The University of Tennessee has struggled with providing access to e-books and e-book collections. Processes are worked on collaboratively among different library units: Systems, Acquisitions, Cataloging, and Electronic Resources & Serials. The speakers will share the problems they have faced, decision points, and their solutions to providing access to e-books. The audience will be encouraged to contribute their solutions as well. Presenter: Valeria Hodge, Maribeth Manoff, and Gail Watson, University of Tennessee, Knoxville

1. Valeria Hodge, Maribeth Manoff, and Gail Watson
NASIG 2012

2.  Beginning in 2007 -  Beginning in 2001 with a
ordered title-by-title consortial NetLibrary
through YBP collection
◦ Worked from existing ◦ Contracts and purchasing
contracts – handled by Electronic
NetLibrary, Wiley Resources Coordinator
◦ Manual, title-by-title ◦ MARC records acquired
cataloging; procedures with packages and loaded
developed in consultation by Systems Librarian
with Catalogers, Electronic ◦ Collections would often
Resources and Serials stay “hidden” i.e. accessible
Specialists, Systems only at the package level in
Librarian the database listing
Individual E-Books E-Book Packages

3.  By 2010, ordering from  2006 - Number and types
EBL, Ebrary, EbscoHost, and of collections growing
Wiley (Springer, Oxford, …)
◦ Wiley contract renegotiated; ◦ Complex workflow for
NetLibrary switched to ordering, contracts, purchas
Ebscohost; EBL and Ebrary e and access
added
◦ Batch record loading
◦ Ordering OCLC records from distributed from Systems
YBP with customizations
Librarian to two Tech
developed from original
procedures Services staff
 Up from 20 titles in 2007 to  Currently more than 80
more than 1200 in the past packages, over 25
year vendors, new formats
(audio, video, primary
source documents)
Individual E-Books E-Book Packages

4.  Workflows and procedures developed in the
early days were difficult, sometimes
impossible to scale
 Will cover problems encountered and
solutions devised for both individual e-books
and e-book packages

6. Increased acquisition with attention to what patrons need.
Initial acquisition method:
 Individual orders selected by subject librarians
Additional methods added in 2011:
 E-preferred approvals
 Patron driven acquisition, including ILL purchases

7.  An E-book Committee was formed to address cataloging and access needs.
◦ Preparing for the future, e.g. what if a batch edit or delete became
necessary?
◦ Providing usage restriction information.
◦ Directing patrons to terms and conditions.
 Shortage of personnel for increased workload – moved to YBP purchased
records.
 Patrons need to know why there is no access while a title is on order. Now
the URL link redirects the patron to a screen that explains that the title is
still on order.

10.  0248 |a ebr10470293
 035 |9 ybp6820635 |b NhCcYBP
 035 |a 99943851247
 040 |a NhCcYBP |c NhCcYBP
 050 4 |a HD66 |b .H3855 2011
 1001 |a Hawkins, Peter, |d 1950-
 24510 |a Leadership team coaching |h [electronic resource] : |b developing collective transformational
 leadership / |c Peter Hawkins.
 260 |a London ; |a Philadelphia, PA : |b Kogan Page, |c 2011.
 300 |a 1 online resource (xiv, 232 p.) : |b ill.
 504 |a Includes bibliographical references and index.
 5050 |a Why the world needs high performing teams -- What is a high performing team -- The five
 disciplines of team practice -- What is team coaching?
533 |a Electronic reproduction. |b Palo Alto, Calif. |n Available via World Wide Web.
 588 |a Description based on print version record.
 650 0 |a Teams in the workplace |x Management.
 650 0 |a Leadership.
 650 0 |a Employees |x Coaching of.
 650 0 |a Executive coaching.
 655 7 |a Electronic books. |2 local
 77608 |i Print version: |t Leadership team coaching. |d London ; Kogan Page, 2011. |z 9780749458836 |z 0749458836 |z 0749458844
|w (DLC) 2010040544
 85640 |u http://proxy.lib.utk.edu:90/login?url=http://site.ebrary.com/lib/utennk/Top?id=10470293 |z Online access :one
simultaneous user
 85642 |3 Click here for terms of use |u http://www.ebrary.com/corp/legal.jsp
 945 |a YBP : Ebrary DDA Purchase
 949 |k EBOOK |l UEL |m EITEM |n 06 |t 0
 980 |a 20110713 |b 3995 |e 3995 |f 99943851247 |g 1 |z 526745
 981 |b FGENA(DDA)-2012

12.  The Problem: How to keep track of what we’ve
purchased without duplicating effort.
 Workflow:
◦ Invoice
◦ Check the Bib record
◦ Add to an e-book database
◦ Add to our E.R.M.S.
◦ Verify access
 The Solution: We eliminated adding titles to the
e-book database. Next Step- Investigate whether
we need to verify access for each title.

