ER&L 2019 - Forming a More Perfect Knowledgebase: A Tale of Publisher, Vendor and Librarian Collaboration

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This session examines how publishers and vendors collaborate to make a more seamless knowledgebase experience for librarians. Representatives from Wiley and OCLC will discuss KBART file creation, representation, and more. A representative from OhioLINK will explain how the state of the knowledgebase affects workflows at the consortium and library levels.
  • 1. A Tale of Publisher, Vendor, and Librarian Collaboration Forming a More Perfect Knowledgebase:
  • 2. Session Presenters Stephanie Doellinger OCLC Section Manager - Data Ingest - Central Index & KB Matthew Ragucci Wiley Library SolutionsArchitect JoannaVoss OhioLINK Collections & InsightsAnalyst
  • 3. Definitions Local Knowledgebase A database that shows the library is entitled access to or also in print. Also known “holdings.” Global Knowledgebase A database made up of collections that are available to libraries to build and align local knowledgebases. Also known as “vendor KBs.” KBART files Stemming from NISO/UKSG guidelines, these files include high -level metadata (title, ISSN, DOI, URL) about specific publications. Content Provider Better known as publishers, these are producers of scholarly content for purchases by libraries. Vendor Library solutions vendor. These entities provide products that help libraries with workflow solutions (i.e. OCLC or EBSCO).
  • 4. KBART in context of the information supply chain From “KBART: Knowledge Bases and RelatedTools” (p. 6), by NISO/UKSG KBARTWorking Group. 2010 ( ). Copyright 2010 by the National Information StandardsOrganization and the UKSG.
  • 5. Knowledgebase impacts • Essential to OpenURL linking products • Authority on content targets (they know where it is) • Assist in the identification of institution-level access • They are the only true path to version of record • Help with the integration of discovery and ERM tools • Non-existent or incorrect data make this impossible OpenURL and Link resolvers MARC Records Discovery Layers Usage Statistics A-Z Journal Lists
  • 6. A Provider Perspective: Wiley KBART Practices
  • 7. Information Supply Chain
  • 8. Wiley KBART creation • System-generated files based on sales packages • Follow KBART Phase II recommendations • Include OCNs for monograph collections • Manually review of data elements and population • Collections updated monthly
  • 9. Wiley KBART delivery • 13 different knowledgebase partners • Files now posted to a SharePoint site • Vendors harvest data and updates • Monthly communication with vendor partners • Updated KBART page on Wiley Online Library
  • 10. Wiley KBART collaboration • Communication with vendors to add collections • Check-ins on global KB use • Work with libraries on data integrity issues • Providing bespoke KBART files, as needed • NISO KBART-Automation Working group
  • 11. Wiley KBART challenges • Internal systems and change in process • Hundreds of collections to maintain • KB transparency variance • Erratic update schedules • Institution-specific holdings
  • 12. A Vendor View: OCLC KBART Practices
  • 13. Information Supply Chain
  • 14. OCLC KBART Practices Consistency of formatting allows for more efficient data processing • Faster turn around times (reaches end user system faster) • Few errors caused in the data processing due to consistent formatting • Fewer data customizations needed if following KBART practices
  • 15. OCLC KBART Benefits • Allows publishers to supply same data to all knowledge bases which reduces the question of knowledge base X has these titles why doesn’t OCLC • Easier to identify when new collections are offered • Allows for provider specific fields at the end of KBART standard fields (OCLC number can be added)
  • 16. OCLC KBART challenges • Consistent naming conventions (part of KBART recommendation) but issue in practice • Title history (historical titles) – title id practices can make this hard to handle consistently from provider to provider • OCLC does not yet support KBART Phase II but is working towards it (date to be determined • The customized KBART fields can be changed at will and can cause automation to break
  • 17. Library Practices
  • 18. OhioLINK OhioLINK serves diverse libraries & users 118 member libraries • Public universities • Community and technical colleges • Private colleges & universities • State Library of Ohio Services for 500,000+ student FTE • Shared electronic resources • Link resolver, discovery layer • Central Catalog and print lending • ElectronicTheses & Dissertations • Affordable Learning & eTutoring
  • 19. OhioLINK Electronic resources at OhioLINK • Over 7,000 active e-journal subscriptions • Publisher content platforms AND • Electronic Journal Center (EJC) platform • Over 145,000 owned e-books • Publisher content platforms AND • Electronic BookCenter (EBC) • We provide to members: • Catalog records • Knowledgebase setup info • Troubleshooting help
  • 20. End User Journey From “KBART: Knowledge Bases and RelatedTools” (p. 3), by NISO/UKSG KBARTWorking Group. 2010 ( ). Copyright 2010 by the National Information StandardsOrganization and the UKSG.
