NASIG 2010

INTEGRATING USAGE STATISTICS INTO COLLECTION DEVELOPMENT DECISIONS

Linda Hulbert and Dani Roach University of St. Thomas, St. Paul, MN

Linda Hulbert, Associate Director, Collection Management and Services Dani Roach, Head of Serials and Electronic Resource Acquisitions

Overview

Why it matters What data is available Gathering methods Compiling and analyzing Outcomes

Assessment? Let me count the ways…

LibQual SAILS Academic Library Survey Database evaluations Usage Peer comparisons

Types of assessment

Quantitative

Cost per use Funds (Disciplines) Historical trends ILL data Impact factors ROI

Qualitative

Reviews Availability Features User feedback Weighting Experience

Data, Data, What Data?

“…the amount of time libraries spent on collecting and analyzing usage statistics varied from one hour a year to 2,080, with an overall median of 98 hours. Generally, more time was spent on collecting the usage statistics than in analyzing them.” (Conyers)

Formula for creating ‘data’

Usage Statistics + Variables for Analysis + Methods for Analysis + Tools/Systems/Standards = Data for Analysis

How many ways to present the numbers?

Current print journal subscriptions cost per use Serials Solutions 360 Counter reports Database evaluation checklists Vendor provided reports Historical print usage

Does the right hand know what the left hand is counting?

Sources for usage data

Print Usually gathered at re-shelving Tick marks, spreadsheets, ILS item records Online Provided by vendor/third party Push or pull (systems and/or staff) Multiple levels reported Other ERMS statistics (e.g. click-through); web logs

Variables for analysis

Title Funds/Subjects Order status; format Cost; subscription period Other identifiers (ISSN, vendor, bound vs. current issues, etc)

What is cost?

Annual subscriptions Multiple payments Multiple funds One time archive fees Hosting fees Includes single title databases, e-journals, and now e-books

Methods for analysis

“ The challenge most often mentioned in making effective use of vendor usage statistics was inconsistency of the data or lack of standards.” (Baker and Read)

What to include as use?

What about…

Counter and non Counter compliant Non-journal titles Zero-use titles Integrating use for all formats

How to present…

Non-Counter compliant data Leading articles, foreign language titles Combining data from variety of vendors Fiscal year data

Challenges of integrating data

For Costs

Extracting Exchanging Redundant entering Syncing silos Maintaining

For Use

Multiple sources Inaccurate, incomplete Unavailable Redundant data Syncing silos

How many systems do YOU use?

ILS (Innovative) ERMS (Serials Solutions) Serials database (Access) CSV, text files, Excel Vendor admin modules

Local tool: Serials Database

Microsoft Access database Tracks all active serial subscriptions; maintained Stores usage data Use to build use reports, subscription lists, database evaluation check lists, etc.

Built using info from ILS

Resources for annual serials review

Example: PRINT subscription cost per use 1. Collect usage when re-shelving; scan matching barcode 2. Use ILS item records to store current vs. bound use 3. Download usage statistics 4. Massage with Excel 5. Upload into Access Serials Database; create cost per use reports

PRINT subscriptions – Cost per Use Report

Example: ONLINE subscription cost per use 1.

48.

49.

61.

62.

Pull online use stats from vendors Upload into ERMS Pull costs from ILS Upload cost into ERMS Cost per use integrated

Connecting Silos

ERMS E-Resource Information (with fields for cost)

ILS Cost Data in Order Records

Output template of subscribed resources to an Access Table Merge and Upload cost file into ERMS Output selected cost fields to an Access Table

Use text files, Excel and Access to move data back and forth as needed.

JR1 ONLINE Cost Per Use Report

=(Q4*$Q$2)+(R4*$R$2)+(S4*$S$2)+(P4*$P$2)

The Fairness Factor

Capital vs. Operating

Capital/Insurable Books Standing Orders Periodicals Preservation Microfilm Items exceeding $2,000 Operating/Ephemeral Pencils Paper Computer lease Travel Dues

E Resources

Sharing the work for collection management Roundtables Business Librarians Roundtable (BLRT) Social Sciences Librarians Roundtable (SSLRT) Humanities and Arts Librarians Roundtable (HART) Science and Technology Librarians Roundtable (SATLRT) Reference Materials Roundtable (R-MART)

240 funds just for materials!

Capital

Books Microforms Print periodicals Standing orders Preservation/Binding

Operating

E-Books Media Streaming/DVDs E-journals E-resources E Management tools Digitization

Work of library liaisons

Maintain web pages with their class content Teach Consultations Meet with faculty & assist in developing assignments Staff Reference Desk (and Chat, IM, Email ref)

Collections work of the liaisons

Determine fund distribution within their roundtables Recommend cancellations of all continuations Weed collections Purchase books and expend budget Evaluate databases

All the measuring leads to decisions

Serial change recommendations

Outcomes

Engage the community Publish the list Put things on probation Cancel Dedupe Migrate to alternate formats Change retention Add new titles

Future trends and issues

Ever more granularity of what is counted More integration of print and online usage Interoperability and migration options for data and systems Continued standards development (SUSHI, CORE, etc.) Continued development of tools and systems (Serials Solutions 360 Counter, Scholarly Stats, Thomson Reuters Journal Use Reports, etc.)

Anything Worth Doing is Worth Overdoing

A&Q

Some of the websites mentioned: UST Captivate tutorials on moving cost data from ILS to ERMS More information on NISO and CORE Journalprices.com

Eingenfactor.org

Diane Carroll’s Serials Decision Database

QUESTIONS?

More info

Baker, G. & Read, EJ.,(2008). Vendor –supplied usage data for electronic resources: a survey of academic libraries.

Learned publishing

vol. 21(1) 2008.

Conyers, A, (2010) Usage statistics and online behaviour (2).

The E-Resources Management Handbook – UKSG . http://www.uksg.org/serials/handbook.asp

Feeney, M., Martin, J. Situ, P. (2010). We’ve Got the Data – Now What Do We Do With It? : Applying Quality Standards to Assess Information Resources. University of Arizona. Presented ER&L Austin, TX.

Hulbert, LA . Predicting materials resource needs: a quantitative response to changing curricula.

LibResearch,

5(3) Original site: http://ftp.curtin.edu.au/pub/libres/LIBRES5N3/HULBERT 1996. Current site: http://dhsws1.humanities.curtin.edu.au/libres/LIBRES5N3/CONTENTS.txt

Kara, B. & Koennecke, J. (2010). Comparison Complexities: The Challenges of Automating Cost per-use Data Management. Cornell University. Presented ER&L Austin, TX.

Roach, DL., (2010) Moving Mountains of Cost Data: Standards for ILS to ERM System to Vendors and Back Again.

The Serials Librarian

, 58 (1)198 –203 Dani Roach

Presenter,

SHARON DYAS CORREIA,

Recorder

Thank you!

Linda Hulbert Dani Roach [email protected] 651-962-5016 [email protected] 651-962-5408 Many thanks to our graphics guru, Roxann R. Reisdorf!

Thanks to the Shoyen Collection (www.schoyencollection.com) for use of MS 3047, the stone multiplication table.

Thanks to the Early Office Museum (www.officemuseum.com/) for use of selected images.

Images are copyrighted and cannot be used without the permission of the copyright holder.