SHARES 101 - PowerPoint Presentation

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SHARES 101:A primer on the resource sharing consortium exclusively for OCLC Research Library Partnership membersBart Hollingsworth, Brown UniversityJennifer Lee, UCLADennis Massie, OCLC Research

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SHARES 101: Today’s agendaWelcome and introductionsSHARES culture, history and contextBasic SHARES facts and principlesJoining SHARES: The UCLA storyJoining SHARES: The Brown University storyThings to keep in mindQuestions and discussion

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SHARES Culture, History and ContextIn business since 1982Started as RLG activityNow a benefit of OCLC Research Library Partnership affiliationAssociated with OCLC ResearchBuilt on trustLittle tent, big umbrella

Returnables overseas

Share non-circ

Share non-print

Share expertise

Push boundaries

Question processes

Collaborate (w.g.’s)

8 member exec groupSlide4

SHARES Executive Group2012Terry Dahlin, BYUTrevor Dawes, PrincetonLesliediana Jones, GWUL David McCaslin, CITPoul Erlandsen, Royal Library of Denmark Megan Gaffney, U of DelawareBart Hollingsworth,

Brown

Aimee Lind,

Getty

201

3

Poul Erlandsen,

Royal Library of Denmark

Megan Gaffney,

U of Delaware

Bart Hollingsworth, BrownAimee Lind, GettyPeter Bae, ColumbiaJudy Ann Davis, U Washington LawJennifer Lee, UCLABrian Miller, The OSU Slide5

Creating Benefit Beyond SHARESInspire and participate in Research studiesAct as beta testers and test bed for Research as well as Delivery ServicesTry new models of resource sharingSlide6

Recent focus: FY13 Streamlined processing of ILL requests for special collections materialsDesigning a Web-based ILL cost calculator Studying shipping costs

using various methods and between various destinations,

with an eye toward possible revision

s of the SHARES

pricing structure

and

handling guidelines

Creating a template for a

SHARES cheat sheet

for participants to adapt for local useExploring ways to improve the reciprocal onsite access user experienceSlide7

Basic SHARES facts and principles83 institutions112 OCLC symbols 9 countries4 continentsSelf-governingEasy to get startedAcademic, museum, law, medical, national, public SHARES AgreementConsider each request

No blanket restrictions

Below market rates (via IFM)

Expedited delivery

Lending

returnables

overseas optional

Reciprocal onsite accessSlide8

Joined SHARES since July 2011Boston CollegeBoston UniversityBrown UniversityCalifornia Institute of TechnologyCarnegie Mellon UniversityFordham UniversityHaverford CollegeJohns Hopkins UniversityNorthwestern UniversityOccidental CollegeThe Ohio State UniversityRoyal Library of DenmarkSyracuse UniversityTufts UniversityWashington U. in St. LouisWestern Kentucky UniversityUniversity of California, LAUniversity of DelawareUniversity of South CarolinaU. of Tennessee at KnoxvilleUniversity of Texas at DallasWinterthur MuseumSlide9

SHARES ILL Statistics – typical monthApril 2013Borrowing35% within groupLending28

% within group

9

,

4

42 filled req.

2832

copies (3

0

%)

6610 loans (70%)213 international returnables55 net

borrowers4

7

net

lenders

10

inactive

Biggest

credit

:

$

4610

Biggest

debit

:

$4910

4

4

under $200

81 under $1000Slide10

UCLA storyBackground:ILL Lending is completely subsidized by revenue generated by the section (including staff and students salaries, equipments and supplies).UCLA is part of the UC Libraries consortia. There are a total of 10 campuses.Stanford is an adopted sister campus.UC libraries use VDX as their ILL system.About 50% of UCLA borrowing requests are filled by UC/Stanford libraries.FY 12/13 65,000 requests were handled by ILL Lending and 39,000 requests were handled by ILL Borrowing

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UCLA Library continued…Considerations:PRO:Access to NYPL and speciality libraries’ collectionsSavings of IFM borrowing feesIncrease in ILL Lending requestsStatistics showed UCLA as a net borrower among SHARES members.CON:Loss of revenue for ILL lending?Increase of ILL lending requests?Foreign lending - Is $30 enough?Slide12

UCLA Library continued…GEARING UP, GETTING STARTED:Create custom holdings in OCLCPurchase stamps or other accessories as neededCreate cheat sheet to assist ILL lendingSlide13

UCLA LIBRARY continued...POSITIVE IMPACT OF JOINING SHARES:Significant savings on ILL borrowing IFM chargesAccess to NYPL and special libraries’ collectionsIncrease in ILL Lending activities - there had been a steady decrease of lending requests in the years prior to joining SHARES. However, since joining SHARES, the number of requests has been keeping steady.All the members are eager to share their collectionSlide14

UCLA Library Continued...NEGATIVE IMPACT OF JOINING SHARES:Lending to Canada - $10 does not cover shippingMulti-volume sets - SHARES fees doesn’t cover shipping fees due to extra weightCONCLUSION:Joining SHARES have been a very positive experienceAccess to NYPL collection is pricelessIFM saving for ILL borrowing have been tremendousWorking with SHARES colleagues and sharing best practices is invaluable. Slide15

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Brown University continued...Considerations:Primarily logistical, e.g : shipping, international shipping. Local practice in mailroom etc.Shipping costs and methods, insured carrier: UPS, FedEx etc. (Brown uses UPS). Did increase.* Potential increases lending volume or loss of IFM credits were not a concern. Have not tracked IFM borrowing decreases.Slide17

Brown University story: gearing up, getting started Customize ILLiad Create SHARES billing categoryUpdate SHARES Libraries’ ILLiad records: billing categories; shipping defaults, statistical groups etc.*Create custom queues as necessaryDirections for this available at SHARES site.OtherCreate / modify UPS account

Confirm onsite access policies; update as necessary, including web pages *

* Ongoing as libraries join

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Brown University story... impactIncrease access to museum & foreign libraries’ collections and unique materialBorrowing: no substantial increase of items borrowed from SHARES Libraries Lending: increase of 10% to SHARES librariesReview of access policies to incorporate SHARES libraries prompted larger review of access to Brown:Have not counted access by SHARES libraries’ patrons; however minimal impactDo announce this reciprocity to Brown faculty and graduate students especially (visiting those NYC) Slide19

Things to keep in mind….SHARES discussion listsOCLCRLP-SHARES-LOCLCRLP-SHARES-ILL-LWorking groupsSHARES Executive GroupILL Cost Calculator Working GroupSHARES Best PracticesCost recovery for shippingChanging SHARES policies

Troubleshooting

Using onsite access

Stanford’s “secret handshake”

OCLC Online Usage Stats

http://www.stats.oclc.org/cusp/nav

IFM Net Lending Reports are key

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Use IFM reports under the SHRS Group to see overall SHARES activitySlide23
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Use IFM reports under your symbol to see your interactions with SHARES PartnersSlide25