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good afternoon and welcome to the elects webinar on evaluating print driven book and ebook patron driven acquisitions I'm Felicity dicus chair of the elects continuing education committee and I will be your host for this afternoon's webinar our presenters today are soo ward and Rebecca Richardson sue is head of collection management at purdue libraries her book guide to implementing and managing patron driven acquisitions was published in 2012 her professional interests include patron driven acquisitions and print retention issues Rebecca is an electronic resources librarian also at Purdue her professional interests include electronic resources licensing and pager and driven acquisitions of ebooks they bring a wealth of knowledge to this topic and it's a real pleasure that happened with us today a few things to keep in mind for today's presentation the webinar does not have interactive chat capabilities so if you wish to comment on today's presentation using Twitter you can use the hashtag that you see on the screen we're not going to monitor that feed so if you have questions for Sue and Rebecca please type them into the question box on your screen and they'll answer them at the end of the presentation questions that don't get answered while we're on the air will be answered offline and answer sent to all attendees this webinar is being recorded and you will receive an email with links to the recording the presentation slides and an evaluation we ask that you please take time to fill out the evaluation form since it will be used by the committee to plan future events and now let me turn this over to sue there will be a slight delay as we switch speakers hi this is sue ward Thank You felicity for that nice introduction Rebecca and I are really pleased to be with you this afternoon we're going to be talking about evaluating print and ebook PDA and you just saw a picture of us flash by so you know what we look like I'm going to start out by talking a little bit about PDA in context and focusing then on print book PDA after that Rebecca will spend the second half of the presentation talking about ebook PDA and how to evaluate it before we start I just want to let you know that we're making an assumption that most of you I have are basically familiar with the concept of patron driven acquisitions or PDA we will provide some general context as we go through the presentation but we're not going to be focusing much on how to set it up or why you might want to do that what we're doing today is emphasizing how you evaluate your PDA plans so by way of introduction we know that librarians have been selecting materials for libraries for decades if not for centuries the results of this activity has been building in some cases enormous just in case collections especially in large research and academic libraries now this made perfect sense in the past because if you didn't buy a book when it was available it was often very expensive and very different to get hold of a copy to add to your collection later in the 60s and into the 70s and number of librarians became really interested in new studies of academic library collections you may be familiar with trues wells study which came out in 1969 he concluded that about twenty percent of the books in an academic library received about eighty percent of the youth a member of people in the subsequent decade did a number of other studies testing his methodology trying other ones sometimes squabbling a little bit about what was the best way to do it but they all concluded that this was pretty much the rule of thumb that a fairly small percentage of the collection got the lion's share of the youth so is there really a problem with low and no use books well yes there is because it costs almost as much to obtain and maintain these books as it does the ones that are actually used and then at some point the library needs to make some decisions about what to do with the books that nobody's using do you read them do you move them somewhere else by the eighties libraries were talking a lot about ownership versus access in part I think because of the knowledge that such a small portion of the collections were used and partly because there was a bit of a budget crunch back in the 80s as well that libraries were thinking well we'll try and be even better choosing what are what we we add to our collections and we'll rely on interlibrary loan for those materials that our patrons need that we didn't buy now we're all familiar with a theory of interlibrary loan and it's supposed to be a safety net for filling those patron needs of material that you didn't get to your own collection and again in theory it's supposed to be the weird stuff it's supposed to be stuff like Hungarian technical report but if you talk with your iol staff lately they'll probably value that for book loans a really large percentage of the requests from local patrons are for books that are fairly recently published and that would probably make good additions to the local collection this was the conclusion that these two authors found way back in nineteen eighty four when they evaluated the book loans that their library had been getting for their local patrons they there's the first record I could find in the literature somebody actually saying some of these interlibrary loan requests really should have been bought for the collection rather than bart borrowing them from other libraries so in the 80s in the literature there's a number of articles where people reported on various short-lived plans that they tried where they actually bought some books instead of or in addition to borrowing them most of these so that said were very short-term people were just trying them out they didn't last very long they tended not to be separate funding for them it was this kind of a flash in the pan let's try it and see what happens kinds of reports by the late 1990s there were two major changes in what would develop