Transcript MLA-TSD E-Resources Book Camp: Ebook Issues and Management

MLA-TSD E-Resources Boot Camp:
E-book Issues and Management
Lynda Aldana
Head of Technical Services and Library IT Services
UMBC
Albin O. Kuhn Library & Gallery
August 4, 2014
Agenda
After the collection management decisions have been made and the licenses
have been signed:
• What needs to happen to manage the e-book collections?
and
• What are some common issues in managing e-book collections?
Hmmm….
E-books ✓
 Will managing your e-book collections fit
Now What?
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into currently established workflows?
Will you use an electronic resource
management (ERM) system or not?
How will you provide access (cataloging
and discovery decisions)?
What are the routine maintenance tasks?
What will your data gathering tasks be?
Who will be doing the work?
Finding the Right Workflow
E-book Workflow Decisions
Because e-books do not have the same physical presence in
libraries, you need to consider
 whether or not processing e-book collections will fit into
currently established workflows and processes.
and
 that the same workflow may not work for all e-book collections.
Will you use an electronic resource management
(ERM) system or not?
 If you choose to use an ERM,
 everyone who will use it needs the appropriate logins and training.
 there should be agreement regarding the type of information that will
be stored in the ERM.
 everyone needs to commit to keeping the information up-to-date.
 If you choose not to use an ERM,
 there needs to be a common place (i.e. shared drive or folder) where
those who are expected to maintain any aspect of the e-book
collection can retrieve needed information.
 everyone needs to agree on the type of information that will be
stored.
 everyone needs to commit to keeping the information up-to-date.
How will users find your e-book content?
 There are several ways to provide access to your e-
book content:
 access via a vendor’s website
 through links provided from your knowledge base (e.g. if
using a link resolver or a discovery tool)
 using cataloging records in your ILS
 all of the above, or a combination of options
 Regardless of the access method(s) selected, keep in
mind that the setup and maintenance work for each
will be unique.
Cataloging & Metadata for E-books -Considerations
 If using cataloging records, how will you obtain the records (e.g. single record
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copy cataloging or loading batch files)?
Because there are several ways to get the batch files, which method will you use
or how will the vendor provide the file to load?
How will you be notified when a title is available and ready to add to your
collection?
If you have a profile, do the records match the profile? How can you tell?
What is the turnaround time for the vendor (e.g., when the profile is run vs.
when you are notified your records are available)?
How often do vendors update your collection?
Local turnaround time for processing new titles or collections? Goal vs. reality.
The quality of cataloging records can vary dramatically. What are common
problems and what is acceptable at your institution?
Routine Maintenance
 Bibliographic records may need updating or editing from time to time.
 Item records may need to be updated.
 The workflow may be different for different types of resources (DDA vs.
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reference resources vs. single purchases).
How, who, when is the data gathering occurring? How often are
statistics being collected and shared?
Who will troubleshoot access issues and broken links?
How will access issues be reported? Is there a current method in place
that can be used (e.g., a ticketing system or shared email address)?
Who is monitoring the budgets? This is especially important with DDA
programs.
Who is doing all of this work!?!
Staffing Considerations
 What level of staffing is needed to maintain your e-book
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collections?
Will work be shared between more than one department or unit?
Does the current organizational structure work?
Are there opportunities to restructure or reorganize so that the
workflow and the staffing levels match the work to be done?
Do you need training sessions or materials?
Where will shared information be stored?
 ERM
 Shared drive
 Wiki
Communication
Communication and Information Sharing
 Who is supposed to receive information about the e-book(s)?
It is important to make sure each person receives the correct
information.
 The type of information you should expect to receive and
need to share includes:
 Timing of the batch loads
 When the profile runs
 Collection update email notifications
Communication and Information Sharing (cont.)
 Remember to share information about the programs. Some
information will be publically posted and other information
might be for staff use only.
 Where are the important pieces of information being stored
(on a wiki, a shared drive, or an ERM)?
 Does everyone have access to the files or locations where the
information will be stored (logins to ERM or access to shared
drives)?
Sharing Information About E-books
Conclusion
Lessons Learned
 It is important to establish good workflows and involve the right
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people.
Revisit the workflows when possible. Are they still working?
Are new resources fitting into the established workflows or do you
need another process?
Always communicate with those doing the work, those in other
departments, and with vendors.
There will be times when something does not work as it should.
Be as prompt as possible if you need to ask for help from the
vendor because it might take time to correct a problem.
Be willing to be flexible.
Selected Resources
Articles
 Beisler, Amalia, and Lisa Kurt. “E-Book Workflow from Inquiry to Access:
Facing the Challenges to Implementing E-Book Access at the University of
Nevada, Reno.” Collaborative Librarianship 4, no. 3 (July 2012): 96–116.
 Sapon-White, R. E. “E-Book Cataloging Workflows at Oregon State University.”
LIBRARY RESOURCES AND TECHNICAL SERVICES 58, no. 2 (2014): 127–37.
 Vasileiou, Magdalini, Jennifer Rowley, and Richard Hartley. “The E-Book
Management Framework: The Management of E-Books in Academic Libraries
and Its Challenges.” Library & Information Science Research 34, no. 4 (October
2012): 282–91. doi:10.1016/j.lisr.2012.06.005.
 Walters, William H. “E-Books in Academic Libraries: Challenges for Acquisition
and Collection Management.” Portal: Libraries and the Academy 13, no. 2 (2013):
187–211. doi:10.1353/pla.2013.0012.
Selected Resources Continued
Books
 Kaplan, Richard, ed. Building and Managing E-Book Collections: A How-to-Do-It
Manual for Librarians. How-to-Do-It Manuals, number 184. Chicago, IL: NealSchuman, an imprint of the American Library Association, 2012.
 NISO DDA Working Group. “Demand-Driven Acquisition (DDA) of
Monographs: A Recommended Practice of the National Information Standards
Organization: NISO RP-20-2014.” National Information Standards
Organization (NISO), 2014. http://www.niso.org/workrooms/dda.
 Polanka, Sue, ed. No Shelf Required 2: Use and Management of Electronic Books.
Chicago: American Library Association, 2012.
 Polanka, Sue, ed. No Shelf Required: E-Books in Libraries. Chicago: American
Library Association, 2011.
 Swords, David A., ed. Patron-Driven Acquisitions: History and Best Practices. Current
Topics in Library and Information Practice. Berlin ; Boston: De Gruyter Saur,
2011.
Thank You
Lynda Aldana
Head of Technical Services & Library IT Services
Email: [email protected]
Phone: 410-455-3468