Patron Driven Acquisitions in a Multi-type Consortia

Patron Driven Acquisitions in a Multi-type Consortia Western New York Library Resources Council (WNYLRC) Member of the NY 3Rs ALA Annual Meeting 2012 Anaheim 1 Sheryl Knab, WNYLRC Executive Director

2 About WNYLRC One of 72 library systems in New York State One of 9 reference, research, and resources councils (3Rs) Multi-type consortia Not-for-profit, but 90% state funded Membership includes public and school library systems, corporate, academic, cultural, and hospital libraries Governed by a peer board 1. Capital District Library Council 2. Central New York Library Resources Council 3. Long Island Library Resources Council 4. METRO (NYC) 5. Northern New York Library Network 6. Rochester Regional Library Council 7. South Central Regional Library Council 8. Southeastern New York Library Resources Council 9. Western New York Library Resources Council FYI: Systems serve an estimated 7,200 libraries of all types in NYS

3 What is WNYLRC s consortial vision? Questioning existing practices. Testing new ideas.

4 How do we implement this vision regionally? Everything we do must adhere to a set of principles: 1. Community and collaboration Working Together is more effective than working alone. 2. Innovation: Creating value through positive change by incubating new ideas, technologies, services, and programs. 3. Education: Cultivating a culture of learning through improving our stakeholders skills and knowledge to create opportunities. 4. Connecting: Blurring boundaries by building bridges and facilitating connections among diverse groups. 5. Advocacy: Championing libraries by securing support through a compelling story.

5 What gives us (and other 3Rs)the advantage when incubating ideas? Nimble 501C3 Ability to move quickly and address a specific need in the region/state Little bureaucracy to overcome (i.e. procurement rules) Ability to provide seed money to local or state-wide pilots Access to expertise and experience that exists in different areas of the state Ability to build upon successful pilots and programs Ability to bring different types of libraries together History of facilitating cooperation and collaboration

6 Developing a Common Vision Developing a just in time, not just in case philosophy Removing real and artificial boundaries geographic, institutional, philosophical through the creation of a possible new paradigm my library is your library, my book is your book Building a state-wide virtual framework to Envelope and support existing local/regional/multiregional projects, services, and programs that can be more cost effective for all by avoiding duplication and scaling up what works on the local level when possible Recognizing strength in numbers Acknowledging what each type of library or library system brings to the collective

7 What is WNYLRC s Role in Creating this Vision Regionally (and or state-wide)? Testing: Regional/multiregional Pilots Evaluating: Identifying failures and successes of local initiatives Implementing: Moving from pilot to program; inviting others

8 Testing: Show them what we can accomplish together through pilot to program initiatives Drive projects from the ground up instead of top-down Encourage experimentation Encourage multi-type pilots Encourage institutional pilots across regions Provide seed money Provide support as needed

9 Evaluating: Developing programs based on regional and local successful pilots Identify additional pilots or partnerships in existence around the state Incorporate successful pilots into statewide framework Can the E-book pilot be scaled up to include other libraries state-wide? Can we build upon and expand the number of participants of the Purchase on demand (print)across the state?

10 Implementing: Creating the collaborative information infrastructure initiative Determine what existing partnerships/collaborations/initiatives can scale up to state-wide Create platforms as needed Ensure the end-user s role in collection development on a more global level Use the Cloud as much as possible

11 DDA - influencing a state-wide vision for shared collections What if.shared platforms and repositories Shared access (shared catalog and discovery tools) Shared e-book collections Shared print storage (last legacy copy) Shared archival storage (special collections) Shared digital and/or print documents repository (government, business, and other source documents) Shared historical digital collections repository (newspapers, photos, audio, manuscripts, etc. NY Heritage www.newyorkheritage.org) Shared finding aids repository such as EADs, PDFs of print versions Shared scholarly repository

12 Two Pilots. Purchase on Demand Shared Print Pilot (print books) give the user quicker access by allowing them to tell you what they want and then purchase it from Amazon started regionally, did not expand, reconsidering Demand Driven Shared E-book Pilot develop a business model that works for a growing purchasing group and give the user immediate access allowing them to choose what they want- under development

13 Purchase on Demand Pilot Initial Premise (Print) 2009-2010 Regional only Use Amazon.com as vendor Measure the impact on regional resource sharing by gathering statistics on items purchased and their usage history Determine the scalability of the program to include other funding sources Identify its usefulness as a coordinated collection development tool