into patron driven acquisitions the first was that the association of research libraries conducted one of their periodic interlibrary loan cost studies and what they found is that for academic libraries the complete cost of borrowing a book was almost thirty dollars the other thing that rose at that time was the beginning of online retailing specifically bookstores amazon was the first player in this arena where you could go online see if they held a certain book what the price was and of course it was usually a discounted price and you know that they would be able to deliver it rapidly if if it indicated that the book was there and doc ready for ship so although simultaneously a number of interlibrary loan librarians around the country had a similar idea what if instead of the traditional model of borrowing and then returning a book at least in some cases what if we bought the books that are our patrons were requesting through I ll so that we could keep them afterwards and add them to the collection as i was doing this literature search a few years ago what i was looking for were the early reports of an i ll book purchase model where there were some strategic thinking behind setting up the plan where there were some clear and specific criteria for which books might be eligible for purchase rather than borrowing i was looking for cases where the library had actually funded some money to support the plan that it was sustained over a fairly substantial period of time not just two or three months to see how it worked and finally the most important piece perhaps that the library went back and evaluated the plan or program to see if it was meeting the goals the earliest one that I could find was reported in 1999 but it was a plan at bucknell university that had actually started a decade earlier in 1990 and they did justice they had some criteria they were budgeted for it and they would buy selected books that their patrons requested through iol when they evaluated it their conclusion was the plan was successful the turnaround time was reasonable they thought the average cost was in line with what they expected to pay and they did a little work looking at the subsequent circulation rate so the books they bought this way and felt that it was fairly high alright so in general the I ll book purchase model means that a library will establish some acquisitions guidelines they'll purchase the book from a vendor this is typically an online bookseller but it might be there their book job or it could be the online bookstore at least some of the time and then when the book comes in the interlibrary loan patron uses it and the book will be catalogued to add to the collection afterwards some libraries do catalogue the book first and then give it to the patron but the underlying assumption here is a book that a patron needs strongly enough that they'll place an iol request for it is probably one that would be useful to other people using that same collection so in two thousand Purdue implemented what we called our books on demand plan using just this kind of criteria we're going to be looking at Purdue is the kind of a case study for this because we did two major evaluations since 2000 when we started our plan these are the criteria that we set up for it and it's probably pretty typical for anyone else that's got a plan like this where you're looking for recently published books that are scholarly you'll have a price cap and they would need to be books that would be delivered fairly quickly by 2002 when we've been doing this for a couple of years we did undertake barely a comprehensive assessment of two years worth of data this was prompted by our collection development officer who indicated that she would only continue funding the plan if we could prove that it was valuable and meeting its goals so we looked at the data in several different ways we were interested in the breakdown by discipline of the types of material that we were buying and you can see here that it was largely social sciences humanities books we also took a look at the status of the patrons who were getting these books based on their request and it turned out that the breakdown were virtually identical with the overall breakdown of patron categories using interlibrary loan overall now when we distributed the books to the patrons we put a little paper flag into the book because they were receiving them without any library markings all we did was put our property stamp in them so this is a flag had a paragraph that briefly described that we had booked as welcoming would be adding it to the collection later we asked a couple of questions one of which was to have the book arrived in time and you can see almost everybody said yes and then the second question we asked was whether the patron felt that the book was useful for the library collection and almost all of them said that it was at least moderately and most of them said it would be very useful for the collection there was also a spot for them to add some comments if they wanted I'm just going to show you too typical comments here someone who's had happy with how fast their book came and here's another comment with an extra circulation apparently the patron lent it to somebody else in the next office because it was helpful then I worked with some of our selectors in these six subject areas that were the ones that were used the most these were patrons that were affiliated with these departments had requested the most books over those two years and I asked them to look at the titles that had been bought in each of their subject department and ask them what percent they felt fit the subject profile now there you see an English 80% the bibliography felt were appropriate for the English collection what about the other twenty percent well if an English student was taking a political science class and had requested a book about some aspect of government in South America that book would not have been appropriate for the English subject