NASIG 2023 - Automation is Live! Christopher Newport University, OCLC, Project MUSE, and Wiley partnerships using KBART Holdings Automation to streamline workflows

Libraries, do you suffer from the tedious and painful process working between systems to make electronic content available to patrons? Content providers, do want to make it easier for library customers to know what content they are entitled and facilitate access? Do you wish there was a better way? There is, with KBART automation! KBART automation is a NISO Recommended Practice that makes knowledge-base management a lot easier for both libraries and content providers by automating the delivery of library-specific KBART-formatted holdings reports between content providers’ access control systems and knowledge bases—all with little interaction or ongoing maintenance from library staff. Come learn how the process has been implemented by both Wiley and Project MUSE, working with OCLC to register these collections in WorldCat and output bibliographic MARC records to help patrons discover and access the titles. And hear how it has impacted the workflow at Christopher Newport University. The result is no more messy and time-consuming manual title management. This session will introduce KBART automation to the unfamiliar, explain the benefits to both libraries and content providers including various purchasing models such as DDA and EBA programs, and explain how to work with OCLC to implement the service.

1. Automation is Live! May 24, 2023 4:00-5:00 PM EST Steve York, Christopher Newport University Matthew Ragucci, Wiley Matthew Treskon, Project MUSE David Whitehair, OCLC Christopher Newport University, OCLC, Project MUSE, and Wiley partnerships using KBART Holdings Automation to streamline workflows Image source: https://unsplash.com/photos/fIq0tET6llw

2. NASIG 38th ANNUAL CONFERENCE Pittsburgh, PA | May 22-25, 2023 #nasig2023 Code of Conduct: https://nasig.org/Code-of-Conduct NASIG on Social Media Follow NASIG on your favorite social media platform.

3. Many thanks to our sponsors for making the NASIG 38th Annual Conference possible!

4. Agenda Library Perspective (Christopher Newport University) Publisher Perspectives (Wiley and Project MUSE) Vendor Perspective (OCLC) Questions

5. Library Perspective Steve York Catalog Librarian, Christopher Newport University

6. Early ebook acquisition at CNU ~2005: started adding first ebooks: static collections By 2012 we had about 35,000 ebooks in the catalog Library and university administration wanted ebooks more front and center. (i.e., in the catalog = MARC records) Volume count was a focus (can we get to a million?)

7. The Quest for MARC Records … Theodor Kittelsen, Soria Moria

8. Acquiring MARC records via vendors/publishers Different interfaces to learn, some VERY clunky Updates? (New titles, deleted titles?) How are they acquired? Do I have to go out and get them or will they send files to me? (.mrc files) Quality of records? Workflow was erratic at best, mixed with regular cataloging duties.

9. KB Advantages … Customer Support is extremely helpful All our collections were already listed in the KB (this includes periodicals) Chose collections to set up MARC record delivery (ebook page on our website was a guide) Institutional settings: Set up fields to add automatically (proxy, url display text, cataloger initials, etc.) OR fields to delete

10. KB Advantages … Check once or twice per month depending on collection settings. (keep up with other duties) About 45 separate ebook collections currently set up in the KB Access/discoverability for users!!! Total e-resources now? Over 800,000 (ebooks, sound recordings, music scores, streaming videos)

11. Disadvantages?? Downloading hundreds OR thousands of records at once can be nervous-making Record quality still an issue but getting better Local system may need some tweaks. (Overlaying existing print records) “New” record sets often include a number of records previously downloaded.

12. Settings

13. Results

14. Workflow Log in to WorldShare Collection Manager monthly (preferences also include weekly or daily) Check downloads for New ebook or Deleted ebook MARC records Download those files to my desktop Make any final field changes in MarcEdit. Check urls. Upload files into our Library System Make local changes in our library system that can’t be done with MarcEdit or the KB (e.g., item type, location code)

15. Cataloger View

16. Public View

17. Publisher Perspective Matthew Ragucci Associate Director of B2B Product Marketing Wiley

18. NISO KBART Automation KBART Automation Working Group began in 2017 Publisher creates KBART-formatted files (usually one for journals and one for books) of everything your institution can access at that moment, a “snapshot” that includes licensed as well as free content. File is retrieved automatically by the library’s knowledge base supplier on a weekly or monthly basis. Your holdings in the knowledge base are automatically updated. June 18, 2019 recommendation published See the NISO KBART Automation Recommended Practice: https://www.niso.org/publications/rp-26-2019-kbartautomation