14 June 23,2012 Philosophical Debate #1: Ownership versus Access First copy in region means: Encouraging member libraries to embrace the notion that owning a title in-house is not critical if we can provide access, and that Access includes getting the material in the hands of the users quickly and Sometimes it s cheaper to buy a title than to borrow it, and that Any process including sharing and storing a title has a cost and an outcome, and that Providing access means buying, sharing, renting, and borrowing

15 POD Purchasing Criteria WNYLRC put $20,000 on a credit line at Amazon.com. Budget managed by WNYLRC Seven libraries participated one public library system, one public university, one community college, three private colleges, and one public 4 year

16 POD Proposed Outcomes Put materials in the hands of the patrons quicker, cheaper Empower patrons to participate in the development of a library s collection Allow items purchased be lent to the patrons under purchasing library s policies rather than on a lending library s policies through ILL Allow large and small academic as well as public libraries to participate equally Ensure a first copy of a title be purchased and available for lending for free in the region Allow libraries to participate without adhering to stringent bureaucratic layers Emphasis on ownership of titles, not rental of title Increased odds that title will be circulated again

17 POD Purchasing Criteria No purchases of textbooks, electronic resources, or journals. Titles purchased available to other WNYLRC members for borrowing $50/$100 limit per item before delivery charges and each library limited to five items per week Use standard shipping (many used the Amazon Prime service) Libraries must search for an item using OCLC Books purchased through the program are property of the ordering library Books purchased through the program delivered by Amazon

18 Testing, Testing, Testing Additional patron services were tested: Allowing reference librarians to purchase materials for patrons (Canisius College, Niagara University) at point of contact Direct delivery to patron from Amazon (Buffalo State College)

19 POD Outcomes October 5, 2009 May 2010 Final Statistics $17,415 spent 426 titles purchased Shipping expenses amounted to $742 (over $25 is free shipping) Average cost per title: $40.17 under $100 imposed limit (under $50 imposed limit was $26) Subject areas: all over large amount of political science, small amount of fiction, some art. No identifiable trends.

20 POD Outcomes October 5, 2009 May 2010 Final Statistics 454 items circulated 1,242 times 54% of titles circulated more than once At BECPL 80% of the titles circulated more than once (117/145) At UB 78% of the titles they purchased circulated more than once (100/129) No Losses on delivery direct to user but too little information to know if it is a viable model Explored scalability to CCDA program through state Amazon policies towards tax-exempt entities archaic, questionable statistics at times, line of credit worked well but hard to negotiate Difficult to determine impact on regional resource sharing since statistics on ILLs to other members for these particular titles is hard to determine

21 What we would do differently Put in a smaller amount of seed money and ask each library to contribute their own funding Discussions held using coordinated collection development aid (CCDA) from state to develop ongoing program was premature Create a plan ahead of time for continuation of pilot into program and recruiting additional participants

Slide 22 NY 3Rs Demand Driven E-book Pilot 2012 Patron driven shared e-book model Work with vendors to create business model that works for both the publishers. the purchasing group, and the users Develop model that is inclusive of large public libraries (systems) and academic libraries

23 Goals of the pilot To test a NY multi-type consortial model for facilitating e-book access To test access versus ownership To test access/purchase models that meet the needs of current participating libraries and future participating libraries To test the feasibility of a state-wide program

24 So why EBL for this pilot? Of the vendors who demonstrated, EBL had the most experience with consortial groups (Orbis Cascade Alliance, Connect NY) Provided data on trends and purchasing thresholds from existing demand driven pilots Unlimited simultaneous users/no turn-aways Flexibility in determining patron discovery Offers perpetual ownership Works with EZProxy No proprietary plug-in; uses Adobe Reader 6.0.2 or higher or Adobe Digital Editions Librarians specify e-book borrowing periods Works with most readers that can host Adobe Reader Digital Editions software Willing to work out authentication problems with public library systems that do not use EZProxy. Went above and beyond to make this work with the multi-type perspective

25 Who is participating Academic Libraries Buffalo State College Daemen College Erie Community College Hilbert College Houghton College Monroe Community College St. Bonaventure SUNY Brockport SUNY Cobleskill SUNY Cortland SUNY Geneseo SUNY Morrisville SUNY Oneonta SUNY Potsdam University at Buffalo Public Libraries ** Buffalo & Erie County Public Library Monroe County Library System