collections that you could see that it would be appropriate for the overall collection something we looked at a few years later was the number of books that patrons were getting this way there had been some concern among our colleagues that perhaps a few patrons would get most of the book and that that would skew our collection in strange ways if people were focused in really narrow subject areas so three years into the program we were closing in on having bought three thousand books for over a thousand different patrons and yes a few patients did get a fair number of books this way but you can also see that 600 patrons well over half only got one book over the whole three year period so we we felt that there was little chance that we'd be skewing the collection this way so after that first assessment we kind of just went on it was business as usual with our books on demand plan until my colleagues and I realized that we were coming up on ten years worth of data we had a decade of books on demand and we thought it would be interesting to revisit some of the evaluations and see if some of our early conclusions were still valid and how the plan had played out over ten years by then we had bought almost 10,000 books the average cost including the shipping was about thirty-eight dollars each and depending on the year the books on demand titles were making up between five and eight percent of the total number of monographs we were adding each year once again we looked at the breakdown of the patron categories and this is virtually identical to what we found after two years and perhaps we were a little surprised about this the same six department were the ones whose patrons ordered the most books so half of them came from these six departments still mostly in the liberal arts the social sciences and the humanities now then take a minute and spend some time looking at this particular slide two of my colleagues were really interested in how well the books on demand title circulated once they were catalogued for our library collection so they did an in-depth analysis of the data here they took the total of books on demand titles and then they also looked at what they called the control books these were the books that the librarians had purchased over those ten years what they were careful to do was to remove any titles that had been bought for reference because by definition those don't circulate and they also removed any titles that had ever been on reserve because those circulate far more than normal and they were left with a little over nine thousand books on demand titles and about 140,000 librarian selected titles they added up the circulations and for the regular library books that turned out to be an average to about two and a half uses over that ten-year period for the books on demand title so the average circulation was just over four percent and this is a statistically significant difference the books on demand titles were circulating at a higher rate than the regular books but they also looked at these numbers in a different way because librarians are always concerned about the shelf sitter the book sets are bought and added and then just nobody looks at them they just don't circulate and for the librarian selected books over this decade we discovered that almost 50,000 of them had never been touched never circulated almost a third books pretty depressing then they looked at the books on Demand Titles and did the same calculations and 18 and a half percent of them were never used once they hit the shelves catalogued but we do have to remember they still have that initial use as interlibrary loan requests so we juices inclusions about the print PDA programs our patients were happy with the program based on the questionnaires that they had answered in the comments they've given us we were pleased to know that students particularly graduate students had a way to provide input into building the library collection kind of silent partners if you will typically students don't have much input into how library collections are built and this is one way you can do that the turnaround time was pretty much similar to the same as books that we did order from interlibrary loan from our partners it was also very clear even at two years and especially at ten years that we were adding relevant titles and in particular interdisciplinary titles our selectors were often buying pretty strictly along subject lines and often missed those interdisciplinary titles this plan is just not as effective for psych tech titles as it is for ones in the liberal arts I think there's two major reasons for that one is that people in the sciences and technology just don't use the book literature as much and secondly many of those titles are pretty expensive and pretty narrowly focused and they're just not sitting around in amazon's warehouse is ready to be shipped out the next day we found from our studies that subsequent circulation rates do justify acquisition through a patron driven model and I think we proved that just in time collection development through a PDA plan is very effective okay so you may be wondering why we spent some time talking about print PDA plan when we realize that you're probably more interested in the e-book PDA plan which is coming up soon well the reason for that is that print books are still with us there's lots of reasons for us to want to buy prints now even if we prefer a we can't always buy stuff that way and we also wanted to take the time to really prove that our patrons are good at requesting books that are right for our collection that may be filling in gaps of the librarians are missing for one reason or another they often indicate areas of emerging interests that we need to be paying attention to and we've certainly proves that these books are heavily used again by other patrons this does leave us with a challenge as we move into the e-book arena though because our job is to buy the best mix of print and electronic books since we can't