convergence between ill and acquisitions: a science and engineering library experience 25th annual...

Convergence between ILL and

acquisitions: a Science and Engineering Library experience

25th Annual IATUL Conference

Library Management in Changing Environment

Kraków, June 01 2004

by

Louis [email protected]

Louis Houle - McGill University ([email protected]) June 01, 2004.

Why?

Improve user satisfaction and service

Benefits to Library collection

Benefits to ILL Workload?

Cost?


McGill - Schulich Library

290,000 volumes

4,500 to 5,000 monographs added yearly

Collection development for 12 departments Fac. of Science and Fac. of Engineering

Collection budget 2002/03: $1.9 million cad


Selection Criteria

English or French titles only

No publication date limits

Subjects in scope with Schulich Library collection policies

Material types: all except dissertations and AV

No maximum cost

Shipping date within one week or less

Paperback or hardcover editions


Workflow – ILL/rush acquisitions service (1) ILL book requests sent to ILL Librarian

If do not meet selection criteria, sent back to ILL

Verification in OPAC by ILL Librarian If owned locally, book discarded and sent back to ILL If not owned, book kept for potential purchase

Supplier searching ILL Librarian Availability Rapid delivery

Acquisition ILL Librarian, why? Credit card


Workflow – ILL/rush acquisitions service (2)

Acquisition Supplier sends purchased books to ILL Librarian

Books sent to acquisitions accounting

Processing Bookmark inserted in books and sent for rush

cataloguing & processing

After processing books sent to ILL office


Workflow – ILL/rush acquisitions service (3)

Notification ILL office notifies user of availability

ILL notifies ILL Librarian

ILL office checks out the books in OPAC


ILL book requests / user

Number of books requested by each user between June 2001 to May 2003

No. Users No. Books requested % Total Users201 1 52%68 2 18%34 3 9%29 4 7%12 5 3%10 6 3%8 7 2%6 8 2%3 9 1%3 10 1%4 11 1%1 12 0%1 12 0%2 14 1%1 17 0%1 19 0%1 24 0%1 27 0%1 40 0%1 62 0%388 1,128 100%


ILL book requests / departmentsSchulich Library ILL book requests by departmental affiliation from June 2001 to May 2003

Department No. Books requested % TotalCivil Engineering & Applied Mechanics 196 17%Mining, Metals & Materials Engineering 154 14%Chemical Engineering 126 11%Mechanical Engineering 107 10%Electrical & Computer Engineering 106 9%Mathematics & Statistics 79 7%Earth & Planetary Sciences 77 7%Chemistry 76 7%Geography 65 6%Computer Science 57 5%Physics 36 3%Schulich Staff 26 2%Atmospheric & Oceanic Sciences 17 2%Other 5 0%Biomedical Engineering 1 0%Total 1,128 100%


ILL book requests / user status

ILL book requests by user status at Schulich from June 2001 to May 2003

User status No. Books requested % TotalPhD 490 43%Masters 269 24%Staff 146 13%Faculty 126 11%Undergrads 92 8%Unknown 5 0%Total 1,128 100%


ILL book requests / publication years

Distribution of Schulich ILL book requests (Total) by publication years from June 2001 to May 2003

Publication years No. Books % Total2000 - 240 21%1990 - 1999 481 43%1980 - 1989 190 17%1970 - 1979 80 7%1960 - 1969 40 4%1950 - 1959 11 1%1940 - 1949 3 0%1930 - 1939 1 0%1920 - 1929 4 0%1900 - 1909 1 0%< 1900 6 1%Unknown 71 6%Total 1128 100%


Books purchased / user

Number of Schulich Library ILL books purchased per user from June 2001 to May 2003

No. Users No. Books purchased % Total users113 1 68%25 2 15%15 3 9%2 4 1%3 5 2%4 6 2%2 7 1%1 8 1%1 17 1%166 294 100%


Books purchased / userNumber of Schulich Library ILL books purchased per user from June 2001 to April 2004

No. Users No. Books bought % Total users

138 1 64%44 2 20%18 3 8%4 4 2%2 5 1%4 6 2%1 7 0%2 8 1%1 9 0%1 14 0%2 18 1%217 412 100%


Books purchased / department

Schulich Library ILL books purchased by user departmental affiliation from June 2001 to May 2003

Department No. Books purchased % TotalChemical Engineering 53 18%Electrical & Computer Engineering 47 16%Mining, Metals & Materials Engineering 33 11%Computer Science 29 10%Chemistry 28 9.5%Mechanical Engineering 25 8.5%Civil Engineering & Applied Mechanics 24 8%Mathematics & Statistics 21 7%Physics 11 4%Earth & Planetary Sciences 9 3%Geography 9 3%Atmospheric & Oceanic Sciences 5 2%Total 294 100%


Books purchased / departmentSchulich Library ILL books purchased by user departmental affiliation from June 2001 to April 2004

Department No. Books requested % TotalAtmospheric & Oceanic Sciences 8 2%Chemical Engineering 58 14%Chemistry 37 9%Civil Engineering & Applied Mechanics 32 8%Computer Science 34 8%Earth & Planetary Sciences 12 3%Electrical & Computer Engineering 77 19%Geography 14 3%Mathematics & Statistics 37 9%Mechanical Engineering 43 10%Mining, Metals & Materials Engineering 41 10%Physics 19 5%Total 412 100%


