Making Articles Easier: Implementing OCLC Knowledge Base for Direct Requesting of Articles - OCLC Webinar Version

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Published on March 7, 2014

Author: alisonjohnson53


MAKING ARTICLES EASIER Implementing OCLC’s knowledge base for direct requesting of articles Alison Johnson, MLS – Assistant Library Director Jackson Library, Indiana Wesleyan University


ARTICLES EASY??? Easier and no additional cost WorldCat knowledge base

THIS PRESENTATION • • • • • • • What is the knowledge base? How does it work? Implementation Process Workflow Lessons Learned How much easier? Questions/Comments

WHAT IS THE KNOWLEDGE BASE? A compilation of article-level holdings data to help identify lenders and link directly to articles THE HARD WAY • • • • OCLC does not know your electronic journal holdings Finding other libraries who own an article is hit and miss You must look up each article request from patrons to see if you already own it Each article request must be processed by hand THE EASIER WAY • • • • OCLC collects your library’s article-level holdings Libraries who own the article are automatically identified OCLC will tell you if you already own it and provide a link to the article Article requests are sent with no staff intervention

HOW DOES IT WORK? Enhanced Lending • You receive the article request • Link is automatically provided to the article • You deliver the article Document Delivery • Your patron requests an article; you own it • Link is automatically provided to the article • You deliver the article Direct Request for Articles (Borrowing) • Your patron requests an article • Lenders are automatically identified based on their holdings • You do nothing!

IMPLEMENTATION PROCESS Our Story at IWU Who? Me What? Implementation of OCLC’s WorldCat knowledge base When? Summer 2011 Why? We were implementing Document Delivery service and didn’t want to have to redesign our workflow at a later date. How? …

IMPLEMENTATION PROCESS #1 - Getting Started • Contact OCLC – WorldCat knowledge base request form • Receive your Step-by-step Welcome Guide • Tip: Locate and print all instructions/tutorials/guides

IMPLEMENTATION PROCESS #2 - Add Holdings to Pubget • • • • • • Gather administrative login and password for all database providers Enter data into Pubget Pubget does the rest of the work! Tip: Copy their list of providers, highlight the ones your library uses, cross off when info is collected Contact Pubget if any of your providers are not listed Can also manually add collections not available through Pubget and special collections

IMPLEMENTATION PROCESS #3 – Verify Holdings in OCLC Service Configuration • • • • Add additional collections (if necessary) Add print collections Use the documentation to understand the Service Configuration module Turn service on in FirstSearch Admin

IMPLEMENTATION PROCESS #4 – Add ILL License Data • • • • • Get a copy of the license agreement for each provider Standard license agreements are often available online Most license agreements have a section/statement about ILL Set the ILL permissions for each of your collections in Service Configuration It’s easiest to do this after all of your collections are loaded

IMPLEMENTATION PROCESS #5 – Setup Direct Request The instructions for this are the last two links in Step #5 of the Welcome Guide document. Follow directions carefully. They will tell you to… • Modify your deflections (now you are set for enhanced lending) • Create Custom Holdings groups for lenders Search Policies Directory for Group Symbol “KBIL” • Create a Direct Request profile for articles (must have one for loans first) in FirstSearch Admin website or in ILLiad • Set up Direct Request for e-books (if desired)

IMPLEMENTATION PROCESS #6 – Modify ILLiad Settings • Set up a routing rule to automatically send requests to Awaiting Direct Request Processing • Create a routing rule to gather all requests with a link in the Collections tab (ie. Awaiting eJournal Processing) for lending and borrowing

IMPLEMENTATION PROCESS #7 – Redesign your workflow • • Rethink how you deliver PDF’s. Is it efficient enough to handle more requests? Will you be doing document delivery for your patrons? Need new processes, policies, procedures, emails, etc?

WORKFLOW Our ILLiad LENDING Workflow • Requests from our electronic holdings are automatically routed to Awaiting Lending eJournal Processing • Use link in Collections tab to locate article • Save pdf to illiad/images folder • Type “Images Folder” in call number field • Click “Finished Searching” • Convert the pdf’s to tiff’s using MyMorph • Request is now in Awaiting Stacks Searching • • • When Stacks Searching slips are printed, the ones with “Images Folder” call # are separated When Updating Stacks searching results… For Odyssey requests click Mark Found Scan Now and the tiff will be imported from the images folder automatically. Click deliver. For non-Odyssey requests, click Mark Found and put slips in a pile to be emailed. Attached the pdf from the illiad/images folder. **We wanted Deliver using Odyssey when possible

WORKFLOW Our ILLiad BORROWING Workflow • • • • After being cleared through Copyright, requests automatically go to Direct Request Processing. If it can’t be directly requested it goes to Awaiting Request Processing. Or it is sent directly out to other KB lenders. If we own the article, it gets routed to Awaiting eJournal Processing. Open the requests in Awaiting eJournal Processing queue • • • • • Locate the article using the link on the Collections tab Save pdf to wwwroot/illiad/pdf folder Route to Awaiting DD PDF Customer Contact Click Send Email and select “PDF Delivered” email. Changes status to Delivered to Web. (customized Email Routing) If you want to send a link instead of a pdf, Route to Awaiting DD Email Customer Contact. Click Send Email and send “Email Link” email. **We wanted these to count as Doc Del if we own

LESSONS LEARNED • Must update your Custom Holdings group periodically. • Must be on the latest version of the Connection Manager ( and ILLiad 8.0 or 8.1 for some things. Recommend upgrading to latest version before activating the KB.

LESSONS LEARNED • • • • If you don’t have your complete holdings in the knowledge base, you’ll end up requesting things that you own because of Direct Request. The title will show up on your Copyright list even though you own it. If you want to add holdings slowly, you will need to review each request before Direct Request sends them. Direct Request looks at the ISBN or OCLC number so if you own the print version, but the patron’s request contains the ISBN for the electronic version, this request will be sent out to other libraries

LESSONS LEARNED • Open Access – “Buyer beware” • Many links from Open Access collections don’t work or require a good deal of searching. • Open Access may help boost lending. Helps you discover free content for your patrons.

HOW MUCH EASIER? • Success requires the right workflow and good training • Increases visibility of open access collections • Having to check Copyright slows down the borrowing process • Many articles are received the same day they are submitted • Less scanning!


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