go one way or the other yet we're always looking for the best price when we're buying ebooks because we can't afford to buy in both formats we can't duplicate very often and part of our challenge is to let's figure out a way to let the patrons determine at least some of the choices for building our collections now I'm going to turn over to Rebecca who's going to be focusing on the ebooks PVA plan hi this is Rebecca and as you mentioned I'm going to focus on the electronic side of things there are a variety of methods librarians employees purchase ebooks and most libraries purchase ebooks using a combination of acquisition methods today we're going to focus on patron driven acquisition or PDA there are a variety of PDA plans libraries can choose to develop more than what was available just a few years ago for instance a library can now choose more than one ebook aggregator for PDA if they so choose at the end of 2010 Purdue investigated the various players and selected to use ebl as our ebook aggregator in partnership with ybp and in March of 2011 we started our pilot the next few slides will briefly illustrate what and how a PDA is and works although we won't spend too much time focusing on them here is how a PDA typically works I use the word typically because a library could set up their PDA plan direct with a publisher or ebook aggregator like ebl esco or ebrary rather than use an e-book vendor however no matter who you decide to work with your library will create a plan in consultation with chosen aggregator vendor or publisher or a combination of those your plan will involve deciding wet subject areas to include and exclude you will choose the maximum list price per title aloud you will determine content level whether it's academic professional or other and if you want to do duplicate titles based on print and/or electronic availability you can produce PDA profile with ebl was very similar to our print profile that we had on file with YTP once your plan is in place records that match your profile will get loaded into your catalog for discoverability once the records have been loaded into your catalog patrons can then find and use them just like any other ebook record unless you set up your plan that would alert patrons that use may trigger a loan or purchase and some libraries do do that patrons won't even realize that the title they access is part of your PDA plan short-term loans are essentially rentals each ebook aggregator has its own criteria for what triggers a short-term loan ebl triggers are over 10 minutes of youth or a copy cut and print within the first 10 minutes of youth after so many short term loans and this is something each library decides then it will go to auto purchase for example Purdue offers three short term loans with the fourth youth triggering an auto purchase a short term loan cost is on average five to twenty percent of the list price and at the last analysis we did we found that our short term loan average was around eleven percent for a three short term loan program the true cost of an auto purchases on average roughly one hundred and thirty three percent of the list price again this is just an average your library may decide to forgo forego short term loans and have titles purchase upon use libraries have also been known to allow only short-term loans with no auto purchases at all you may want to collect some data before tweaking your PDA plan part of our planning process involves determining why we wanted to do a PDA plan the two major reasons for having a PDA plant is either to build the collection or to provide access to a wide number of titles or even a combination of both and Purdue decided it would focus on providing access to a large number of titles we were also curious as to how PDA works and if it would be a viable acquisition method of ebooks for us one important thing to note is that your goal or goals will help you determine how you evaluate your plan I'm going to talk a little bit about Purdue's PDA pilot it's pretty typical and most variables can be handled differently in other situations the number of titles initially loaded was smaller than we expected given that EB how ebl had over three hundred thousand titles available as PDF time however you can see that we limited the publication year to two thousand nine forms or more recent had a price cap of 250 per title and many titles and publishers were excluded because we already own them your library may see fewer or more titles dependent upon your PDA plan criteria and your current holdings we chose to start with the deposit of fifty thousand dollars as we work we're not quite sure how much month how much money would be used but your library can easily participate with the lower amount like five thousand to ten thousand dollars and replenish as needed as noted on a previous slide Purdue chose to have three short term loans with the with the fourth use triggering and auto purchase the next few slides will be tables that we included in our pilot review port report for administration we modeled some of our tables on the analysis that the University of Iowa did here you see the number of short-term loans and auto purchases by month the number of auto purchases is pretty low which surprised us a bit out of the total number of short-term loans only six percent were used enough to trigger auto purchases the number of short-term loans however does indicate use and as you can see that is where the majority of our deposit went paying roughly a hundred and thirty percent of the list price for an auto purchase title isn't nearly as bad when you can see that a low number actually get used enough for purchase this shows the subject areas for the titles that were auto purchased and for your analysis you could also include subject areas for your short term loans as well because of the low numbers of auto purchase titles it's hard to draw any conclusions and I imagine if you analyze subject areas and a few years down the line it may look quite