13.  YBP is making files of bibliographic and invoice
records available on their FTP site for a number of
different accounts, including:
◦ Firm orders placed through Gobi
◦ E-preferred approvals
◦ DDA – two types of bib files, discovery and purchased
 Manual procedures developed to regularly check
the different directories on the FTP server, upload
new files to the Aleph server and run the loading
procedures

14.  The Problem:
◦ Manual method is time-consuming and tedious as
number of accounts grows
 The Solution:
◦ Worked with YBP to regularize when the different files
are placed on their FTP server
◦ Our Aleph automation expert, Mike Rogers, wrote
scripts to check the FTP server, upload files, run the
Aleph loading services, and send reports

15.  E-Book packages offered by providers.
 E-Book titles pulled together to create a
package.
 E-Book packages pulled together to create a
pseudo-collection.

16.  Initial communication with provider begins.
 Orders are submitted and examined in detail.
 Communication about titles, cost and discounts are agreed
upon.
 License terms are negotiated and an order record is added to
the catalog.
 Invoice is received and payment is processed.
 Cataloging is completed and access is established.
 Usage statistics are collected.
 Collection is maintained and updates are tracked.

17. • Research Collections • Electronic Resources
• Electronic Resources & Serials
& Serials Management
Management • Library Business
Services Office
Orders reviewed and
Wish list established, Orders
tracked, Intense communication
prioritized, Budgets
with providers over cost, coverage
balanced, Preliminary
terms and other details agreed
communication with providers
upon, UT justifications and
begins, Orders submitted to
contract paperwork prepared and
Electronic Resources & Serials
coordinated between UT legal and
Management Staff
the providers
Master contract received, Orders
confirmed, Invoice
processed, Access
established, Records are added to Contract paperwork received and
the catalog, Subscriptions and processed, Contract legalese
Renewals tracked, ongoing MARC negotiated
records monitored, Statistics
compiled, Troubleshooting
managed.
• Electronic Resources • Purchasing
& Serials Department
Management • Legal Department
• Library Systems
Department
A collaboration among departments

18. Losing Access

20.  Dealing with “hidden”  Finding good MARC
collections records
 Handling selected or  Updating ongoing
“cherry-picked” titles collections
as a collection
 Working with batch
 Keeping track of record loading
individual titles within
collections
Managing E-Book Providing E-Book
Collection Titles Collection Access

21. Hidden Collection Title -
Adam Matthew: Rock and Roll:
counterculture, peace and protest
Problem –
Access available, but MARC records are
forthcoming.
 Added an access point through the database for
the hidden collection.
 Added a collection level record to the catalog
until the individual MARC records become
available.
 Signed up for notices that alert us when the
individual MARC records are available.

22. Selected “cherry-picked” Titles -
ScienceDirect: SciVerse E-books
Problem -
Various titles were cherry-picked
from packages and grouped together
as an order.
 Grouped selected titles together under a pseudo-
collection name prior to ordering.
 Included subtitles, editions and ISBNs with titles
when available.
 Added bibliographic records to the catalog using
collection codes and the bibliographic field 945.

23. Cherry-picked title record under
pseudo-collection name

24. Package Titles
Springer: English/International
Problem –
Connecting more than 25,000
titles to the collection.
 Added one package order record under the
collection name.
 Batch loaded bibliographic records to the
catalog.
 Used collection codes and the bibliographic
field 945 to pull the collection titles together.

25. Package Titles
Springer: English/International
Problem –
Finding acceptable marc records
that are compatible to Aleph.
 Decided which bibliographic fields were the
acceptable minimum requirements.
 Used MarcEdit to review records and make
minimal changes.
 Utilized the batch-loading process prepared
by Library Systems.

