1 AUSTRALIAN EXPERIENCEOCUL VDX Project Meeting February 25, 2004 Ophelia Cheung Ryerson University Library

2 Canberra from the hotel room

3 Australian’s view of the world

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8 Unmediated is the message: consortially-facilitated, user-centered approaches to enhancing interlibrary loans: one academic library's experience Ophelia Cheung and Susan Patrick, Librarians, Borrower Services, Ryerson University Library, Toronto, Ontario, Canada 8th Interlending and Document Supply International Conference, Canberra, Australia 30 October 2003

9 3 unmediated, user-centered initiatives Unmediated is the message: consortially-facilitated, user-centered approaches to enhancing ILL 3 unmediated, user-centered initiatives enhanced our traditional ILL service all enabled by membership in a consortium *** Ryerson University - Ryerson Library OCUL Consortium Netlibrary ebooks CISTI Source Document Delivery Service RACER (VDX) ILL Service

10 OCUL Ontario Council of University Librariesconsortium of 20 university libraries in the Province of Ontario, Canada total FTE/service population served: approx. 300,000 Purpose: to enhance information services through:

11 OCUL information resource-sharing collective purchasingdocument delivery thus consortium provides cost savings - more clout and $s for negotiating with vendors

12 The Birth of RACER University of Toronto looking for a new ILL system & invited OCUL members to review ILL software Mar OCUL ILL managers met & voted in favour of VDX to replace AVISO Apr OCUL Directors accepted recommendation to acquire VDX

13 RACER wouldn’t be around without ConsortiumGovernment funding – Ontario Innovation Trust (OIT) for hardware, software & licensing Central service provider – University of Toronto Project management & technical support – Tactical Information Group (TIG) Various teams set up by OCUL members

14 Big Issues for ConsortiumSurveys & questionnaires to decide on common service settings such as renewal policies, turnaround time, selection of holdings, etc. Staff training System testing – among OCUL members & with non-ISO systems e.g. Generic Script

15 RACER in motion 2002 - virtual catalogue launched- more than half of OCUL libraries go “live” June institutions (including Ryerson) Sept more sites Oct University of Toronto (largest site)

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22 User Receives Automatic Alert in E-mail1. Arrival of requested items 2. Cancelled requests due to local availability or non-supply

23 Benefits to Users (1) (AVISO) User filled in a blank Web form on the Library’s Innovative integrated system (VDX) User has the additional choice of bibliographic search across library holdings and results auto-populate the ILL request form, without re-keying.

24 Benefits to Users (2) (AVISO) User had to search local library holdings and other catalogues separately (VDX) User can search a virtual catalogue and library holdings simultaneously, and in real-time.

25 Benefits to Users (3) (AVISO) User could not monitor the status of his/her request (VDX) User can monitor the status of his/her request – whether it is in process, or cancelled.

26 Benefits to Users (4) (AVISO) User had to communicate with staff in person or through the phone to find out the status of request (VDX) An automatic Alert is sent to the user’s account, informing him/her that materials have arrived, requests cancelled or available in local holdings

27 Benefits to Users (5) (AVISO) Staff had to re-key users’ requests in AVISO from the Innovative system. Requests sent /received through AVISO were stored overnight on local computers before batch dispatched to other locations (VDX) Users’ requests are received in real-time by staff and sent in real-time to lending locations

28 Growing Pains Users Self-registration VDX or ISO terminologyHow to use bibsearch and interpret results Staff How to communicate with non-ISO compliant systems or libraries without ILL systems - Generic Script driver & workarounds Questions from non-ISO libraries Questions from end-users Local preference vs. global settings

29 Consortium is a trend SOLS (Southern Ontario Library Service)CREPUQ (Conférence des recteurs et des principaux des universités du Quebec) New York WNY Libraries California University Libraries

30 Conclusion: enhanced users access to resources beyond our collectionempowered users through access: more direct; remote locations; own time and convenience future – continue to work with consortia to: - expand users’ access - make our services truly unmediated

