Shannon Pritting: Alright, we've got a lot to cover. So I'll go ahead and get started.
Shannon Pritting: This is our October SUNY Library Services update
Shannon Pritting: We'll just jump into things. If you have any questions, feel free to type in the chat or unmute yourself. And as always, we'll take questions at the end. And in whenever we're talking about it in the slides.
Shannon Pritting: I'm not gonna spend much time but just a quick update on our monthly support meeting from October, the major
Shannon Pritting: Major improvement is that we did finally get a content rep to show up to our meetings regularly and, you know, so we have a good audience to work through some of our content slash CDI issues.
Shannon Pritting: One of the things that she did share is that pro quest is hiring many new people in relation to content and that there might be some temporary unevenness, and we'll keep an eye on that. And if it's something where we think you're not getting good
Shannon Pritting: Responses or feedback on content issues will, you know, we'll try to keep on top of that as much as sooner as much as possible.
Shannon Pritting: And we're still working on Gail linking issues and we're putting pressure on Gail and pro quest on this, but it is it is it's improved, but it's still not where we want it to be.
Shannon Pritting: And we'll let you know when we get that fully resolved.
Shannon Pritting: A major new project that that the SUNY library services team has started to spend a big majority of our time on is the what we were calling the multi award RFP, we're now calling the expanding system wide library agreements project so we can build our pro portfolio of licenses.
Shannon Pritting: And we're going to have a kickoff meeting next week.
Shannon Pritting: You can sign up for it on on the lid cow in our overall goal is to greatly increase our system wide agreements and then also to
Shannon Pritting: get much better connections into the procurement process.
Shannon Pritting: At the system wide level and also through state contracting and to give us some better opportunities to group negotiate and at the very least, to reduce duplication of efforts for procurement licensed review all the things that go into purchasing subscribed content or licensing content.
Shannon Pritting: We've heard for many years. This is something that
Shannon Pritting: That Sunni libraries want more of in we're we're putting a lot of effort into this and we'll be giving you updates as regularly as we can, but know that this is one of our priorities. We're putting a lot of time into this right now working with
Shannon Pritting: The Vice Chancellor for procurement in Sunni and then we've had meetings with
Shannon Pritting: OSC and RGS etc and Esther and I are also meeting regularly with vendors to make sure that we're on the same page so that they know what we're looking for when we do
Shannon Pritting: Start with this project. More formally, in the next few weeks.
Shannon Pritting: So with the, you know, just under the same general theme of collaborating more we're still working with the senior library accessibility cohort. So in the coming month we should start putting out
Shannon Pritting: Or will start reviewing resources and then we'll put them in the vendor accessibility. The third party vendor repository Michelle's done a really good job working with
Shannon Pritting: Some folks from New Paltz Farmingdale etc to update V paths that we had and and other accessibility documentation and will continue to layer in new new and more updated compliance documentation in that repository. Some of it might be password ID.
Shannon Pritting: And, you know, if you need it. If you need the password. Just, just send us a ticket to live answers.
Shannon Pritting: This, I think, will be something that will need to work together with the libraries and procurement staff or IT staff. However, it's playing out at your campus so that what we're
Shannon Pritting: Not doing is doing it centrally, and then also doing it 40 times in different ways. So I've already had some initial conversations with the procurement Association.
Shannon Pritting: About our efforts and we'll keep that communication open coming from SUNY, but do us a favor and start talking to your procurement people about this, especially if they're asking you about accessibility checking
Shannon Pritting: And you know that as part of the as part of the process, because what I've often found is when I talked to procurement people, they're like, well, the system solution won't work for us because
Shannon Pritting: We have these things and we're special. And we usually respond back as these are all great points we've considered them.
Shannon Pritting: Here's how we're handling it and we're on the same page just using slightly different language. And that's where we need your help, because you're
Shannon Pritting: The local staff who have those relationships that you've grown over years and years. So, you know, we can only be more systematic and coordinated and collaborative if you're helping to communicate to those local stakeholders.
Shannon Pritting: So we've done a lot of these we've done 16 reports where we, as the in the SLS s the SLS group have
Shannon Pritting: Gone through and done a fair amount of analysis of your print usage and then working with Pro quest and disco to see what is what's available for E books.
Shannon Pritting: As far as what you can, you know, get to replicate your print access during the pandemic.
Shannon Pritting: So we've done this for a couple of months. And it's been, you know, I think a good use of our time, but all good things must end, we need to move on to other initiatives and I think those who
Shannon Pritting: Will be action oriented on this have already taken us up on it. So after today. If you ask us for
Shannon Pritting: One of these reports, we will just tell you, you know, you can get that information yourself in Alma and
Shannon Pritting: You know that you can reach out to the publishers are the resellers ABS go in pro quest yourself. So the print to electronic assistance is, is no longer an active program from our perspective.
Shannon Pritting: What we are trying to grow is the self check on application. We've worked with AI tech and other groups in Sunni to create a local version of the self check on application so that
Shannon Pritting: You can use Alma and have people check out items to themselves. I think what people might use this for the most. It seems like from some of our
Shannon Pritting: reviews that the concept of a self service hold shelf is becoming more and more common during this period, and probably will be something that lasts for, you know, beyond the pandemic.
Shannon Pritting: That the use of the self check application is something that will be useful in that regard.
Shannon Pritting: We will have authentication in front of it relatively soon. That's going to be our top priority which would mean that you'd be able to put this up and then you'll be able to say
Shannon Pritting: You need to sign in via via the campus authentication that will pass the identifier and the alma so that they will only be able to check out things themselves so that you can be a little bit, you know, it should be a
Shannon Pritting: You know, much more useful there it's already being used that a few campuses as a self check replacement or self check alternate
Shannon Pritting: This is no cost to you to set up. And at this point, it will be part of what your baseline services cover. There's no anticipated charges for this. So if you're considering this let us know. Send us a ticket and we'll, we'll get you started.
