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Making e-books easy (or trying to!). Establishing acquisitions procedures at the University of Surrey. Content: Laura Smithson & Phil James Presentation: Kate Price. High proportion of science disciplines High proportion of postgraduates Emphasis on innovation

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making e books easy or trying to

Making e-books easy(or trying to!)

Establishing acquisitions procedures at the University of Surrey

Content: Laura Smithson & Phil James

Presentation: Kate Price

a bit about us
High proportion of science disciplines

High proportion of postgraduates

Emphasis on innovation

E-Resources spend is nearly 70% of total information resources spend

A bit about us….
a bit about us1
90,000 e-books (excluding EEBO!)

2,500 e-books purchased individually

650 of those purchased in last year

10% of all book orders are e-books, and growing

Individual titles purchased from same funds as print books

Packages purchased from same funds as databases

A bit about us…
previous procedure
Request submitted by various means

Librarian found e-book via supplier website

Printed off page and marked up (fund code, etc.)

Acquisitions ordered via supplier website

Order went on LMS (Talis) when invoice received

Previous procedure
Huge waste of paper!

Funds not committed immediately

No record of order on LMS - possibility of duplication in interim

Records slow to arrive on catalogue

process re engineered 2008
New supplier (Coutts / MyiLibrary)

Able to select books via supplier interface

Able to download skeleton MARC record to generate an order record on Talis with minimal manual entry

Able to transmit orders via EDI direct from Talis

Able to do this (almost) without paper

Process re-engineered2008
time money
Ordering via an aggregator fits with our existing practices – saves time

Single interface for librarians to search -saves time

Costings are immediately available – no need to check with a publisher rep - saves time

Orders no longer get stuck in a box – saves time

Ordering and fulfilment via EDI are very quick so no need to backtrack through emails and paperwork – saves time

Time = money
stage 1
Librarian receives list from academic

Librarian identifies items not in stock, funds available, number & format required

Librarian logs in to Coutts Oasis

Creates lists of e-books for ordering

Marks these up online

Forwards them to the Acquisitions team for ordering

Librarians not authorised to transmit orders directly

Stage 1
stage 2
Acquisitions staff member logs into Coutts Oasis

Sees lists of e-books from Librarians waiting for processing

Batches them up for weekly ordering

Downloads basic MARC records and spreadsheet of orders including fund details etc.

Stage 2
stage 3
Basic MARC record imported into Talis

Order created using MARC record, and fund code and price copied & pasted from spreadsheet

Copy function within Talis used when creating multiple orders – e.g. for librarians’s details

Order transmitted to Coutts via EDI

Funds committed immediately

Record visible on OPAC with standard message “e-link – not yet active – item is on order”

Stage 3
stage 4
Supplier sends upgraded MARC record, including active link

Uploaded over the top of the basic MARC record

Links checked to ensure they work

Invoice sent by e-mail and items checked, receipted and paid on Talis

Invoice printed and kept as proof of purchase

Ordering, receipting & quality checking processes take approx. 2 hours per week in total

Stage 4
points to remember
Other suppliers offer EDI ordering for e-books

Other Library Management Systems offer EDI ordering & MARC import

Investing time in setting up smooth and efficient systems saves time later

Points to remember
checklist 1
Get all staff involved familiar with supplier website

Establish workflows that suit your setup

Use individual logins for Librarians, tailored fund codes set up in advance for speed

Choose an appropriate e-book access model for your customers and budget

Checklist 1
checklist 2
Set up and test EDI ordering with supplier

Set up profiles for importing MARC records

Set up system of folders for MARC records and spreadsheets

Know how to deal with exceptions which cause import failure

Create instructions tailored to staff groups

Checklist 2
checklist 3
Integrate e-book ordering into regular acquisitions workflow

Establish quality checking procedures

Establish good customer support contact for troubleshooting

Establish procedures for collecting and distributing usage statistics

Send wished for titles to supplier to pass on to publishers

Checklist 3
added value from supplier
New title alerting, against subject profiles

Match e-book availability against existing stock

Match e-book availability against previous print purchases with same supplier

Added value from supplier
the future for surrey
Joint Consortium Book Agreement

Discounts now also applied to e-books

Embed procedures for purchasing from non-EDI enabled publishers (TIME!)

Use similar paperless process for ordering print copies

Agree policy on purchasing e-versions

Patron-driven purchasing?

The future for Surrey
the future for e books
Improve online selection & ordering

Improve availability of titles

In demand by students- but difficult to use!

Improve ease of login to individual titles

Improve usability on mobile devices

Reduce DRM restrictions

Flipping pages, downloading, copying are needed in order to learn effectively

Inform students of acceptable use policy

Use watermarking to track transgression

The future for e-books
thank you for listening
Kate Price

Head of E-Strategy & Resources

Library & Learning Support Services

University of Surrey

Thank you for listening