26. Package Titles
Springer: English/International
Problem –
Knowing when to load the
updates.
 Assigned staff to track the status of e-Book
collections purchased, batch loaded, last load
date, and the source for the Marc records.
 Informed Research Collections and Library
Systems when new MARC records for batch
loading were available.

27. No. records Total records Date of last
loaded during loaded during update in Update
Collections Batch Loaded FY2010/2011 FY2010/2011 FY2010/2011 again
Oxford Scholarship 659 4/18/2011 complete
All Subject updates between Sept. 2008-May 2009 234
Economics and Finance updates 30
Mathematics updates 10
Philosophy updates 130
Physics updates 88
Political Science updates 58
Religion updates 109
Springer English International 1533 5/25/2011 quarterly
Jan 2011 (c2009, c2010, c2011) 469
Feb 2011 (c2009, c2010, c2011) 341
Mar 2011 (c2008, c2009, c2010, c2011) 334
Apr 2011 (c2008, c2009, c2010, c2011) 389
Telford 355
Institution of Civil Engineers' Vitual Library (ICE) 355 1/28/2011 complete
Adam Matthew 367
18th Century Journals I 91 8/4/2010 complete
18th Century Journals II 79 8/6/2010 complete
18th Century Journals III 67 8/9/2010 complete
18th Century Journals IV 35 8/10/2010 complete
Literary Manuscripts from the Berg Collection of the
New York Public Library 16 8/9/2010 complete
Medieval Travel Writings 79 8/10/2010 complete
Oxford Reference Online 226 226 9/7/2011 quarterly
Total 3140 3140
Collections Individually Loaded No. records Total Records Date Update again
STATRef-Medical 13 added; 24 removed 21 5/4/2011 annually
STATRef-Nursing 5 added; 1 removed 14 5/4/2011 annually

28. Package Titles
E-Book Collections with MARC
records available.
Problem –
Prioritizing record loading and
managing the process.
 Collaborated between Electronic Resources &
Serials
Management, Metadata/Cataloging, Research
Collections, and Library Systems.
 Trained staff to perform the batch loading
process.

29.  Original procedures were developed and implemented by a Systems
Librarian with in-depth expertise of Aleph procedures and working
on the command line
◦ 14 Step Process:
1. Download MARC file from data source and any preprocessing steps (extract
from zip file, identify coding errors)
2. Upload file to Aleph server
3. First step to convert .mrc file format to Aleph sequential (p-ret-01)
4. Second step to convert .mrc file format to Aleph sequential (p-ret-02)
5. Fix routine for control numbers – move 001 to 035, remove existing 035s for
certain sets (p-manage-37)
6. Convert to UTF-8 for certain record sets (p-manage-22)
7. Main bib file fix routine – delete unwanted fields, e.g. extraneous 9xx;
add 949 field with collection code and other data for holdings and items);
add proxy server prefix to URL (p-file-08)
8. Load records into bib database (p-manage-18)
9. Global changes – correct collection code and material type in 949 field and
add 945 field (p-manage-21)
10. Create items and holdings (p-manage-50)
11. Copy URLs to a file (p-manage-55)
12. Run report of titles loaded with system numbers (p-print-03)
13. Append URLs from step 11 to holdings records (p-manage-18)
14. Download output files to local server for record-keeping

30.  The Problem:
◦ Process was time-consuming and tedious – for each Aleph
service:
 Copying, pasting, and typing into the GUI
 In some cases, running the service twice, first to see
results report, second to update the database
 Work on the command line to check files in between
steps
 Further checks provided by running first in the test
database, then in production

31.  The Solutions:
◦ Instead of different fix routines for each
collection to correct vendor-specific record errors
- Strategy developed to check records and correct
errors using MarcEdit
** Kudos to our colleague Sherry Williams
◦ Instead of a new collection code for each vendor
- Used the 945 field to identify vendors and
collections

32. Automation
Solutions for
Batch Record
Loading
‣ To replace the
14-step
process, a one-
step loader
** More kudos to
Mike Rogers