differently what the table is able to tell us is that the titles and is that they're the titles that were used were fell in numerous subject areas not just one or two we also had two selectors from different subject areas evaluate the titles and subjects so it's always good to bring in other people for review for institutions whose goal it is to build your collection subject analysis will be an important thing to evaluate and to continue to evaluate the total number of slides are I'm sorry the total number of titles used during the pilot was 1697 and a little over a thousand of those had only one youth which is the majority at sixty-six percent it was interesting to see that a few titles had great use three had over fifty uses as time goes on those numbers will change and you may see some titles continue to have great use well we don't include it here is equally impressive to see the number of titles that get no use at all ebl provides a youth report that should what titles get used and for how long data like this can be helpful when determining the number of short term loans or whether the number of short term loans you have is correct for your plan or what the savings maybe if you change the number of short term loans the previous slides are examples of information you might need to determine funding or to use as a means to confirm or tweak your profile sometimes one might just be curious such as seeing the top ten use titles in our top ten list and you can see there's a variety of publishers if we do a similar analysis in five years and we have some and we see a publisher or two where the majority of their titles are used we may pursue a package deal with them this can be helpful as you continue to evaluate there's no way we could or would have purchased all eleven thousand plus titles at least not at list price so paying for only what was used men our money was able to go further to us that was that meant success and we were a bit surprised at the low number of auto purchases only 80 81 for the entire ten months but the number of short-term loans indicated patron use we had two selectors who review the titles and they confirmed that our subject profile was indeed correct the cost in youth data we analyzed showed that while over a thousand titles had used we only paid for what got used essentially avoiding a huge cost of what would have been to purchase those out right I'll show an example of cost avoidance in a few minutes but we have no idea exactly how much our PDA pilot impacted interlibrary loans we can only assume that the just-in-time use of the PDA titles alleviated some I ll expenses we wrote up a report and submitted it to our libraries of administration recommended to continue to continue our program the only change we recommended was to up the maximum list price from 250 to 300 dollars and as there was a good amount of sight text titles that were between those two amounts that we thought would be useful to our patrons depending on how you set up your PDA program and what the goal is determines what you may want to focus on when you evaluate what will your administration be most interested in seeing as a result of the evaluation and what data do you think they will need to make decisions for funding if your program's goal is to build your collection you may choose to do a review of subjects and publishers if you're interested in seeing how PDA stacks up to your other acquisition methods you can do that too comparing PDA to traditionally acquired ebooks is a common means of evaluation and you can see an example of that in a few minutes you will be provided with numerous reports to assist you with your analysis Purdue has used all of the reports listed on this slide and there may be other reports available from aggregators and publishers you choose to work with that aren't even listed here and your invoice report or something comparable will show you the cost of each short term loan in auto purchase counter reports and other use reports such as the times and browse online will be used to show use and when used in conjunction with your invoice report you can calculate cost per use cost per session cetera to see list prices of aggregate of an aggregators entire collection you can utilize their catalog of holdings which shows list price of majorities that shows the list prices book jobbers can provide a deposit balance report if you go with a deposit as well as other reports as needed since the pilot review we have continued to conduct periodic evaluations of our programs here's a snapshot of the program 20 months in so 10 months after the pilot ended we wanted to get a quick look at the total number of titles that have been added how many user sessions had occurred and the total number of unique titles touched we were also interested in seeing how much we spent towards short term loans and auto purchases 10 months before we had only spent a little over 17 thousand dollars total 10 months later we spent a total of forty-seven thousand dollars so thirty thousand dollars in just 10 months what you choose to focus on for you vet for your evaluation will be determined by what your pro your program goal is and what data will be needed by those who determine funding / do is actually reviews program on every three to four months since the start here's another snapshot view it's the most recent analysis to date let's spend a few minutes looking at the data here the total number of titles has increased increased to over 30,000 we reported the total number of user sessions the total number of unique titles touched in the percentage of what's been touched overall only eighteen percent has been touched which is a significant piece of information that illustrates snooze slide from before showing shelf sitters even though thirty thousand titles are available only small percentage actually get used we were able to capture the total expenditure of the program today and we can break out costs by short term loans and auto purchases as you can see