, process and analyze usage data provided by content providers 5

DDA Programs: What works? UCSD: • Free discovery/access to a larger pool of titles

DDA Programs: What works? UCSD: • Free discovery/access to a larger pool of titles • Work with one vendor for three DDA programs – MARC records provided regularly by vendors – Vendor has a designated person to facilitate troubleshooting – Library has access to all history records – Library can add title(s) outside profile CDL: • Getting larger set of new materials from publishers, evidence of large portion were used • Making titles available across system that each campus may not get • Option of not purchasing some titles being used (EBA DDA) • For overlapping titles, auto-purchase is triggered at system level • Both content provider and vendor are very collaborative when setting up the programs • Discovery records are generally in good quality 6

DDA Programs: What improvements are needed? • Control the cost increase of STLs –

DDA Programs: What improvements are needed? • Control the cost increase of STLs – Modify the number of STLs for trigger – Alternative models: E-approval for certain subject areas • Models that build STLs cost into purchase cost • Usage statistics (CDL EBA) – Difficult to analyze incomplete data within given deadline – Usage data are cumulative and consortia members’ usage data on separate files • Understand the rules when they are not spelled out (CDL EBA) – List price increased without notice – If title purchased overlapping with what CDL has in other subscribed package, who gets the credit? • The availability of discovery records need to be in sync with titles added to the pool (both CDL DDA programs) 7

UC Consortial DDAs for East Asian Collections Bie-hwa Ma on behalf of Ying Zhang,

UC Consortial DDAs for East Asian Collections Bie-hwa Ma on behalf of Ying Zhang, UC Irvine Toshie Marra, UC Berkeley Adolfo Tarango, UC San Diego CEAL Workshop on NISO DDA and KBART, March 24, 2015 8

Consortial DDA Pilots Background/Introduction East Asian 1 (6 campuses) East Asian 2 (9 campuses)

Consortial DDA Pilots Background/Introduction East Asian 1 (6 campuses) East Asian 2 (9 campuses) Library Goal Just-in-Need acquisition; resolve space problem; reduce cost Timely provide user-selected EA language e-books across campuses Start Date Aug. 2013 - Feb. 2014 - Consideration Pool 1237 (as of 3/25/2015) 1844 (as of 3/25/2015) Update frequency Bimonthly Semiannually DDA records Deletion (in general) 5 -year old DDA records No plan to remove DDA records until program ends Profile Certain publishers, certain subjects; publication date The scope of that specific area studies; price under a preset cap Triggers for purchase download using after login with user-created ID and password a) View 10 minutes or b) 10 pages of full text in one book or, c) print, save, or copy any portion of e-book full text Type of vendor Asian commercial aggregator American commercial aggregator Load DDA Records MARC records from vendor MARC records from OCLC 9

DDA Programs: Models East Asian 1 (6 campuses) East Asian 2 (9 campuses) Free

DDA Programs: Models East Asian 1 (6 campuses) East Asian 2 (9 campuses) Free discovery Unlimited Free discovery Free access up to 9 unique pages or shorter than 10 min. in the same book Purchase • Auto purchase by preset triggers, and triggers • EBA - Based on usage, librarians make selection with the remaining balance on the pledged amount by the end of the contract year Consortial aspect A multiplier of 2 (2 simultaneous users) A multiplier of 1 (1 simultaneous user, another option; 2 for 3 users) *The sale price for each book = this number times the list price; This multiplier may be but not necessarily the same as the no. of simultaneous users. 10

DDA Programs Workflow East Asian 1 License DDA programs East Asian 2 Lead by

DDA Programs Workflow East Asian 1 License DDA programs East Asian 2 Lead by a librarian, assisted by local Lead by a librarian, assisted by CDL e-resource librarian and colleagues from campuses; MARC requirements attached Select consideration Librarian reviews title list from vendor according to the profile pool Librarian reviews and deselects unwanted subjects and resources Load/Remove DDA records Currently vendors records loaded to local OPACs by Shared Cataloging Program (SCP), existing consortial cataloging unit, who has set up a mechanism to remove 5 -year-old records Vendor-provided OCLC records loaded directly to local OPACs by SCP; records viewable in World. Cat; records will stay till the end of program Monitor expenses, pay invoice bimonthly vendor report on new purchase and usages; predetermined overspent cushion; preset cap of expenses; CDLcoordinated payment Weekly vendor report on new purchase and usages; vendor notification of low deposit level; CDLcoordinated payment Catalog purchased titles SCP delete vendor DDA records; and then catalog purchase titles like any other e-resources SCP update DDA records from OCLC to regular records for purchased titles 11

DDA Programs: What works? East Asian 1 • • • Careful plan of PDA

DDA Programs: What works? East Asian 1 • • • Careful plan of PDA profile Close collaboration among librarian, TS representatives, and vendor Test and retest in early stage (MARC, content, interface) Ongoing reviewing and monitoring Standardization (file name, record generation/loading procedure…), most responsibilities transitioned to SCP as a result of issues from vendor’s workflow East Asian 2 • Platform works well for users across campuses • Leverage existing service across UC consortia (SCP) for DDA Records management saved tremendous time negotiating, testing, and troubleshooting • OCLC MARC records loaded by UC wide Shared Cataloging Unit eliminates incompatibility problems as well as provide access via World. Cat Local 12

DDA Programs: What improvements are needed? EA 1 • Vendor was not on the

DDA Programs: What improvements are needed? EA 1 • Vendor was not on the same page technology wise • Had to compromise between what you want and what you get (# of copies) • May have to include print version contents as not all print books have equivalent e-books and a delay from P to E • Still early stage pilot, not sure whether where will be a saving or overspending, etc. • Need OCLC # in MARC records EA 2 • Multiple East Asian language e-books suppliers/vendors with ability of providing MARC records and DDA programs 13

NISO DDA Recommendations: Reality check • In general, UCSD and UC DDA programs are

NISO DDA Recommendations: Reality check • In general, UCSD and UC DDA programs are in compliance with NISO recommendations • In certain areas, we have gained experience and improved the DDA programs over time NISO Recommendation UCSD CDL (Gen. Coll. ) Est. Goals Discoverability Choosing content to make available Yes Choosing DDA models Yes √ STL + Auto-purchase STL + Mediated-purchase Profiling Yes Load records Yes √ Weekly/vendor records Yes √ Weekly/OCLC records Yes √ vendor Yes √ OCLC Removing contents Yes √ Title no longer available or monthly delete file Yes √ Title no longer available or out of EBA profile Yes √ 5 year-old record Yes √ Title no longer available Assessment Yes, in process Preservation N/A Consortial DDA N/A Multiplier model √ √ Discoverability Yes √ √ Discoverability √ Yes √ STL + Auto-purchase EBA Yes √ CDL EA 1 √ Yes, in process √ Discoverability √ Yes √ Auto-purchase Yes √ CDL EA 2 Yes √ Multiplier model √ Yes, in process N/A √ √ Yes √ Auto-purchase √ Yes, in process √ √ N/A √ Multiplier model √ 14

Thank You! Shi Deng sdeng@ucsd. edu Bie-Hwa Ma bcma@ucsd. edu

Thank You! Shi Deng sdeng@ucsd. edu Bie-Hwa Ma bcma@ucsd. edu