26 Challenges for Publishers.. And Us Creating incentives for publishers to allow other libraries to join later Allowing libraries who come in later have access to everything purchased Allowing us to use a rent to own commerce model (not in our current model, but one we tried and should continue to push for) Allowing us to negotiate a demand driven model that meets the needs of all library types but that doesn t scare the publishers Reconciling public library users with academic FTE in a single purchasing group

27 Challenges we anticipate or are already experiencing No state-wide union catalog Authentication - our public library systems do not use EZproxy Appropriate content for both academics and publics Batch loading of records Ongoing loads Marc record quality Publisher buy-in

28 Our Funding Model 17 Participating libraries/library systems contribute money to the pilot $65,500 Contributions range from $1,000 to $15,000 WNYLRC provides the billing service as well as seed money - $3,000 NY 3Rs markets it and provides seed money - $5,000

29 Our Participation Parameters EBL assists with developing purchasing parameters Participating libraries will determine discovery avenue for their users (catalog versus EBL platform) 5,000 records will be included in the initial load Agreed to use EBL MARC records

30 Our Partners 9 publishers have agreed to participate to date Ashgate Publishing CABI Guildford Publications, Inc. John Wiley & Sons, Inc. Marshall Cavendish Corporation McFarland Publishers Princeton University Press SAGE Publications India PVT ltd Sage Publication Ltd

31 Philosophical Debate #2: Access versus Ownership If, on average, less than 10% of titles are purchased in existing demand driven programs and the average of short-term loans is relatively consistent using a representative sub-set of EBL customers, 1.37 STLs per title Is ownership more important than facilitating access? Is a demand driven model an alternative to ILL? Is a demand driven model a complement to professional collection development? Is providing access to 5,000 E-book titles comparable to a print demand driven model where a title can come from any source and not from a pre-selected group of titles?

32 Still working on Finalizing DDA (Demand Driven acquisitions)program structure Leveraging short-term loans (STLs) with purchases Determining purchasing threshold how many STLs triggers a purchase How many copies of a title do we purchase - multiplier Assessment how do we measure success, failure, outcomes? How do we grow the publisher participation? How do we grow the number of library participants beyond the pilot and keep the ones already participating?

33 Pilot to Program Planning Model FTE Academics: Population based on published FTE Buy-in Amount Percentage Multiplier Example: On $1,000 Example: increase list price of titles (use in the Multiplier the current list value from the current 5 of purchased titles) for each tier 20,000 plus 35% 0.35 $ 350 5.35 10,000-19,999 30% 0.3 $ 300 5.3 5,000-9,999 25% 0.25 $ 250 5.25 2500-4,999 20% 0.2 $ 200 5.2 1000-2499 15% 0.15 $ 150 5.15 500 to 999 10% 0.1 $ 100 5.1 499 or below 5% 0.05 $ 50 5.05 Publics: Population based on Active Adult Users 500,000 plus 35% 0.35 $ 350 5.35 400,000 to 499,000 30% 0.3 $ 300 5.3 300,000 to 399,000 25% 0.25 $ 250 5.25 200,000 to 299,000 20% 0.2 $ 200 5.2 100,000 to 199,000 15% 0.15 $ 150 5.15 50,000 to 99,000 10% 0.1 $ 100 5.1 up to 50,000 5% 0.05 $ 50 5.05 o Libraries coming in later must "buy-in" for titles already purchased. The consortia s multiplier will increase for purchases of titles moving forward. o For the "buy-in," the library will pay a percentage of the list price for the total number of purchased titles to date. The same percentage will be used to increase the multiplier from its current value.

34 Testing someday perhaps Shared Collections Articles on Demand (Michael Levine-Clark, University of Denver presented on this whole issue at Allen Press Emerging Trends in Scholarly Publishing Seminar in April) Creating a demand driven model that works for libraries and publishers Mixed use of short term loans and purchases or Outright purchasing of articles or Rent to own articles Other Shared Services Patron driven services: Print on Demand services Digitize on Demand services

35 Contact: Sheryl Knab Western New York Library Resources Council 4455 Genesee Street, P.O. Box 400 Buffalo, NY 14225 Phone: 716.633.0705, ext. 121 Email: sknab@wnylrc.org