33.  Check for fields:  Examination of fields
◦ 001 (control #) = 363 ◦ Diacritics =yes
◦ 050/090 = call numbers have “eb” at
◦ 003 (control #)= 363 the end
◦ 008 (fixed data) = 363 ◦ 856 40 =219
◦ 035a (OCLC)= 363 ◦ 856 48 =144
◦ 050 (call no.)= 363 ◦ 650 0 =most only have $a
◦ 245## (title)= 363
 Changes made
◦ 245 [h] (GMD)= 362
◦ Replaced: 856 48 with 856 40
◦ 260 (publishing)= 363
◦ Deleted: “eb” from call numbers
◦ 300 (extent)= 363 ◦ Added $zOnline Access – Unlimited
◦ 490 (series)= 287 users to the 856 fields
◦ 505 (contents)= 355
◦ 650 (subject headings)= 363
 Question
◦ Finding the PDF is not very
◦ 830 (series)= 287 obvious, since it requires more than
◦ 8564#(URL)= 363 one click, should there be a
directional note added?

34. FMT BK 5203 |a The emergence of complex enhanced recovery
LDR nam 2200529 a 4500 procedures in the field of hydrocarbon extraction techniques has
001 000498317 emphasized the need for sophisticated mathematical
005 20110503174034.0 tools, capable of modeling intricate chemical and physical
006 m e d phenomena and sharply changing fluid interfaces. This volume
007 cr bn |||m|||a explains which problems need to be addressed, why they are
008 110503s1983 paua ob 000 0 eng d difficult, what has been done previously to treat these
010 |z 83051501 difficulties, and which new techniques appear to possess potential
020 |a 9781611971071 (electronic bk.) for obtaining good simulation results.
020 |z 0898711924 (pbk.) 530 |a Also available in print version.
020 |z 9780898711927 (pbk.) 538 |a Mode of access: World Wide Web.
02850 |a FR01 |b SIAM 538 |a System requirements: Adobe Acrobat Reader.
035 |9 9781611971071 |b SIAM 588 |a Title from title screen, viewed 04/05/2011.
035 |9 (CaBNVSL)gtp00547401
040 |a CaBNVSL |c CaBNVSL |d CaBNVSL 650 0 |a Oil reservoir engineering |x Mathematical models.
050 4 |a TN871 |b .M3844 1983 650 0 |a Fluid dynamics |x Mathematical models.
08204 |a 627/.86/0724 |2 19 650 0 |a Porosity |x Mathematical models.
24504 |a The mathematics of reservoir simulation |h 653 |a Discontinuous flows
[electronic resource] / |c Richard E. Ewing, editor. 653 |a Finite element method
260 |a Philadelphia, Pa. : |b Society for Industrial and 653 |a Finite difference method
Applied Mathematics (SIAM, 3600 Market Street, Floor 653 |a Porous media
6, Philadelphia, PA 19104), |c 1983. 653 |a Fluid dynamics
300 |a 1 electronic text (xii, 186 p.) : |b ill., digital file. 653 |a Numerical modeling
4901 |a Frontiers in applied mathematics ; |v 1 653 |a Partial differential equations
504 |a Includes bibliographical references. 7001 |a Ewing, Richard E.
5050 |a Problems arising in the modeling of processes for 7102 |a Society for Industrial and Applied Mathematics.
hydrocarbon recovery -- Finite element and finite difference 77608 |i Print version: |z 0898711924 |z 9780898711927
methods for continuous flows in porous media -- A front tracking |w (DLC) 83051501
reservoir simulator -- Five-spot validation studies and the water 830 0 |a Frontiers in applied mathematics ; |v 1.
coning problem -- Statistical fluid dynamics: the influence of 85640 |3 SIAM |u
geometry on surface instabilities -- Some numerical methods for http://proxy.lib.utk.edu:90/login?url=http://epubs.siam.org/eboo
discontinuous flows in porous media. ks/siam/frontiers_in_applied_mathematics/fr01 |z Online Access -
506 |a Restricted to subscribers or individual electronic - Unlimited users
text purchasers. 949 |l UEL |k EBOOK |m EITEM |n 06 |t 0
945 |a SIAM: Society for Industrial and Applied
Mathematics eBooks
SYS 002215104

36. Valeria Hodge <vbond@utk.edu>
Maribeth Manoff <mmanoff@utk.edu>
Gail Watson <gwatson@utk.edu>