Shannon Pritting: We have a few campuses, who are working on implementing re Alto.
Shannon Pritting: And so Buffalo State and Mohawk Valley, the SLS worked with Pro quest to get them into an early adopter group.
Shannon Pritting: With the SLS at the SLS role is is going to be is looking at real alto critically and what's needed to implement re Alto. It's a free to use service.
Shannon Pritting: Because they're selling you things they don't charge you an additional subscription and then seeing if this is something where we could potentially help campuses to implement re Alto.
Shannon Pritting: As a, you know, it's kind of an overlay on top of OMA so we think Buffalo State and Mohawk Valley for being testers in this and for allowing us to
Shannon Pritting: You know, observe what they're doing. So Tim asked what does real to do so real alto is
Shannon Pritting: It's an ordering system that allows you to do what you're doing and external systems like go be or maybe you're using oasis or other
Shannon Pritting: Things that maybe you've done the work to integrate via API's into Alma that that integration is just connected right off the bat, you can manage DDA you can do selection lists.
Shannon Pritting: It's, it's, in essence, a, it's a much more expanded acquisitions and collection management portal that is deeply connected into Alma
Shannon Pritting: Alright, I'm going to turn it over to Michelle.
Michelle Eichelberger: For her portion. Thanks, Shannon. Hey, everybody. First of all, I just wanted to give you a quick update on our CDI work that we're doing.
Michelle Eichelberger: Yvonne, and I have done a total of 36 audits and these are both artists that were requested by campuses and I've been doing some house calls
Michelle Eichelberger: If you get contacted by me for a CDI house call. It's because when I checked your system. You've got probably more than 225 collections active
Michelle Eichelberger: And also it's because I've found a lot of away content in your system. So I'm just
Michelle Eichelberger: Running through what I do is export your list of collections. And then I make comments on that list, you're free to take or leave my comments. But if you hear for me. That is why
Michelle Eichelberger: We are doing our third in a series of four CDA Lunch and Learn sessions this week. It's tomorrow afternoon, and then there's one more.
Michelle Eichelberger: And we are continuing to add new FAQs. Keep an eye on. And also keep an eye on the primo list for CDI discussions, if you're really super interested in the the nitty gritty of how the CDI works and problems. Other places are having
Michelle Eichelberger: You will not be surprised to see that other places are similarly struggling with CDI like us. You can go ahead, chin.
Michelle Eichelberger: So the pre movie release notes came out and in the November release. There are a bunch of things coming
Michelle Eichelberger: Thanks so much to the discovery. Working Group who's working with me to design a testing script for new releases so that we can try and catch any regressions or other problems that might come up
Michelle Eichelberger: We'll try it and test in the sandbox before the release goes out. So for the November updates, they are
Michelle Eichelberger: Actually versus working with dq to do accessibility testing on Alma and primo and so there will be changes coming because of that review.
Michelle Eichelberger: In order to make things more accessible, but just bear in mind as they change things if you've done a lot of heavy custom customization in your own system that may impact.
Michelle Eichelberger: Your settings. I don't think this month's releases are going to do much harm Amanda from room did some research on it and it looks like it shouldn't impact things too much, but just keep your eyes open.
Michelle Eichelberger: One thing that's coming. That's pretty cool. Is that for physical items. Currently, it'll just say not available. If it's checked out or lost or whatever. And now there's a way that you can adjust that.
Michelle Eichelberger: Display in primo to give a little bit more information right off the bat in your results list.
Michelle Eichelberger: One thing that we're really looking forward to testing is that there's now the option to boost your institutional holdings. If you're using a search like the Sunni catalog or if you include the Sunni catalog in your everything search
Michelle Eichelberger: So we're hoping that this makes use of this Sunni catalog more widespread, because that you know we do want people to see what other campuses have we want to increase the resource sharing that happens throughout the system. So we are excited that that is finally happening.
Michelle Eichelberger: There are some new fields coming for the whole request form to make ordering specific chapters and periodicals easier. There's some new bandwidth options in terms of displaying things
Michelle Eichelberger: And then finally, this has been a long standing issue since about, I don't know, mid summer when they made some changes to how Dee doop works.
Michelle Eichelberger: It's still not working right. So they say that that's going to be fixed in the November release. We will keep an eye on things and I'm hopefully they are right and that you should be able to have
Michelle Eichelberger: Better display both your print and electronic on D duped records and pretty well. So that's it for me.
Esta Tovstiadi: Thanks, Michelle. I'm
Esta Tovstiadi: Go ahead to think, Shannon. Um, so I just wanted to talk briefly about the some of the resources that we're currently working on getting contracts for with our new procurement initiative. So we have three that we're currently actively targeting and a few more coming down the pike.
Esta Tovstiadi: We're actually in the stages of developing an offer with Springer nature for the journal Nature, they've made a proposal to us and
Esta Tovstiadi: What as Shannon said we're working outside of the procurement process before the formal process to sort of get them to mold that offer as much as possible to our needs.
Esta Tovstiadi: Before we take that through the official channels. And then we have some meeting scheduled with IEEE and the American Chemical Society in the coming weeks.
Esta Tovstiadi: And so what we're, we're basically aiming for with these contracts is a is a centrally signed license that the campuses can use in procurement.
Esta Tovstiadi: Were specifically looking to license the front file content and secure perpetual access to the years that we've subscribed.