19. NISO KBART Automation Phase 1 Purpose of Phase 1 Facilitates the automatic transfer and retrieval of holdings data between content providers and institutional knowledge bases, with the goal of automatically and regularly updating institutional holdings via an API. Includes recommendations for both eBook and Journals Reduces workload on library staff and reduces human error Increased usage for content providers, increasing customer satisfaction Eliminating the need to re-develop automation procedures for each content provider separately for knowledge bases

20. KBART in practice From “KBART: Knowledge Bases and Related Tools” (p. 6), by NISO/UKSG KBART Working Group. 2010 ( link ). Copyright 2010 by the National Information Standards Organization and the UKSG. 1 2 3 4

21. Wiley and KBART Automation Package lists in KBs do not serve libraries with large and bespoke collections Countless questions in helping with library KB alignment Creating institutional KBART files / manually managing titles is too burdensome What had to happen: NISO KB Automation RP released in 2019 Viable Wiley Institutional KBART files launch early 2020 Atypon collaboration began mid-2020 OCLC and Ex Libris add to roadmaps, collaborate and test Automatically sending holdings information resolves most pain points for libraries

22. Before we could flip the switch… Design UX and instructions Translating KBART and Automation RPs Identifying issues and their prioritization Global title lists updates & alignment with package KBARTs Integrity of institutional files Consortia entitlements Open Access inclusion End date, vol, and issue exclusion ISSN, DOIs, character & diacritic corrections Cochrane title condensation

23. A look ahead Communications - build awareness, trust, and get wider adoption Collaboration with more vendor partners Metadata improvements Journal history improvements Post-cancellation rights Perpetual access for books Availability with all Atypon publishers

24. Publisher Perspective Matthew Trekson Metadata Strategist Project MUSE

25. Libraries’ Challenge: Selecting the right collection Annual Frontlist Collections 25 subject collections Plus regional studies No overlap Complete collection available One for each year Individual purchase Single title collection

26. Libraries’ Challenge: Part II (Custom Collections) Books Custom Collections Evidence Based Acquisition “What collection should I use?”

27. KBART Automation: Books Instead of selecting from a plethora of collections… Instead of selecting a subset of titles from a larger collection… OCLC ’s World S hare Collection Manager libraries can now use KBART Automation to “set it and forget it”

28. Set Up: Universal Lists Any book that was ever on Project MUSE, no exceptions! Two identical lists: one for purchased and one for EBA (accessible but unpurchased) Otherwise, like any other collection in WorldShare Collection Manager

29. Set Up: HTTP API API URLs follow KBART Automation recommendation URLs are the same from library to library except the library’s unique identifier Response is generated dynamically Response is like any other KBART pull from Project MUSE to OCLC

30. KBART Automation: Journals Any journal that was ever on Project MUSE (also no exceptions) Subscription to Project MUSE is all or nothing. So, although title lists may vary library to library, the years of coverage remain constant from library to library

31. KBART Automation: Implementation Experience Working with OCLC has been wonderful Three test libraries 12+ libraries are now using the service since launch (~1 month ago) We also working to set up this service with Alma

32. Vendor Perspective David Whitehair Director of Metadata Services OCLC

33. Where we started Needed to support programs such as Demand Driven Acquisition and Evidence Based Acquisition purchase models. Automation addresses speed of updates Automation addresses accuracy of WorldCat holdings, MARC records, and URLs in d iscovery services Saves staff time on collection management with shift in e-resource management Publisher tracks when an item is purchased KBART automated holding feeds suppl y updates directly to vendors

34. How it works Library requests partner/OCLC load collections Library customizes WorldShare Collection Manager settings as desired Partner provides library specific collection data OCLC automatically detects… new titles updated titles deleted titles OCLC automatically manages… e-journal coverage data WorldCat holdings customized WorldCat MARC record output

35. Info for libraries

36. Info for publishers New partner: f ind out how to include both standard data and direct holdings in WorldCat knowledge base collections within WorldShare Collection Manager Current partners: move data to the next level by adding direct holdings Start a conversation by contacting [email protected]

37. Questions? Matthew Ragucci [email protected] Matthew Treskon [email protected] David Whitehair [email protected] Steve York [email protected]