Implementing and Surviving a Free Local Document Delivery Service

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Implementing and Surviving a Free Local Document
Delivery Service

• Amy Paulus
• Head, Access Services
• University of Iowa Main Library

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Agenda

• The UI
• The Document Delivery Service History
• Justification
• Consolidation
• Problems
• Procedures
• Screenshots
• Results
• What we would have done differently
• The future

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The University of Iowa and The University of Iowa
Libraries

• 29,000 students 178 FTE staff
• 1,700 faculty 20,221,577 budget
• 13,000 staff Main Library, Hardin
  Library and 9 branch libraries (and Law
  Library and Curriculum Lab)

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The University of Iowa Libraries Interlibrary
Loan/Document Delivery

• Main Library Hardin Library
• 181 ADS, 910 other 1,712 ADS, 372 other
• 12,286 ILL Borrowing 10,131 ILL Borrowing
• 36,214 ILL Lending 26,026 ILL Lending
• Partners with CIC libraries, Regents in Iowa and
  all non-business libraries in Iowa

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Document Delivery Services
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Software Timeline
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Why go free?

• Upcoming Archival Facility
• Oakdale, Pagerunner, Social Work students in
  Distance Education already free
• ILLiad billing problematic for these unique
  categories of free
• Save staff time in the Library Finance department
  and ILL Departments
• Idea tossed around for a couple years and staff
  finally used to the idea
• No longer dependent on copy center (and their
  charges)
• Everythings electronic anyway, right?

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Consolidation
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Consolidation of Users
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Consolidation of Price
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Consolidation of Submission Methods
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And speaking of submission

• End of November 2007, SFX activated to show ADS
  request form (through ILLiad)
• Stats show jump??
• Hardin processed 944 in November, 1,252 in
  December, 1,180 in January, 1,392 in February
• Main processed 495 in November, 532 in December,
  602 in January, 911 in February

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Consolidation of Service
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Consolidation of Delivery Methods
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Consolidation of Policies
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Expansion of Delivery Points

• After with Odyssey

• Before with Ariel

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Problems

• All scanners not working properly with Odyssey
  (Driver issue)
• Difference of opinion on policy (Reserve) and how
  to track systematic copying of entire book
• Difference of opinion on what staff should be
  doing what (student vs. full-time)
• Staff attitude (I can see the person submitting
  the request!)
• Book delivery aspects of Oakdale, Distance
  Education requests

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Procedures

• Users submit requests (ILLiad or via SFX)
• Same request form for ILL and ADS
• Fields for UI Call Number and UI Location these
  automatically routed to special queue
• SFX generated requests for ADS also automatically
  routed to special queue
• Staff at Main and Hardin ILL Departments process
  requests.
• Automatically converted to ADS if submitted
  incorrectly as ILL (all staff)
• One staff member monitors special queue

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Procedures, cont.

• If held at branch library, email routing rule
  created to email to branch and route to Document
  Delivery module
• Branch Library pulls, updates, and scans in
  Odyssey
• If held at Main (or Hardin), pull slip printed
  out and put in pile for retrieval (mixed with
  lending requests)
• Once retrieved, sorted out, updated, and scanned
  in Odyssey

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Results

• New Ricoh Afficio copier/scanner/printer (helps
  with Odyssey scanning)
• Full-time Staffing
• Student staff support
• Able to analyze most requested journals to
  pursue/recommend electronic access
• Serials loans are increasing
• Branches now scanning directly for lending, too
• Users love it!

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Results
FY2008 (so far!)
FY2007
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What we would do differently

• Make sure equipment works (test earlier than 1
  month before live date!)
• Students trained at branches
• Equipment, equipment, equipment!
• As policies decided, communicate better (media,
  spec coll)
• Survey the users before, during, and after
• Law Library
• Links updated throughout all web pages
• Name?
• Decision not to market/advertise?

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Looking forward

• Advertise/market
• Survey the users specifically about service
• Continue to evaluate staffing and equipment needs
• SFX link finds many errors continue to work
  with staff to resolve

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Questions and Discussion