Esta Tovstiadi: As well as a discounted article publication charges were applicable and limits on annual price increases, among other things, and we will continue to share more information as as it becomes available.
Esta Tovstiadi: Gotten to the next slide please.
Esta Tovstiadi: So you we've started also soliciting interest in to share DDA pilots. We have two two cohorts going. The first is with our University Centers comprehensives and technology schools. And then the second is our campuses with nursing programs.
Esta Tovstiadi: Campuses who are eligible have been contacted with detailed information via email. So if your campuses interested and you fit one of these cohorts, you haven't received an email from me, let me know.
Esta Tovstiadi: We, we had to scope it like this, because as I've mentioned and other updates.
Esta Tovstiadi: Pro quest has to go to each publisher and negotiate a multiplier. So they need specifics about which publishers, we want and which campuses might be participating
Esta Tovstiadi: I think we got a pretty good deal. So the multiplier on the single user list price that we got for the first cohort. A is four times the list price, and it's three times for the, the second cohort.
Esta Tovstiadi: So more information on that we
Esta Tovstiadi: expect this to run through the end of the fiscal year depending on how much funding campuses are able to contribute. Go ahead to the next slide. I just kind of want to talk about some of our goals with these pilots.
Esta Tovstiadi: So the obvious one is that we're trying to prevent duplication. So instead of many campuses buying a copy of an E book and paying the invoice for it and then making sure access is set up. We're hoping that this pilot can centralize some of that work.
Esta Tovstiadi: It gives us a chance to sort of get our feet wet and develop a workflow in the network zone for managing this
Esta Tovstiadi: Which is part of what we plan to do with these pilots.
Esta Tovstiadi: And it also gives us an opportunity to figure out what kind of funding model we need in order to distribute the costs.
Esta Tovstiadi: In a way that is sustainable for campuses, but also provides a good return on on investment for those participating campuses and hopefully this gets us moving and thinking more collaboratively in our collections moving forward.
Esta Tovstiadi: Okay, next slide.
Esta Tovstiadi: So we have wrapped up the New England Journal of Medicine renewal for 2021
Esta Tovstiadi: Previously this year all campuses had access and there were 37 campuses contributing to the subscription. It was close to $70,000
Esta Tovstiadi: We met with New England Journal of Medicine and we reviewed usage and notice that there were a lot of campuses utilizing the subscription, but not contributing. And on the flip side, there were some that were contributing but not really.
Esta Tovstiadi: Utilizing the subscription not not seeing
Esta Tovstiadi: A lot of downloads or full text accesses. So we, you probably saw that we we handled this renewal, a little differently this year and we ended up going back with the campuses, who were able to pay and participate and we asked New England Journal of Medicine.
Esta Tovstiadi: For a different deal and they were they accepted it. So,
Esta Tovstiadi: Moving forward, we're going to be managing the access to New England Journal of Medicine in the network zone for those 25 campuses that are participating
Esta Tovstiadi: And what that means is that if your, if your campus didn't opt into this this offer and your campuses and paying, then you will lose access starting January 2021 so we'll have some more formal communication coming out.
Esta Tovstiadi: Today about that. Next slide.
Esta Tovstiadi: Okay, so we have an offer out for all of Sunni to purchase perpetual access to the 2021
Esta Tovstiadi: Sunni press catalog on ebooks central so all the Sunni press titles available on ebook Central. This is basically an all or nothing deal
Esta Tovstiadi: We either purchase all of the titles or we we don't purchase any of them through this through this offer we I think we got a great deal we we met with Tim still Xperia the new press director and he offered us
Esta Tovstiadi: A three times list price multiplier or $285 per title.
Esta Tovstiadi: For for those books which is a fantastic deal, particularly for the some of the community colleges, which I think it's like a $300 by n. But again, it's going to, it's going to depend on which campuses are interested. There's pricing and details in the collections portal.
Esta Tovstiadi: So just let me know by Friday, November 13 if you if your campus is interested in this.
Esta Tovstiadi: Okay.
Esta Tovstiadi: So the next thing. The last thing that I want to talk about
Esta Tovstiadi: Is our Elsevier package title swap analysis.
Esta Tovstiadi: So our current SUNY wide subscription, as you all probably know contains those 248 titles that we, a group of us had selected in in spring 2020
Esta Tovstiadi: And our contract allows for us to swap titles in or out. And so we can basically add any else of your title to our, our package for a 3.4 list price multiplier, which is
Esta Tovstiadi: A decent multiplier, so we we conducted an analysis because we wanted to get the best ROI for this package and I'm going to talk a little bit about our process and the data that we looked at on the next slides. So basically we pulled together.
Esta Tovstiadi: A number of different data points and took them to a subgroup of the Sunni shared collections committee formerly the commercial products committee.
Esta Tovstiadi: That group. We actually met this morning and discussed, which made the final decisions about which titles to swap in our out
Esta Tovstiadi: Our, our plan here was we wanted to develop a process that was data driven and transparent and that we could reiterate and use next year and in future years when we review a centralized contract like this. So go ahead to the next slide.
Esta Tovstiadi: Just some of the data that we looked at and considered in our analysis.
Esta Tovstiadi: In the, in the green box on the left side of the screen.
Esta Tovstiadi: We looked at things like full text uses just overall number of full text and also how many of the full text uses were from content that we were calling current that was published from 2018 to the present.
Esta Tovstiadi: We also calculated cost per use based on that current use
Esta Tovstiadi: And we looked at what percentage of us came from open access content as well because, as you know, Elsevier does have quite a bit of open access content in some of their subscription journals.