the total number of auto purchases and is only 424 as of August twenty August thirty-first what we can conclude is that the majority of the PDE titles with youth don't get used enough to trigger auto purchases another interesting piece of data is the line that shows the browse only title there were two thousand titles that had youth but the youth didn't trigger a short-term loan or auto purchase that means two thousand titles were used by patrons at no cost to us the total value of the 30,000 plus titles is over three million but our patrons used 5418 titles for only a little over 92,000 dollars the cost avoidance is significant as we never would have purchased not only all 30,000 titles but not even all 5418 used titles and we couldn't have accurately predicted which 5,000 out of the 30,000 our patrons would have used we did cost summary shown total cost of the program to date as well as breaking it out by fiscal year you can see that in the first fiscal year reported total cost was low because it was only running for four months we were able to get on to full fiscal years worth of expenditures and then this last fiscal year being reported and it's also partial and fortunately compiling cost data is fairly easy to do and it's probably one of the most if not the most important pieces of information that you will be required to provide to to those at your institution who make the decisions we also did an analysis of the auto purchase title you can see how much the list price total was for the 424 titles but we were also able to calculate what the cost would have what the cost and is including their short-term loan prices we were interested in the use of our auto purchase titles as you can see on the sixty percent has significant use after purchase keep in mind that these titles have three uses each before and becoming auto purchases so their use is actually a bit higher for those of you looking to grow your collection you may also want to include a subject or publisher analysis of these titles after the pilot concluding that our PDA program was a vaca valid acquisition method to complement collection development we realized we should evaluate the loop the use of library and selected ebook purchases and compare the two thinking back to sue slide is showing that librarians selected titles don't get used that much we wanted to get an idea of the use of those librarian selected ebooks this data shows that a little over fifty fifty percent of the titles had no use at all had these titles been added as PDA instead of purchased outright the potential savings is a little over forty thousand dollars which is a significant amount instead of purchasing ebooks for just in case we could instead pay for just-in-time use we continue purchasing ebooks outright for just in case we'll have a case of shelf sitters that get little to no use our vendor has a feature where selectors can choose to add titles to our PDA plan instead of purchasing them outright this feature is called manually add manually add by ybp when a librarian finds an e-book and our vendors titleist that he or she would like to add to the collection it's often possible to move that title and purchase over into our PDA plan to wait until the patron youth and triggers short term loans similar to the library and selected titles that were purchased outright the majority of these titles had little use fortunately because we are only paying for what could use we spent 1115 dollars instead of the total this price of almost sixteen thousand dollars effectively avoiding a cost of almost 15,000 calculating cost avoidance is a common method of evaluation and helps to show librarians how much can be saved by waiting to pay at the moment of need rather than perpetuating perpetuating the model of just in case as we continue evaluating our PDA program our focus will remain on cost and use and how the program compares with traditional acquisition methods while Purdue is yet to declare an official preference for moving eBook titles into the PDA plan we continue to communicate with our selectors presenting our data and encouraging them to manually add titles into the PDA plan instead of purchasing titles outright these next few slides and show how a few other institutions evaluated their PDA programs well they all evaluated PDA each had its own focus its own method of evaluation a literature search will result many men articles written by institutions discussing the hows and whys in this first example Brigham Young University compared is PDA Auto purchase titles to those titles purchased using traditional acquisition methods they focus on cost use and cost per use and they concluded that for them PDA was more successful Colorado State University was not just interested in PDA they were also interested in users perceptions of and experience with ebooks they attached surveys to the PDA discovery records and then analyzed the survey results they were they also analyzed the subjects of the PD titles with youth concluding that certain subjects still needed to be acquired based on print approval plans they were also able to set the baseline for future assessment wondering if maybe PDA should be their primary method of ebook evaluation Grand Valley State University did an in-depth analysis of their PDA loans they were able to calculate savings based on different short-term loan numbers at the time they reported their findings they plan to change their short-term loan number from three to five as it would save them significantly more money to summarize have a clear goal in mind for your PDA plan and that only affects how you set it up but what to focus on when evaluating there are numerous numerous methods of evaluation and there's really no right or wrong way there's also numerous examples in the literature if you ever needed some ideas kind of like what we did when we were looking at universe university of iowa's PDA analysis and evaluations do evolve over time and that's okay as long as you get the information