Revolutionizing Electronic Document Delivery

1
Free Document Delivery Service Success
with Collaboration and Connections University of
Arizona Libraries Presenters Linda Dols, Becky
Gonzalez, Kathleen Lee Jeanne Voyles

• DATA ASSESSMENT
• Volume
• Estimated projected volume FY06-07 21,600
• Actual volume for FY06-07 17,802
• Print vs. Online for FY07-08
• - Print 71
• - Online 29
• Volume Increase for FY07-08 13
• We are meeting our volume projection by 82
• Requests Submitted Per Day
• Average per day submitted FY06-07 51 requests
• Average per day submitted FY07-08 65 requests
• Turnaround Time
• 42 of requests were filled within 24 hours
• 77 of requests were filled within 48 hours

• PLANNING
• Business Case for Change
• Customers wanted to receive UA owned journal
  articles and book chapters via e-mail. Of course,
  this service had to be FREE!
• We piloted this new FREE service from August to
  December 2006
• Gathered Data
• Benchmarked peer libraries offering similar
  service
• Evaluated U of A ILL use to estimate potential
  volume
• Estimated overall staffing needs and equipment
  costs
• Business Plan
• Includes personnel, equipment, software costs
  and estimated volume of incoming requests

• IMPLEMENTATION
• Equipment Purchased Installed
• Used two existing Fujitsu flatbed scanners and
  purchased
• one Bookeye-2-Grayscale scanner (added the
  BScan-ILL
• Module to both machines)
• Workflow
• Integrated new Document Delivery with existing
  ILL. Also
• merged Electronic Reserves processing.
• Trained Reference Desk staff working over night
  to search incoming requests to accommodate
  volume
• Trained existing circulation students to scan
  requests at branch library
• Hired additional staff and students for paging
  scanning to meet initial projected volume
• Trained ILL staff / students on the new
  equipment and
• overall process
• Communication
• Kept library community informed of our progress
  and
• encouraged them to promote the service to
  other

• COLLABORATION
• Benchmarking
• Contacted 3 Greater Western Library Alliance
  consortial partners who offered a similar service
• Asked about volume, policies, equipment and cost
  per year to operate
• Processing
• Utilizing existing shelving students from
  another team to pull items for the service
• Utilizing existing Reference Desk students to
  scan articles at branch library
• Utilizing existing Reference Desk staff working
  overnight to search incoming requests
• Support
• Partnered with IT team to order, install and
  maintain equipment