Esta Tovstiadi: So on the right side you can see we've. We also looked at Interlibrary Loan requests. So I just want to talk a little bit about those
Esta Tovstiadi: Very briefly, we looked and no title received more than 26 requests across all of Sunni and we didn't see any titles generate enough requests at a single campus to warrant a subscription and that was based on the data that we
Esta Tovstiadi: Collected and collated and looked at
Esta Tovstiadi: The. Another thing we looked at was on demand article purchases. So there were, I think, 117 articles. I'm at the cost of about $22 and 95 cents per article
Esta Tovstiadi: That had been request purchased since April 2020 so not an overwhelming amount
Esta Tovstiadi: And we also asked campuses to send us information about individual subscriptions that they had
Esta Tovstiadi: There were 185 total subscriptions spread across five campuses.
Esta Tovstiadi: But there weren't any subscribe to buy more than two campuses.
Esta Tovstiadi: So I've, I've colored this data on this slide in this way because they were both important data points, but that the data on the left side, the green we considered more important to our analysis we actively integrated that data into our analysis.
Esta Tovstiadi: The end product of our analysis. I guess I should say.
Esta Tovstiadi: And then turn away. I'm sorry, I missed the important one. So we also looked. We did look at turtle our way data and we've we've heard that a lot. Elsevier has been contacting campuses with turn away data.
Esta Tovstiadi: So we actually saw no correlation between turn away data and whether or not a title was in our package. And in fact, I think, over half something like 171
Esta Tovstiadi: Titles in our package saw increased turn away data. So this is these are requests coming for are not even requests just did not access denials coming from content that is outside of the range of our subscription. So it's back file content basically
Esta Tovstiadi: Okay, um, let me see if I've covered everything that's
Esta Tovstiadi: Okay, so what what we did with all that data was we basically created a points based rubric and I used it.
Esta Tovstiadi: To rank the titles for consideration for swapping in our out and then you can go ahead to the next slide, Shannon. So we took that and we shared that spreadsheet and analysis with
Esta Tovstiadi: The subgroup of the Sunni shared collections committee, we met this morning, they decided which titles to swap in and out.
Esta Tovstiadi: We are going to share that information and those titles with the larger committee next Monday. And then we'll be communicating that out to the campuses to Elsevier.
Esta Tovstiadi: Updating the network's own things like that as we move forward. And as far as we can tell, per our contract. We're supposed to retain perpetual access to those titles. And again, all of that is going to be managed in the network zone.
Esta Tovstiadi: And I think that's all that I have Shannon unless you want to add something on otherwise it's over to you, Tim.
Shannon Pritting: I just wanted to just tag on for a couple seconds on so you know that was a great summary of the analysis that we did. And you know, I would just say as a as a kind of a summary of that. What we also did is a review of how the new SUNY deal was meeting our needs or not meeting our needs.
Shannon Pritting: You know a little bit more than six months in, and we found that it was indeed meeting our needs and we didn't find any compelling evidence
Shannon Pritting: That you know system wide that there were any issues. So it was a prompt for the, you know, looking at the deal from a a swap perspective.
Shannon Pritting: But also I think we just looked overall at the deal. And I think what we found is you know that very difficult decision to scale down our, our subscription is one that you know 667 months in looks like it was a good decision system wide and is not having
Shannon Pritting: Adverse effects that that the data is playing out, you know, so that's also something that we looked pretty deeply at to
Shannon Pritting: There's any questions. So feel free to put them in the chat. Otherwise, I'll turn it over to Tim
Timothy Jackson: Thank you Shannon
Timothy Jackson: Excuse me. So I want to start out with just giving you all an update on where things currently stand with physical resource sharing and
Timothy Jackson: Alma, um, as of today, we have 50 libraries, who have resumed physical resource sharing and almost so that's
Timothy Jackson: Nearly all of the SUNY system and nearly all of those 50 libraries are both borrowing and lending. Now we have a few exceptions of libraries that are just borrowing or just lending. But generally speaking,
Timothy Jackson: The vast majority of those libraries are doing both. I'm also want to make sure you're all aware that El de service that's empire library delivery service has resumed for libraries in the New York City hub, who have requested service.
Timothy Jackson: So now that we're seeing borrowing and lending activity happening in the New York City area we've reverted back to using our original regional Rodas so we have
Timothy Jackson: All of upstate split into two rows and then a separate Rota for the New York City area. It's the same as things were prior to the pandemic.
Timothy Jackson: We've also turned back on the expiry dates setting for everyone, but instead of setting. It's a four days like we did before the pandemic that setting is now seven days because we do realize that no staffing isn't what it once was. And things are just
Timothy Jackson: Things are different and we need to give libraries more time with their request before they automatically H out so that setting is now seven days for everyone. Instead of four.
Timothy Jackson: And I just want to talk a little bit about statistics for the month of October to date so far this month. We've seen 1393 borrowing requests created which is down significantly from October of 2019 which I guess really isn't that surprising.
Timothy Jackson: Our fill rate for the month of October. Today has been 56%. It was only 50% in September. So we are seeing improvement in that area.
Timothy Jackson: Prior to the pandemic or fill rate was in the high 50s. So we're getting pretty close to at least fill rate wise being back to where we were. Prior to the pandemic are around time numbers are still
Timothy Jackson: Pretty high
Timothy Jackson: Our average turnaround time for the month of October to date has been 9.6 days it was 10.9 days in September. So things are improving.
Timothy Jackson: But requests are moving a lot more slowly than they were prior to the pandemic and it seems like the main reason for this is twofold.
Timothy Jackson: A lot of libraries are no longer receiving five day a week ELD service and libraries are also quarantining materials after they receive them.