31 The REAL world

32 Sources of Information on VDX in Australian librariesConversations with conference delegates Conference papers – WAGUL – Murdoch University; CLIC – Macquarie University Survey responses: Academic consortia: WAGUL – Murdoch University; Edith Cowan University CLIC – La Trobe University; Macquarie University Regional or state consortium: - State Library of New South Wales  National library: National Library of New Zealand FDI Customer InView

33 LIDDAS - Library Interlending Document Delivery Administrative SystemLIDDAS, a nation-wide project, grew out of CILLA, a study aiming to identify the needs of Australian ILL departments and reviewing available software products May the Australian Vice-Chancellors’ Committee entered into an agreement with FDI to provide networked interlending and document delivery services for ‘not for profit’ libraries in Australia and New Zealand

34 Australia is the size of Western Europe

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37 Established since 1978, members include:CAVAL - Cooperative Action by Victorian Academic Librarians a consortium of the Victorian University Libraries and the State Library of Victoria Established since 1978, members include: Australian Catholic University Deakin University La Trobe University Monash University RMIT University Swinburne University University of Ballarat University of Melbourne Victoria University State Library of Victoria

38 CAVAL Collaborative SolutionsGrown from its solid beginnings as CAVAL, the company has developed to serve a wide customer-base — museums, galleries, archives as well as libraries across Australia, New Zealand and the region while still being owned by Victoria's Vice Chancellors and the State Library Board of Victoria

39 CAVAL Collaborative SolutionsServices include CARM (CAVAL Archive & Research Materials) Centre, reciprocal borrowing program, COOLCAT (union catalogue), development and training and digitizing. Contracted by FDI to provide application support and training to Australian and New Zealand VDX customers

40 CLIC - CAVAL LIDDAS Consortium (formed in Jan 2001)CARM Centre La Trobe University Macquarie University RMIT University of Newcastle Victoria University

41 WAGUL- The West Australian Group of University LibrariansCurtin University Edith Cowan University Murdoch University University of Western Australia

42 1st phase participants Australian Catholic University for the CAVAL CIDER (CAVAL Information Delivery & Electronic Requesting) Project Griffith University • Macquarie University • State Library of New South Wales • University of Southern Queensland • University of Technology, Sydney • National Library of Australia • National Library of New Zealand • University of Auckland

43 2nd phase participants WAGUL joined LIDDAS project and placed official order with FDI in mid 2000

44 Different Progress National Library of New Zealand- went “live” in Jun 99 - upgrade to version in Jul 03 State Library of NSW - Oct 02 – for pilot project - primary ILL system from Jan 04 National library of Australia - KDD (Kinetic Document Delivery service) - interoperability with LIDDAS – Jul 03

45 Progress - WAGUL Jun 2000 – jointly acquire and install VDX2001 – technical infrastructure, VDX installed and configured for testing Aug 2002 –production (as basis of Document Delivery, and for library staff use only) Early – Murdoch - client direct requesting and tracking requests Mid libraries activated gateway between local VDX system and KDD Oct 2003 – Zportal – Edith Cowan

46 Progress - CLIC May 2003 – accepted version 2.3Jul 2003 –interoperability with KDD, through NLA payment gateway Oct 2003 Victoria – patron load in production; end-users focus group RMIT – plan to have unmediated service once LIDDAS fully implemented

47 Progress - CLIC (continued)Newcastle – end-users trial , extended to all requesting in 2004 La Trobe –phase out Dbase ILMS; patron load; Zportal ; communicate with CISTI and end-users trial with desk –top delivery. Full end-user requesting in 2004 Macquarie –exchange requests with other libraries; Zportal trials with small group of end-users, extended to all in Feb 2004.

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49 LIDDAS’ implementation of VDXLIDDAS was a world-first in regards the online management of print and electronic information resource delivery. Great commitment and collaboration from the 18 LIDDAS member libraries, their staff, and FDI were integral to the success of this complex innovative project.