  • 21. OhioLINK Libraries’ workflows Holdings management is hard work • Did we buy this? If yes: • Do we have access to this? • If yes: • Which collection and link do I select? • Does it need custom holdings ranges? Backfiles? • If no: • Troubleshoot with OhioLINK / publisher • Return to select access in the knowledgebase Seattle MunicipalArchives.Telephone operators, 1952. Retrieved Feb. 17, 2018. licensed under
  • 22. OhioLINK Libraries’ workflows Workflows vary by user needs and library resources • Some community colleges have most e-resources via OhioLINK & don’t dedicate much staff or time • Some research libraries have units dedicated to e-resources & need to ensure accurate access to content purchased on the same platform through multiple vendors or consortia Everything on publisher platform Backfiles OhioLINK Package Locally Acquired Content Open Access Content
  • 23. OhioLINK Questions from librarians Troubleshooting: • I have access, why isn’t there a MARC record for this? • I found a link in my knowledgebase, why don’t I have access? • A user reported a broken link, what’s going on? Needs: • Do we have this through OhioLINK? Or do we need to buy it ourselves? • How can we make sure our users can use it? • And how to make that happen as quickly as possible?
  • 24. OhioLINK How KBART files work for us OhioLINK aims to reduce duplicated work by member libraries: • Working with publishers to find or create a stock product knowledgebase collection that matches to our purchase • If our package matches a frontlist or certain subject areas, this makes sense – these products also sold to other libraries Philosophically, we need to acknowledge the product nature of e- resources • KBART for a whole platform only means manual holdings workflows • A solution is needed to handle KBART metadata at scale
  • 25. OhioLINK E-Journal packages Product ≈ publication Many of OhioLINK’s journal packages are custom, and don’t exactly match to any set collection in a knowledgebase Complications: • Bundled titles, title changes, transfers, splits/merges… • Backfiles • Shallow backfile access with current subscription
  • 26. OhioLINK E-Book packages Product (collection) > publication What we know about an e-book package is usually: • General product description (such as subject and pub year) • May include expected title count Exceptions & complications: • Print or e publication year? • MARC records can lag behind availability on publisher website • Retracted rights, postponed publication, change of subject collection…
  • 27. OhioLINK Current workflow at OhioLINK For “custom” packages, OhioLINK sends updates to knowledgebase providers every 6 months: 1. Get list of what’s accessible at publisher sites 2. Check that it matches our purchase 3. If not KBART, transform 4. Send custom package lists to KB providers 5. Tell members that the custom packages are updated
  • 28. OhioLINK Current workflow at OhioLINK For “custom” packages, OhioLINK sends updates to knowledgebase providers every 6 months • Pros: • Libraries don’t have to manage these collections themselves • Cons: • Timeliness: New/transferred journals, new e-books not captured immediately • OhioLINK staff time: • Test & troubleshoot publisher site access • Time to get, check, transform access lists • Time to send to KB providers, wait for upload, message to members…
  • 29. Solutions Step by step solutions • Where we’ve been • Full platform KBART metadata in knowledgebases • Manual holdings management • Where we are now • KBART package lists specific to products • Some automatic updating • The dream: customized KBART • Standards-based automation means more publisher and KB participation • Unmediated and fast access to content through library systems • Troubleshoot access & handle exceptions directly with publisher • Fewer links to maintain, less staff time, fewer errors
  • 30. KBART Resources NISO/UKSG KBART Working Group. (2010). “KBART: Knowledge Bases and Related Tools.” Retrieved from Practice.pdf KBART Phase II Working Group. (2014). “KBART: Knowledge Bases and Related Tools Recommended Practice.” Retrieved from NISO KBART Automation RP-26-201x Draft for Public Comment Retrieved from 02
  • 31. Thanks for attending! Matthew Ragucci Stephanie Doellinger Joanna Voss
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