Timothy Jackson: So both of those factors are contributing to these longer turnaround times and I did recently put out a survey.
Timothy Jackson: Where everywhere. I'm asking everyone to let me know how often they're receiving email delete yo D delivery and any quarantine periods. I've gotten responses from about half of the system. Now, but if your library hasn't responded, If you could please do that. I really appreciate it.
Timothy Jackson: I'm
Shannon Pritting: Not sure. Can I editorialize here a little bit. Yeah. So I mean, I just wanted to point at the fill rate you know 56%
Shannon Pritting: Is not something that I think Tim and I have said that we're happy and you know I think what I want to say is that we have spent a lot of time with x Libra is figuring out how we get that to what we think is an acceptable rate, which I would say is in the 80s.
Shannon Pritting: Because then that becomes a real, you know, really good way to have this be the primary resource or the only resource sharing system for the majority of our of our console media.
Shannon Pritting: And we've been working a lot on the automated processes and the locating processes that Tim has talked about, but he's going to talk a little bit about a real recalculate Rota
Shannon Pritting: Which is in essence a way for you to manually worker request so that if an exact addition or the exact OCLC number can't be found.
Shannon Pritting: That you go look for another one in the system. We're hoping that that really brings us up a level because
Shannon Pritting: We had to get actually burst to understand that that's an essence how resource sharing systems work. And I think we've been able to do that in a way that the other
Shannon Pritting: Many, many consortium have not been able to in the 10 years of existence of Alma resource sharing. So just want to point out 56 we should see an improvement. We're going to ask for your help.
Shannon Pritting: And most of your resource sharing staff are used to doing that if direct request fails in OCLC you manually work that request and you select a better or a different record. We're going to ask for your help on that.
Shannon Pritting: And please correct anything I said that wasn't not right, Tim as well. Sorry for that.
Timothy Jackson: No, no, that's, that's all, that's all. Correct.
Timothy Jackson: And also just to put a little more context into all of that.
Timothy Jackson: That that low fill rate is also one of the most main motivating factors to our attempts to expand resource sharing within all my outside of the SUNY system.
Timothy Jackson: So, I mean, and just to give you all a reminder that we are we have been talking to CUNY.
Timothy Jackson: And several other libraries within New York State that we're hoping we can get into our road as sometime in the not too distant future. And hopefully, having those additional lenders in the system will help get that fill rate up
Timothy Jackson: Okay. So I want to talk a little bit now about article resource sharing
Timothy Jackson: The number of Article borrowers in Alma is up to 16
Timothy Jackson: Our request volume is still pretty low so far in October. We've seen 112 requests created only 55 requests were created in September. So we've more than doubled the volume and the month, not even over yet.
Timothy Jackson: Our fill rate for article request so far this month has been 90% which is very, very good. I'm really happy about that.
Timothy Jackson: It was only 76% in September, which is still pretty good, I believe it was 79% in October and
Timothy Jackson: I have to admit, I'm not entirely certain why we've seen this jump. They might just be some random variation that's the result of the relatively low request volumes.
Timothy Jackson: But generally speaking, our, our fill rates been been good so far. And our turnaround time numbers I'm
Timothy Jackson: Really improved this month so far this month, the average turnaround time for an article request in all my has been 0.7 days last month there was 2.4 days part of that it had been slightly above one day, I think we saw that big spike in September, simply because
Timothy Jackson: classes were resuming and a lot of staff were just tied up in other things. But now that hopefully things have calmed down a bit. We've seen that turnaround time dropped down to where it was prior to the start of the semester.
Timothy Jackson: And I am quite happy with that 0.7 days and I do want to say a big thank you to all of our article lenders who are who are helping with this.
Timothy Jackson: So, so far, our experience with all my article resource sharing is that, you know, we do see it as a viable alternative to Iliad article borrowing for lower volume libraries.
Timothy Jackson: Unfortunately, almost copyright compliance functionality simply doesn't work properly. Right now, we do have a case in about that and hopefully we can get that fixed sometime soon.
Timothy Jackson: But it's not functioning properly right now. So the dividing line for, you know, is
Timothy Jackson: All my article resource sharing an option for my library is whether or not you feel that you need to worry about enforcing the con to rule of five. If your volumes low enough that you're not having to do that very often.
Timothy Jackson: Than all of them article resource sharing might work for you. And if it's something that you're interested in testing just send an email to info at SLC NY dot Libya answers com and I can work with you on testing that
Shannon Pritting: It just to to Tim that that that we're working with actually race on that bug with the data mapping that's causing
Shannon Pritting: The lack of automation on the con to compliance, so we'll keep everybody updated as we progress on that, but actually versus acknowledge the issue, they can reproduce it and you know no promises on one that will get fixed, but it's not like we haven't
Shannon Pritting: You know escalated this and you know we're not we're not giving up on on this as being a you know also something that will do a good job of content compliance. Yeah.
Timothy Jackson: It just to provide a little more information there. The, the main sticking point is
Timothy Jackson: The publication date of the article request if article request comes in with a clean or digital publication year everything works fine.
Timothy Jackson: And you actually can stop requests from going out automatically if they've exceeded the rule of five.
Timothy Jackson: The problem is when you get an article request with more than just that four digit year in the publication field date field. So if it's you know 2020 dash one zero or October 2020
Timothy Jackson: That just breaks everything and the request ends up being held up
Timothy Jackson: So, and we've also found that I think approximately three quarters of our article requests. Do you have more than just the four digits in the publication year
Timothy Jackson: So it's a turn on this copyright compliance functionality would essentially hold up the vast majority of our requests we it's just not usable right now.