you need to those that your institution who make the decisions in conclusion on page we find that patient driven acquisition is an important part of a library's overall collection development strategy and you can choose to do the e only plan the print lonely or a combination of both the next two slides are some suggested readings that we found useful we won't spend any time on those here's our contact information in case you'd like to reach us and after the webinar with questions or comments and now time for questions great we've had several questions coming in I just want to remind people to that you'll be getting copies of the slide so you'll have those bibliography and all that data right so let me start from the top sue did you make any changes to your I ll Department staffing your books on demand process reduces the volume of I ll requesting no we did not make any changes in staffing the requests for I ll does come in as usual the patrons don't know in advance which books are going to wind up being purchases rather than loans and it turns out in our case the same staff member for the last 13 14 years has been making almost all of those decisions in the course of her daily work so we've had a lot of continuity in that area do you know what the criteria is for a purchase versus borrow we will see if we can buy a book if it's published in the last five years if it's in English if the staff never judges that it's a scholarly title and if our online bookseller can deliver it within about a week now sometimes they can't if it's out of stock if it meets every other criteria but it can't arise within a week we'll switch over and do alone instead so there's often no way to predict for sure just looking at a title until we check if it meets all the criteria whether we're going to buy or borrow ok for your I ll driven PDA program only print was purchased correct that's how we started but that's a great question because the last two years or so since we started our ebook PDA what they do besides checking to see where they can get print they see if it is available through yvp as an e-book because if it is then they will place the order for the e-book and just watch a day or two later when it's activated in our Oh pack and then just send a message back to the requester saying here's the link to online access okay you may have answered this further in your presentation but were the titles with one use purchased or just short term loans would you repeat please where the titles with just one use purchased or are those just short-term loans put on for the ebooks yes if it gets one use um it depends on the use if it's there's criteria for use and it's dependent upon each aggregator but anything over ten minutes of use would trigger a short term loan anything under ten minutes did not trigger a short-term loan at all and it was at no cost to us okay so next couple questions are the broader impact of multiple libraries doing PDA do you think that low pricing for short term loan will continue as more evaluations of PDA result in similar findings to yours well I hope it stays low it's to the publishers advantage to do that because they get some money anyway for the short term loans even if it doesn't go to purchase well we would really have to rethink if the short term loan price suddenly went up to an average of say thirty percent or forty percent each that would that would mean a different strategy perhaps and along those lines is PDA and short term loan model sustainable for all concerned cost avoidance is great but our publisher is going to accept having their revenue reduced so much and then the question a person also asks how can we include that as part of our evaluation I'm not sure how you could include that as part of your evaluation but it does put a huge number of titles in front of your patrons to choose from far more than you know we could possibly buy on the FBI outset and does that answer the question maybe not maybe Rebecca do have some salt no the publishers I mean this is a new model and we're feeling our way through it both as libraries and as publishers just as our current day PDA e-book plans with very different from the very first ones that were tried five years ago I imagine it will look perhaps quite different another five years from now but there needs to be an acceptable cost for both libraries and for publishers if publishers price it too high it won't be advantageous for libraries anymore right okay Rebecca have you compared your ebook PDF to subscription costs per year for much larger collections such as getting ebrary academic complete we we actually did um compare our PDA program or that I think this was during our pilot to ebury academic complete because we also subscribe to ebrary academic complete and the same group who was doing the pilot review for a PDA program also evaluated the ebrary academic complete subscription and found that there was enough unique content in each that it was they were complimentary of one another again that would be dependent I think upon what each library chooses to allow as part of their PDA plan on the focus of you very academic complete I wouldn't say V focus but it has a lot of older content and since our PDA program was focusing on more recent there wasn't a lot of duplication not to say that there isn't any duplication but there wasn't enough to cause us any alarm I'd also like to note that because we were able to work with yvp and we were able to exclude our ebury academic complete titles from being included in our PDA plan okay now do you have print approval plan still running at the same time as your ebook ebook PDF and how do they work together we get very few print books actually turning up in boxes based on an approval plan our profile the librarians get that you know the quotes of flips that used to be in paper they get they get e-mail announcements about that and do most of their ordering through the through yvp database so I guess the short answer is we're not automatically