Building a Collection that Meets Users Needs the

Building a Collection that Meets Users’ Needs: the e-books Patron Driven Model Melissa De Fino Mei Ling Lo Catalog Librarian Math/Computer Science Librarian mdefino@rulmail. rutgers. edu mlo@rutgers. edu Rutgers, The State University of New Jersey 2011 Annual VALE / NJ ACRL / NJLA CUS Users’ Conference -- Jan. 5, 2011

What is a patron-driven model? Allows users to participate in the selection and acquisition of the library books. PDA (Patrondriven Acquisitions) Patron Initiated Purchasing User driven purchasing PDP (Patrondriven Plan)

Patron- driven model: Process Set up a list of parameters for a collection Subject areas, publication date, scholarly vs popular, undergraduate, graduate level… Load the records into the library catalog Books get purchased after they are viewed a pre-determined number of times Deducted from a fund

Issues related to many patrondriven plans Funds get spent out quickly in a few months Funds tend to be spent on a few disciplines Why do we need librarians? Subject specialties? Unable to balance the various needs of users

Things have changed. . . An Autopilot for Autos Fasten your seatbelts, surrender the steering wheel, and let AUTONAV do the driving for you--on streets and highways or over unpaved terrain. Those are the kinds of automated driving begun by a team of German and U. S. researchers.

Why do we want patron-driven model at Rutgers? Over 40% of the print titles at Rutgers Math Library never got circulated in the last 5 years.

Why do we want patron-driven model at Rutgers? Computer Science has had a long tradition of relying on e-books Too many computer programming and technical books – hard to meet the needs Our funding is only available between late Nov and early March. Hard to purchase books throughout the entire year.

Patron-driven plan at Rutgers Set boundaries: current year of computer science and mathematics only Set up a depository account, i. e. pre-pay the collection Librarian selects book titles from a spreadsheet provided by the vendor each month MARC records are loaded. Users access our catalog to locate the titles After a pre-determined number of usage, the title is purchased.

Patron- driven model: Workflow Selector selects e-books, contacts vendor. Vendor sends records to Cataloging reviews the records and sends approval to Systems for the records to be loaded to our catalog. Systems loads the records as-is. Systems adds a local note identifying the records as temporary, and as part of the PDP project

Temporary Record for selected E-books

Patron- driven model: Workflow, continued Every 4 weeks, reports of purchased e-books are generated by the vendor. The vendor sends this report to Systems removes temporary records, loads permanent records, and notifies Cataloging and Acquisitions. Systems adds a local note to the bib record identifying the records as permanent, and as part of the PDP project. Cataloging evaluates and modifies the permanent e-book records. The new bib record triggers an order record. Acquisitions processes the order and reviews the invoice sent from the vendor. Purchasing is done on a deposit account.

Patron- driven model: Challenges How to identify temporary records and permanent records? Various fields in the bibliographic record were considered 583 Action note 583 is not indexed in our system, and so cannot be searched. The process to have a new field indexed would take a long time. The change would need to be approved by various committees. 856 |x Nonpublic note 856 |x is not configured to display in our system, and making this change would have taken a long time.

590 Local note Already used for donor information and other copyspecific information such as signatures, errata, and imperfections. However, it was already indexed in our system and would not display in OCLC. Data Constants Vendor supplying the materials Selector’s initials Discipline/group/project name Status (i. e. Selected or Purchased) 590 __ |a. Coutts MLL Math&Computer Science Selected.

Patron- driven model: Challenges How to de-dup, or match e-book records to print versions? ISBN For this pilot project, e-book records that matched to print records were not loaded to the system. How to match final record to temporary record? URL

Patron- driven model: Challenges Vendor catalogs multi-volume sets separately by volume. We decided not to merge the records until they were purchased. When to edit the records? After purchase. Temporary records do not go to our authority vendor and are not loaded to OCLC. They do not go to our “this just in” page on the libraries website. However, permanent records are edited and reviewed by Cataloging, are reviewed by our authority vendor and loaded to OCLC.

Patron- driven model: Challenges How to edit records? Things to look out for: Make sure the records are reflective of the electronic resource and not the print resource. Follow rules for vendor-neutral cataloging. If possible, make changes to suit local practices. Communicate with your vendor.

Temporary Record for selected E-books

Permanent Record for purchased E-books

Patron- driven model: Lessons Learned Cooperation and Communication are key. Systems, Cataloging, Acquisitions, the Budget Office, the department that handles our licensing (Distributed Technical Services) and the selectors all worked together to make this project a success. We also communicated regularly with our vendor.

Patron- driven model: Lessons Learned E-book cataloging standards are new and constantly changing. Traditional print monographs are cataloged one at a time, but e-book records come in by the hundreds and need to be reviewed in batches. Cataloging rules are changing frequently. Goals are timeliness and efficiency.

Lessons learned: Ask the right questions: What is a “Buffer Landing Page”?

Lessons learned: Ask the right questions: What is a “Buffer Landing Page”? What is a “Click”? 5 clicks: clicks on the 5 pages within the same book by the same user 1 Click: click on the buffer landing page

Lessons learned: Ask the right questions: What is a “Buffer Landing Page”? What is a “Click”? Is it a single-user license or multi-user license? Do we get discount like our approval books? What happens if the funds do NOT get spent down? Are archives available? How about Portico and LOCKSS (Lots of Copies Keep Stuff Safe)? Ask for an Administrative account to view usage statistics

Usage of patron-driven plan at Rutgers: Total number of titles provided by Myi. Library (Feb - Nov 2010 Number of titles selected by the librarian (Feb – Nov 2010) Number of titles paid by Rutgers Libraries (Sept – Dec 2010) Number of titles pending (to be paid by Rutgers Libraries) Expected Number of titles to be purchased (by June 2011) 1004 723 20 ~15 ~93 Ratio Number of titles selected : Number of titles purchased = 20: 1

Thank you.