Shannon Pritting: Last editorial on this. I mean, I think we're
Shannon Pritting: We have a tough system to try to replace because the campuses using Elliot, there's a lot of automation that was locally built
Shannon Pritting: To clean that up. Otherwise, you know, more than half probably would fail the automatic copyright compliance and the Iliad, as well.
Shannon Pritting: Just based on Article gateway and IDs logic and what that's doing behind the scenes to so just put that into a little bit more perspective as well but sorry I'll stop interrupting you.
Timothy Jackson: Next slide.
Please.
Timothy Jackson: So speaking of Article resource sharing and I'm expanding
Timothy Jackson: All my resource sharing outside of the SUNY system. We are currently engaged in a article resource sharing pilot project with the Connecticut State Colleges and University system that we plan to start this fall and run through the end of the spring 2021 semester.
Timothy Jackson: Adirondack tie you get Corning Duchess Ulster will be participating as both borrowers and lenders Empire State College and the University of Buffalo will be participating as lenders only
Timothy Jackson: And there are four libraries in the CSU system that will be participating on their end. We actually started doing some configuration work for all of this yesterday and we plan to start live testing at Cuyahoga Community College. So thank you to them for volunteering to go first.
Timothy Jackson: We plan to start working on that next week. And granted, everything works well and so far in our testing, everything's worked well.
Timothy Jackson: we'll expand this to the rest of those participants that I mentioned with the long term goal of expanding even further.
Timothy Jackson: On both the Sunni side and the CSU side, so keep an eye out for more information on all of this, I'll be sure to keep you all posted on how everything's going
Timothy Jackson: Next slide, please. I also want to talk a little bit about some changes to resource sharing that are coming in the November 2020 release.
Timothy Jackson: So actually, versus making some changes to the locate process specifically request submitted from networks own records will locate on the record ID, not the request meta data.
Timothy Jackson: And the goal of this is to reduce the number of lending locate failures.
Timothy Jackson: Which we're seeing specifically when a library receives a request for something they hold in multiple formats. So in print and electronic
Timothy Jackson: Often the lending locate process fails for those requests. So we're hoping that this change will greatly reduce if not completely eliminate that issue.
Timothy Jackson: We're also hoping that this might help bring up that fill rate that we talked about previously by a few points. Um,
Timothy Jackson: There's no configuration work that anyone is going to have to do. I'm not going to have to do anything that if you are going to have to do everything. This is all going to happen in the background, it will be
Timothy Jackson: This change will be implemented as soon as the November 2020 release gets pushed out and I will be keeping an eye on things like fill rates and locate failures to make sure that it's not actually causing any problems.
Timothy Jackson: So I'm like, Shannon said earlier, another new function is the remove and recalculate Rota assignment function, what this function will do is
Timothy Jackson: It'll make it possible for you to edit a request and create a brand new Rota before sending that request to libraries.
Timothy Jackson: So the kind of things that could be used for is to check for the availability of alternate additions or missed holdings before
Timothy Jackson: You export a request to Elliot, so you could configure things to assign requests to the Iliad resource sharing partner but not automatically export them, you would be able to take a look at the request see like, oh,
Timothy Jackson: You know, I can request an earlier edition or it looks like there are additional holdings on a different record and you can edit the request meta data relaunch rerun the locate process and put together a brand new Rhoda
Timothy Jackson: So we're hoping that this will really help us keep more requests in Alma instead of exporting them to Iliad. Another thing that this function will allow us to do is it'll allow us to turn on the blank resource sharing request form for all of our users.
Timothy Jackson: That form does exist. We currently have a hidden everywhere. Out of concern of how the locate process will handle a request with patron provided meta data because
Timothy Jackson: As I'm sure you all know when a user fills out a request form. They don't always give you the right information or complete information.
Timothy Jackson: And requests with missing or inaccurate meta data can often produce some pretty problematic Rodas, which is why we hit this forum. But now that we have this option.
Timothy Jackson: To, for instance, you know, review any request that doesn't have an ESPN before it gets sent out, we could turn on this blank resource sharing request form and make it available to your users, which will hopefully make it easier for your users to submit requests.
Timothy Jackson: I've done some initial testing of this in the sandbox is and I'm not seeing any issues so far. And I'll do additional testing once
Timothy Jackson: This once the November 2020 release is available in everyone's live environment. And granted, I'm not seeing any problems I I plan to conduct training sessions on how to use this new functionality sometime in November.
Timothy Jackson: So, yes. Thanks, Shannon. And lastly, I just want to give you all an update on where things stand with automated fulfillment networks. And just a reminder, what an automated fulfillment network does is it allows users to pick up and return items at any library within the network.
Timothy Jackson: We're already using some aspects of AFM functionality for walking borrowing, but we're thinking that wider implementation of this functionality may help us better serve our students who are no longer living close to their campus.
Timothy Jackson: Our initial thought was that we would configure multiple small a offense throughout Sunni and we did this in our sandbox is
Timothy Jackson: And we're starting to rethink that approach because one thing we've noticed is that
Timothy Jackson: When a request is created in our user selects a
Timothy Jackson: Preferred pickup institution, other than their own. If the request is filled within the FN
Timothy Jackson: Than that preferred pickup institution is honored. But if the request goes unfilled within the AFM and gets export gets passed outside of it. The users pickup location reverts to their home institution.