50 Some reasons for delay CLIC– MacquarieUnderestimated wish list of functionality and complexity of software Consortium vs configure own system Other issues: -  Z39.50 a fairly primitive standard, dependent on quality of the records it interrogates -   Authentication - Patron loads – unable to obtain all necessary information from existing sources

51 CLIC & WAGUL With whom do they communicate?Members of own consortium Other VDX libraries/ KDD locations in Australia CISTI

52 VDX impact on WAGUL document delivery transactionsPrior to VDX - 45% within WAGUL After LIDDAS implementation – drop to 37% due to communication with other VDX libraries, especially with CLIC

53 Other document delivery sourcesOCLC – none through VDX WAGUL Murdoch – rarely Edith Cowan – request directly from OCLC CLIC La Trobe – Fax Macquarie – via OCLC  BLDSC WAGUL – Murdoch – if ISO interface works State Library NSW - will try through VDX

54 Zportal end users’ interfaceNational and State libraries – No WAGUL - Edith Cowan - Murdoch – will be CLIC - La Trobe - Oct 03 - Macquarie – Feb 04

55 Receive requests from end-usersWAGUL Murdoch – web interface to VDX Newcastle – end-users register (request forms will be obsolete when move to Zportal direct requesting) CLIC La Trobe – test groups in VDX, others via web form Macquarie – web form via but will be through VDX in Feb 04

56 End-user charging WAGUL – Murdoch – Yes, and work through problemsCLIC - No, Use KDD payments State Library NSW – built in interface between VDX and finance system

57 Reports WAGUL - Murdoch – titles requesting and supplying and many different reports for accounts, as they charge back to patrons - Newcastle- no additional report besides UWA’s monthly transaction summary. Will develop on part of that functionality  National library NZ – Seagate and Crystal to generate batch reports  CLIC – CAVAL does it on behalf of consortia

58 Website WAGUL Murdoch – Yes http://wwwlib.murdoch.edu.au/service/docdel Edith Cowan – Intranet CLIC La Trobe - under construction Macquarie - password protected

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61 Performance problems WAGUL – Murdoch – stability problemNational Library of New Zealand – Yes, but far fewer now; slow response time issue resolved; core dump and acknowledge button freezing

62 Bureau Model WAGUL server centrally maintained and managed by the University of Western Australia Library    CLIC CAVAL Collaborative Solutions – manages CLIC

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69 Comments CLIC - Victoria University – Comments from trial group of users, who are heavy users of traditional ILL service: ‘articles arrived in three days” “good interface, clear” “quick turn-around, around a week”

70 Comments CLIC - Newcastle“The statistical and accounting reports will save many staff hours”.

71 Comments CLIC – MacquarieUnforseen opportunity: improved services migrate from document supply to distance education Established in May 03 the Postgraduate and Distance Services Project, specifically focused on how VDX can be used to improve turnaround time with desktop delivery and how Z39.50 functionality allow students to search catalogues simultaneously and from remote locations

72 Comments CLIC – La Trobe“having system flexibility such as the ability to use the web administrative module or the Windows administrative interface for particular parts of the workflow has enabled us to meet the workflow needs of the various campus libraries.”

73 Comments Barbara Paton, Deputy University Librarian at La Trobe University and Chair of the VDX Users Group for Australia and New Zealand, said that users require timely and convenient delivery of print and electronic resources to meet their needs in an increasingly complex information environment. “LIDDAS is an integral part of meeting that requirement, while at the same time it provides libraries with the necessary tool to manage effectively the interaction with both the users and the organizations supplying the documents.”

74 Resource Sharing with OCULWAGUL – Murdoch – dependent on costing and exchange rate; Edith Cowan – interested CLIC – La Trobe - Most definitely; currently fax by ALA form; Macquarie – Yes, very interested State Library NSW – Yes