receiving very much print and since we are using the same vendor for both the prints that we buy and then coordinating with our ebook plan we're trying to eliminate duplication as much as possible it's probably impossible to completely eliminate it without spending far too much time but you can do a lot of things to reduce it to a comfortable manageable level and there are some cases where you actually do want to send content into formats so you prefer the e-book if a book is available then you'll get the record for the print is that what you're doing if we have the e-book in our PDA plan the selectors will not see it in the print profile okay now they can certainly go into why VP's title database and if they have a specific reasons for wanting to choose the French say for a reserve title for a book they can certainly do that so how was it how was it determined which items are in your PDA plan as opposed to firm orders or approvals the profile that we set up at the beginning of the ebook PDF plan covered certain subjects for instance we don't have a dental school so we didn't get any books in the dental area we looked at what level of book that we wanted that's his advanced academic or general academic or professional we made decisions about the level of the book we excluded things that were obviously textbooks or study guides there's a lot of different things you can do to set up that original profile I mean they did selectors get to choose whether their subjects were added or not added not individually we had a representative from each of our two major divisions with a psych tech side of the house and humanities Social Sciences sides and they acted on their colleagues behalf so we did not have a cast of thousands trying to set up the profile which was helpful okay is purdue involved in any interlibrary loan lending consortium programs we are a member of a couple of consortium our state has a strong interlibrary loan partnership and we're also part of the Big Ten libraries which i think is now 14 or 15 libraries this is one drawback is of ebook PDA that if you're really concerned about consortium access ebooks are a problem in general not just PDA ebooks but there are a couple of consortium that are piloting social ebook PDF plans the Orbis cascade group in the Pacific Northwest is doing that so I hope they'll write about it so we can see how that works right how often are you revising your profiles we haven't done that since our first review where all we did was change the price cap if you've set it up right and if you're keeping an eye on your statistics in general there shouldn't be too much need to do that ok on your statistics you have a lot of data are you to collecting and analyzing all that or you have help doing that I know it's really just me I this is Rebecca and it's a lot of data yes and it's a lot of different reports and sometimes you're having to merge reports together to create the type of report you need and you I mean some people I know some institutions have numerous people looking at the data and they might have grad students but it's right now it's just me and it's been manageable um we're not doing I like Grand Valley State University did you know a really in-depth analysis of their loans we could too but we didn't and so I think our level of evaluation that we've done so far and what I've done has been just good enough i guess i think if you if for institutions you really want to do maybe some more in-depth analysis and they might have even more data than we do you may want to have more than than just one person not touching it in reviewing it okay thank you let's see we have time for one more question if someone has last question they want to throw in here okay well I have a quick question now when you're adding the records to your catalog or you are you removing them after you know like do you still keep 2009 on or you going to remove 2009 at some point and just offer 2010 on at the moment we are just leaving everything as it is one of our goals was to offer a large number of titles and a book published in 2012 may not be actually as interest to anyone until two 2019 at some point we may need to go back in and we'd some out some older editions some outdated material but at the moment we don't have a plan in place to drop off a year as we have a year or anything like that but each library can make those decisions as they wish how far back to your print titles go um at the moment we're just buying you know at any given moment in time will only consider buying a book in print through the iol plan it ok published in the last five years so that does roll we're not warden quickly not buying a book from 1985 I guess is what I'm saying right okay well thank you very much sue and Rebecca thank you that that is the experience is it / tues is just really helpful to see especially to see all the information you've collected and thank you all for participating in submitting questions so just to let you know you will soon be receiving a short online evaluation form so please take a few minutes to respond to the questions and to return the form to us your comments are really helpful sorry and don't forget my screen up your comments are very helpful and will help the elect siiii committee plan new continuing education offerings you can see on the screen we have four more webinars this year and you can get more information about those on our website and notice also that we have web courses which are multi week sessions and e forums which are email discussions that last two days we're also planning our 2014 webinars and would really like your suggestions for different topics also I want to thank Amy Lana and Carl has for providing technical support for us today the support they provide on the tech support committee for makes it possible for us to present these webinars so smoothly so thank you for joining us this afternoon and we hope you will participate in other elects continuing education offerings again in the future you