Timothy Jackson: And we could see that causing a lot of confusion for users. So we're kind of rethinking our approach and we're now investigating
Timothy Jackson: The possibility of a single automated fulfillment network where each library can customize which institutions they want their users to be able to pick up items that because another thing we're concerned about is giving users a drop down
Timothy Jackson: Of 60 potential pickup locations. That's, that's a lot for users to sift through and we think it might cause some issues as far as just usability goes. So we're trying to see if there's any way to have a single AFM where, for instance.
Timothy Jackson: A library will say, I want my users to be able to pick up items at, you know, only these 10 institutions or 15 institutions or five institutions, whatever, whatever they prefer. So we are working with x Libra on seeing if that's possible.
Timothy Jackson: And I'll be sure to keep you all posted on where things stand with this. So that's everything I had I'll hand it over to Maggie.
Maggie McGee: It. Thanks, Tim, can you
Maggie McGee: Please move forward.
Maggie McGee: Hi, thank you. So I'm going to update everybody on the OCLC new processing.
Maggie McGee: Issue that presented itself in July when they move to the new process where they were matching on the OC end and other qualifiers. It was producing a lot of
Maggie McGee: Erroneous holdings, because it was not just matching on the OCLC number. It was also using other factors and
Maggie McGee: I've been worked with those sales. OCLC for months. I'm still working with them and it was decided that we would do a full publishing for all the institutions who are doing publishing bibliographic publishing profiles and Alma
Maggie McGee: And then we would move from there. They do a scan delete and clean up the holdings that got added erroneously. So as of
Maggie McGee: September 22 if you did daily publishing or sep tember 26 if you did weekly publishing. Everybody was published as a full I mean all everything that had a set management tag of publish
Maggie McGee: Bid will was sent. OCLC so they have all that files and up into that point. Everybody was on pause and everybody was on pause for several weeks after this. And that's why. Maybe you didn't you notice holdings for being added automatically as they were, previous to this.
Maggie McGee: So now, everybody is back to being automated and everything is just going back to its using the old process. So it's matching on the OC, and only the OCLC number. So we're not having these false matches anymore.
Maggie McGee: And I had sent out a survey last month, asking if you were using OCLC knowledge base.
Maggie McGee: To publish your electronic holdings, or if you were doing the manually. So I have the
Maggie McGee: Information from all the different campuses. So we started beginning the scan delete widen OCLC beginning of the scan delete process will be this week or next week. I have provided them with
Maggie McGee: A list of campuses that are definitively. No, we do not use knowledge base or manually add or a resource holdings. So they have been sent. So they're going to start processing that
Maggie McGee: And then everybody else who either reached out to me and was like, I'm not sure, can you look for me.
Maggie McGee: I don't know how to find this information or libraries that said yes we do publish using knowledge base or end or manually.
Maggie McGee: I'm going to reach out to you all individually. And if you are a library that asked me to find out for you. I will provide you with the file to review.
Maggie McGee: And I will reach out to the campuses to review the resource holdings to make sure they're correct so that anything that you do not have holdings, for we can get cleaned up during the scan delete process as well.
Maggie McGee: So good thing that I'm hoping I'm hoping I'm sure by the end of this year, we will have this all cleaned up. I'm hoping sooner.
Maggie McGee: But please be aware. I will be reaching out to all the campuses later this week and next week as well. So if you don't hear from me, don't worry I will be contacting you and getting in touch and asking for you to review your EV sources holdings.
Maggie McGee: Next slide please.
Maggie McGee: Some resource management enhancements that I'm going to be I've been doing in the network zone or with Metadata Editor.
Maggie McGee: Because of that new process. OCLC added 10,919 babe records to the network so that had no holdings and we really don't have these holdings. Nobody has them.
Maggie McGee: So I removed them from the network zone to clean them out so that we don't have a lot of bibliographic records that we do not have so that there's no potential issues.
Maggie McGee: I'm going to be adding
Maggie McGee: markfield
Maggie McGee: So it's really cool because I created an extension which is an XML file.
Maggie McGee: In the graphic editor. We have Mark Fields that we have predefined. And if they're not listed in there. They're going to throw a warning and saying that this isn't listed
Maggie McGee: And every time somebody opens up the ability of graphic record.
Maggie McGee: This morning shows up. So I created an XML extension I tested adding it, it works beautifully. And even as the URL, which I'll speak about next these URLs for field information. So I'm going to be adding this to all Sunni
Maggie McGee: Sunni meta data Mark 21 bibliographic configuration as I add also URLs for Sunni local fields. So we have
Maggie McGee: All my came out of the box and all the mark fields that were not local had associated URLs for the Library of Congress that explains the field information. So when
Maggie McGee: Somebody is working the Metadata Editor. They need to know a little more information they can remain anonymous without having to do an external search about that field.
Maggie McGee: And our local fields did not have this map. So what I'm going to go in. I'm going to make sure that they're all configured.
Maggie McGee: That. So all those Sunni local fields will have the corresponding actual Mark field library Congress in information URL. So when they click on field information, it will be displayed as well.
Next place.
Maggie McGee: In the release notes the new layout. It's going to be turned on for all users. So please be aware of that. What's kind of really cool with the new layout.
Maggie McGee: Since they had to do some work. Remember, this is going to be released in September, they delete it, because there were some problems.
Maggie McGee: And there was a they were waiting to release it again so
Maggie McGee: They're enabling that users now have the ability to toggle between the old and new layout. So you can if somebody is really unhappy or does not want to move to the new layout at this time and wants to wait until it's exclusive use in January 2021
Maggie McGee: They can either just toggle and disable the new layout and or the administrator could turn off the functionality in their user. So just be aware that with November release, you're going to be turning on Emma and there's going to be the new layout. Next, please.
Maggie McGee: Some resource management release notes the semi annual in re indexing is taking place.