Books purchased / user status

Schulich Library ILL books purchased by user status from June 2001 to May 2003

User Status No. Books purchased % TotalPhD 123 42%Masters 57 19%Staff 50 17%Faculty 35 12%Undergrads 24 8%Unknown 5 2%Total 294 100%


Books purchased / user status

Schulich Library ILL books purchased by user status from June 2001 to April 2004

User Status No. Books bought % TotalFaculty 54 13%PhD 173 42%Masters 93 23%Undergrads 29 7%Staff 58 14%Unknown 5 1%Total 412 100%


Costs of books purchased

Costs of ILL books in $US (294) purchased between June 2001 to May 2003 in Schulich Library

Cost of books Cost of Shipping Cost of Taxes Total costTotal $34,902 $2,847 $2,298 $40,147Average/book $118.71 $9.68 $7.82 $136.55


Costs of books purchased

Costs of ILL books in $US (412) purchased between June 2001 to April 2004 in Schulich Library

Cost of books Cost of Shipping Cost of Taxes Total costTotal $48,880 $4,168 $3,229 $56,375Average/book $118.64 $10.12 $7.84 $136.83


Books purchased / publication years

Distribution of Schulich Library ILL books purchased by publication years from June 2001 to May 2003

Publication years No. Books purchased % Total2000 - 104 35%1995 - 1999 108 37%1990 - 1994 53 18%1980 - 1989 21 7%1970 - 1979 6 2%1960 - 1969 2 1%Total 294 100%


Books purchased / publication years

Distribution of Schulich Library ILL books purchased by publication years from June 2001 to April 2004

Publication years No. Books bought % Total2000 - 166 40%1995 - 1999 135 33%1990 - 1994 71 17%1980 - 1989 29 7%1970 - 1979 7 2%1960 - 1969 4 1%Total 412 100%


Books purchased / suppliers

Schulich Library ILL books purchased by supplier from June 2001 to May 2003

Vendor No. Books bought % TotalAmazon.com 17 6%Barnes&Noble.com 251 85%Commercial Publisher 1 7 2.5%Society Press 2 16 5.5%University Press 3 3 1%Total 294 100%

1. Includes: Academic Press (1), Kluwer (1), Thomson (1), Springer-Verlag (1), World Scientific Publishing (3).2. Adhesion Society (8), ACI (1), ASM Intl (1), Edison Electric Inst.(1), FIB (1), GSA (1), SETAC (1), TMS (2).3. Cambridge U. Press (1), Presse Intl Polytechnique (1), U. Chicago Press (1).


Books purchased / suppliers

Vendor No. Books bought % TotalAmazon.com 25 6%Barnes&Noble.com 353 86%Commercial Publisher 1 8 2%Out of Print Dealers 3 1%Society Press 2 18 4%University Press 3 3 1%Other 4 2 0%Total 412 100%

Schulich Library ILL books purchased by supplier from June 2001 to April 2004

1. Includes: Academic Press (1), Kluwer (1), Thomson (1), Springer-Verlag (1), Wiley (1), World Scientific Publishing (3).2. Adhesion Society (8), ACI (1), AIMM (1), ASM Intl (1), Edison Electric Inst.(1), FIB (1), GSA (1), SETAC (1), TMS (3).3. Cambridge U. Press (1), Presse Intl Polytechnique (1), U. Chicago Press (1). 4. McGill Bookstore (1), HMV (1).


ILL book requests rejected

Why Schulich Library ILL book requests were turned down from June 2001 to May 2003

Reason not purchased No. Books % TotalCould not find 256 31%Thesis 150 18%Owned locally 96 12%Out of print 94 11%Out of scope 83 10%Not available/in stock 70 8%Not ordered/away 58 7%Not yet published 14 2%Cancelled by supplier 8 1%Too expensive 3 0%Already ordered via ILL 2 0%Total 834 100%


Turnaround Time Turnaround time to ILL

Average: 5.4 days

Range: 1 – 89 days

Turnaround time to process Average: 3.75 days

Range: 3.5 – 358 hours (14.9 days)

Total turnaround time Average: 11.8 days

Range: 2 – 91 days


Circulation RecordCirculation record, as of June 15 2003, for ILL books purchased for Schulich Library

No. Circulations No. Books % Total1 147 50%2 52 18%3 34 12%4 12 4%5 14 5%6 11 4%7 8 3%8 2 1%9 5 2%11 3 1%12 3 1%33 1 0%48 1 0%60 1 0%864 294 100%


Circulation Record

Circulation record, as of May 04 2004, for ILL books purchased between June 2003 to April 2004

No. Circulation No. Books bought % Total1 67 57%2 34 29%3 5 4%4 4 3%5 3 3%6 1 1%7 2 2%29 1 1%31 1 1%261 118 100%


Problems

No backup when ILL Librarian is away

Communication Cataloguer not respecting time (24hrs)

Processing team sending books to Schulich instead of ILL office

Casual and part time staff not aware of service

Not publicized enough

Staff

user


CONCLUSION

Good service Turnaround time

Processing time

Circulation record (high-use titles)

Meets users’ needs

Adding books permanently to collection

Improvements

convergence between ill and acquisitions: a science and engineering library experience 25th annual...

Documents

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ill librarianbooks

mcgill schulich library

ill librarianill office

purchased books

schulich staff262

library collectionbenefits

user of availabilityill