Shaping, Streamlining and Shaping, Streamlining and Solidifying the Information Solidifying the Information Chain in Turbulent Times…Chain in Turbulent Times…One Consortium’s StoryOne Consortium’s Story

Anne E. McKee, MLSProgram Officer for Resource SharingGreater Western Library Alliance (GWLA)

Greater Western Library Alliance Greater Western Library Alliance (GWLA):(GWLA):

32 research libraries/17 states in the “greater west.”◦ 31 academic◦ 1 privately funded public library for science, engineering and technology

Funded by annual member dues

501©3 non-profit

Consortial staff:◦ Joni Blake, Executive Director, Ph.D (2007-)◦ Anne E. McKee, Program Officer for Resource Sharing, M.L.S. (2000-)

Members Include:

27 members of the Association of Public and Land Grant Colleges (APLU, formerly known as NASULGC)

26 members of the Association of Research Libraries (ARL)

13 members of the Association of American Universities (AAU)

6 members of Hathi Trust

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WHAT COMES TO YOUR MIND WHEN THINKING OF THE ECONOMIC DOWNTOWN??

HERE’S A GLIMPSE INTO MY THOUGHTS

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Current economic realities Current economic realities within GWLA regionwithin GWLA region

•GWLA territory one of hardest hit in country•Tourism dollars almost non-existent in some states•Experienced plummeting home prices-now in housing dip #2•Droughts, floods, even tsunamis•Draconian budget cuts •approximately 20-25% and rising•multiple rescissions (sometimes 2 or 3 in same budget cycle)

•Members permanently lost library faculty and staff either thru attrition or lay-offs. •Several technical services/acquisitions departments taken down to bare bones

While Users While Users need/want/demandneed/want/demand: :

As much electronic content as possible

…on as many types of devices as possible.

No DRMPressured (even state mandated

legislation) to purchase textbooks and place them on reserve-usually without extra funding

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While remembering thatWhile remembering that

GWLA does not share acquisitions monies; all content packages must fit within each member’s current budget.

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Becoming lean and mean-or Becoming lean and mean-or at least leaner and meaner…at least leaner and meaner…(much meaner)(much meaner)Google AppsBasecampSERUConsortial Pods with book vendorsGISTPurchase on DemandNon-reconciliation listsQuickBooks

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Why GOOGLE Apps?Why GOOGLE Apps?GWLA has been headquartered at

Linda Hall Library (including utilizing their IT staff and support) since onset of paid consortial employees. Paid nominal rent

3.5 years ago, someone hacked into GWLA’s servers (which were not behind the LHL firewall), Result was that webpages and email were so compromised that we had to start over

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Google apps con’tGoogle apps con’tMade decision not to purchase new

server(s) but instead test Google apps◦As non-profit, do not have to pay any

hosting fees◦For first time, could have GWLA.org domain

Created & designed own website. ◦Both GWLA employees can now instantly

update. ◦Can redesign with minimal fuss

Utilizing Google apps documents◦ (Documents, surveys, conference

registration etc.)◦Can share documents/calendars instantly

within and outside of GWLA◦Utilizing documents to share renewals,

invoices etc. with all vendors

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BasecampBasecampBasecamp is a web based project

management tool in the 37Signals suite of products (37signals.com) ◦Other services offered are Highrise

Contact, Campfire Chat and Backpack Organizer

It is a pay-as you-go service (credit card only)

Tiered pricing depending # of active projects.

Currently have 62 active/50+ archived projects and 495 subscribers

Can co-brand w/ own logo

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SERUSERU(Shared Electronic Resource (Shared Electronic Resource

Understanding)Understanding)Began with a series of library

conference discussions in 2005 by Judy Luther/Selden Lamoureux to try and avoid lengthy/costly licenses for electronic resources◦ Aim was for an acceptable agreement for

consortia/libraries AND publishers◦ Trial began in 2007, SERU Recommended

Practice was approved in 2009◦ Both publisher and consortia/library agree

to the SERU Recommended Practice

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SERU con’tSERU con’t

• Now a standing committee of NISO• GWLA was one of the first consortia to

register with SERU• GWLA has invoked SERU-saving time,

money and my sanity!

For more information, point your browser to:http://www.niso.org/workrooms/seru

Consortial Pods with Book Consortial Pods with Book VendorsVendorsGWLA CD Standing Committee wanted

to reduce number of duplicates within member institutions

Realized quickly that focus needed to be on the point of acquisitions◦ All members use YBP and Coutts in some

fashion◦ Both offered free accounts to respective

software (Oasis and GOBI)Both Coutts and YBP did presentations to

Standing Committees on how members could view each other’s orders on approval plan, slips, firm orders etc.

Pilot Project will begin Fall 2011

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GIST: Getting It Systems GIST: Getting It Systems ToolkitToolkitDeveloped at SUNY Geneseo“The purpose of GIST is to provide a

new model and useful tools to integrate and optimize acquisition and interlibrary loan services and to promote regional collection diversity.”

It is a system for merging Acquisitions and ILL request workflow using one interface, enabling user-initiated requests, coordinated collection development and acquisitions.http://idsproject.org/tools/gist.aspx

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GIST con’tGIST con’tUser InitiatedIntegrates and coordinates diverse data

(holdings, price, feedback etc.)Highly customizable and flexible in

workflowLinks to local holdings if library owns, or

to Amazon, Google etc.-you can customize

Open SourceNot complete acquisitions or gifts system

but links to ILLiadhttp://

gettingitsystemtoolkit.wordpress.com/

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Purchase on Demand/User Purchase on Demand/User Driven PurchasingDriven PurchasingInitially started in GWLA members

ILL departmentsOne of first U.S. consortia to do a

pilot project w/ MyiLibrary over 3 years ago

Many GWLA members have now earmarked their complete monographic budget to P.O.D only

Challenges: ILL and DRMs

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E-Journal packagesE-Journal packagesInnovations/Trials

◦Kissing reconciliation list goodbye(!) Title list when license is signed and then one

line renewal invoice each year of agreement New starts/title transfers addressed in license One member said it has saved them a

minimum of 40 hours a year Even if reconciliation list is required, many

members are just doing guesstimates-too few technical services staff to devote to it

◦Renewal of existing agreement-have opted for amendment versus signing new license

◦Extending offers to non-members (if allowed by publisher)

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Other ways we are Other ways we are streamliningstreamliningAssuming invoicing for packages

(content/hardware etc.) ◦Publishers/content providers/vendors◦Will invoice members and/or

subscription agentsOrganizing the finances

◦QuickBooks online◦Invoicing only by email attachment◦Waiting until 1st day of new

month/quarter to pay invoices◦Paying by electronic transfer of

funds-no checks!

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Streamlining con’tStreamlining con’tConference calling service

◦GWLA business ◦Rates extended to members

Hardware discounts◦Scanners◦Microfiche/film readers/printers etc.

Preservation supplies discountsCost avoidance annual report for

each member

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Thanks muchlyThanks muchly

Anne E. McKeeAnne@GWLA.org

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