Maggie McGee: So this is going to enhance almost search mechanisms and hopefully any kind of indexing issues will be resolved at this time of this during the indexing it in the documentation that says it can take up to several weeks for this to
Maggie McGee: Complete I'm not 100% sure but just be aware that this is taking place. It happens twice a year.
Maggie McGee: Then Dara is going to now tell you when you have bibliographic records with the same OCLC number
Maggie McGee: And I think this is great. So it's going to identify these. So if you're working in. You can check Dara, and it will let you know that there's multiple records with the same OCLC number and you can clean those up in your eyes, the next place.
Maggie McGee: And our acquisitions release notes so you can now if you attended Susan's a great presentation on other you know other settings configuration for the advanced acquisitions.
Maggie McGee: You can disable pure line and inverse alerts and we got to see this in a sandbox. And it's really nice because now you have the ability to disable alerts, because a lot of times you'll get these alerts. Sometimes the alerts.
Maggie McGee: Are just morning's. Other times they prevent you from moving forward. So it's important to note that if you the alert is disabled and you're not purchasing sing review rules or invoice review rules and
Maggie McGee: They're going to be disabled be anything that you did prior to disabling these alerts will not be impacted by them.
Maggie McGee: So just be aware of those changes. So if you some of these warnings, you find to be distracting and are not important for your institution, you now have the ability to turn some of them off, which is really nice.
Maggie McGee: And another option that is coming out, which is you can manually mark to line for review. When creating from an EOD or an API. So this is kind of nice. It allows you now to
Maggie McGee: Prevent them from always going into review. So what happens is when you do an API. Your PO of lines go into review. So you can set this to true to stop this from happening. So this is another great feature that is now available.
Maggie McGee: Thank you.
Gail: Thank you.
Gail: This is just on one more reminder that our alma analytics is scheduled to be upgraded on November 8
Gail: There will be a freeze period on analytics. The week before beginning November 1 you will be able to run reports, but any reports that you change or create will not be saved.
Gail: And also, if you have any reports currently saved in your my folders folder. That's the folder that is associated with
Gail: The user login that you're logged in as if you have any reports there with those will not be saved in the new instance. So you might want to move those into your institutional folders.
Gail: And just to also tell you that the new version will add some new functionality, it shouldn't affect current functionality, but it will look a little bit different.
Gail: And my understanding is that primo the primo upgrade is scheduled for November 22 as as of now that that could change.
Gail: And so I'm just including links here to some suggestions on how to copy your folders from my folders.
Gail: Christie from the analytics. Working Group created very nice report that if you wanted or thought you might want to identify users that might be using analytics that you might not know about
Gail: You can identify those users and then just contact them just to give them a reminder that they might want to move
Gail: Some of the reports that they may have in my folders, unfortunately, is no way to do a report to see who does have any reports saved in my folder. So it's just a matter of just asking people to double check.
Gail: And here's some additional information from the analog certain group, we, we did a webinar on August 12 that that is you can view the recording. I also had posted a reminder on base camp that has other links as well.
Gail: Next slide.
Gail: And these are some additional links from actually versus some of them give a pretty pretty
Gail: The videos to show you what the new version will look like the blog give some detailed
Gail: Explanations on how to use some of the new features we're hoping the analog certain group is hoping are planning on doing some training once once we do get upgraded
Gail: It's hard because there is no sandbox for analytics. So we all have to wait till we all get it to really see what we can do with it. But I just wanted to let you guess remind everybody about that what's coming. Thanks.
Shannon Pritting: I'm just a quick update. So there was a there was a post on the scold or a variety of posts, they were talking about.
Shannon Pritting: Shifting organizational structure around he Resources Management Systems librarianship so
Shannon Pritting: What the SLS did is focused on how we could try to frame that and make it useful for
Shannon Pritting: Directors department heads and individuals who are systems II resources librarians to conceptualize and then discuss the changes brought about by
Shannon Pritting: You know staff compression and changes in the nature of the work of systems and he resources, just in general.
Shannon Pritting: We're going to have three sessions that run on Thursdays from two to three that will start on the fifth in end on the 19th. The first one, you'll get to listen to me talk about a framework.
Shannon Pritting: Or frameworks for the organizational shifts related to ERS systems librarianship. And then we'll try to show that applied to a variety of different SUNY libraries and how they're taking different approaches to CRM.
Shannon Pritting: So from directors department heads across Sunni different types of organizations and then pull it all together and then do an overview of these organizational shifts
Shannon Pritting: While also pushing back to or discussing back to how this is playing out in SUNY libraries so registration for those three sessions is in this lip, lip cow that's here.
Shannon Pritting: So you know if you're interested in this, please do. Please do register, you know, we'll leave time for discussion and hopefully this gives you some tools to think through the issues that you're going through with this and then
Shannon Pritting: Gail Susan and Yvonne will be doing some advanced era sessions related to sushi harvesting and other things in early December as well.
Shannon Pritting: And then we'll end it off with Jennifer talking a little bit about the SLC virtual meeting and then we'll take questions.
Jennifer Smathers: Yes, it's coming in early December, hopefully not against any religious holidays anyone has. We checked. Some calendars.
Jennifer Smathers: afternoons only December 7 eighth and ninth. There will be something for everyone, including some virtual socials by functional area so people can get together with your peeps, I will be sending out the registrations starting November 1. So look for that next month, which is almost here.
Shannon Pritting: Alright any questions comments or anything you want us to talk about more I know we're at time. Sorry about that. We had a lot to get through.
Shannon Pritting: Stick around for another minute or two. Any questions.
Jennifer Smathers: Should we stop recording and ask again about questions.