WorldCat Local Implementation Task Force REPORT. March 1, 2012 [Revised March 25, 2012; April 5, 2012; April 27, 2012]

Transcription

1 WorldCat Local Implementation Task Force REPORT March 1, 2012 [Revised March 25, 2012; April 5, 2012; April 27, 2012] Members: Tingting Lu Brian Miller Jessica Page Amy Pickenpaugh Sue Rahnema Russell Schelby Rocki Strader Juleah Swanson Maureen Walsh (Chair) Lin Zhang Charge: In June 2011 the OSU Libraries began using WorldCat Local as its initial discovery resource for web site users. WorldCat Local is a powerful tool, one that is continually evolving and highly configurable. The user discovery and access experience is therefore substantially dependent on the Libraries own decisions about configuration and ongoing responses to new developments in the tool. In addition, decisions about configuration need to be informed by knowledge of local cataloging practices and e-resource delivery practices. While an initial configuration of WorldCat Local was made for the pilot project several years ago, there is an immediate need to review all of the current configuration options and make decisions or recommendations. This work needs to include consideration of the effects of configuration decisions on local practices and user experience. There may also be situations where changes to local practices or local projects could improve user experience. A project to improve the OCLC Knowledge Base product and linking from WorldCat Local search results and licensed electronic resources is underway. As the configuration options and implications become better understood, further project work may be desirable with either catalog records or electronic resource infrastructure that would enhance the user search experience. The task force should also make recommendations as to how best the Libraries can monitor ongoing changes to WorldCat Local and engage in responsive decision making for our local configuration and practices going forward. Essentially this group will focus on WorldCat Local under the hood and work quickly to make recommendations and changes that can improve user experience going forward. Initial Focuses for 2012 Activities: Advise on an optimal configuration of WorldCat Local to enhance user experience and discovery of library resources and initiate reconfiguration including assessing current databases for inclusion in the central search. Assess interaction of WorldCat Local with other tools, services, and workflows, identify potential projects to review and/or revise practices and workflow or modify records. Evaluate new features for implementation that occur during the group s remit and advise on the creation of a process for managing this activity after the group completes its work. The group should seek to make initial reconfiguration recommendations to be implemented prior to Winter Quarter Final recommendations for reconfiguration, recommendations for an ongoing process for responding to new options in WorldCat Local, and recommendations for any special project work should be made to the sponsors in draft form by March 1, Page 1 of 44

2 Terms: TF: WorldCat Local Implementation Task Force WorldCat Local: OCLC s product WorldCat@OSU: OSU s instance of WorldCat Local A. WorldCat@OSU Under the Hood A1.My WorldCat.org: User Interface Options A1a. Banner URL A B C As originally set up, the University Libraries logo was the logo image used for the banner of OSU s instance of WorldCat Local. In July of 2011, the University Libraries logo was replaced with a WorldCat@OSU logo [C] (upper left on: The WorldCat@OSU logo currently links to the Library home page ( rather than to the WorldCat@OSU home page ( as users might intuit based on Web convention. Optimally, the TF agreed the logo for WorldCat@OSU should link to WorldCat@OSU. However, the WorldCat Local banner was designed for, and expects, the institution logo to appear in the banner. The logo link is tied in the configuration file to Home page URL, which is in turn tied to the default Institution Name. (The Home page URL link is used both for the logo and the Institution Name.) If we were to change the link for the logo, the link for The Ohio State University [A] would also change to the WorldCat@OSU home page and therefore the link for the logo [C], The Ohio State University link [A], and the WorldCat link [B] would all go to WorldCat@OSU. The link text for Institution Name (The Ohio State University), the link text for WorldCat, and the tie-in between the logo and institution link are not configurable at this time. The way we originally presented our banner, with the OSUL logo, conformed to the intended use of the banner (for the institution)*. As we are using the banner differently than intended (or imagined) by OCLC, making a change will have to be addressed with OCLC. Current examples of the intended/imagined use of the banner: Page 2 of 44

3 * OCLC configuration help for logo image. Note their intended use of the banner logo ( takes user to your library home page ): Source: ( Recommendation: The TF recommends that the succeeding management of WorldCat@OSU discuss with OCLC the feasibility of re-configuring the tie-in between the logo and the link to the institution (i.e. de-coupling the institution link and logo link). One possibility might be for OCLC to add a configurable institution link separate from a configurable logo link. A1b.Custom Link(s) OSU can configure up to 7 custom links to appear in the banner (top left of in the dropdown under The Ohio State University ). The TF added a link to Course Reserves to the existing Off-Campus Sign-In, My Library Record, and Ask a Librarian links. Custom links Page 3 of 44

4 In the Sandbox instance of ( the TF added a link to the active A-Z List. The A-Z List feature has not been announced as available; however the link demonstrates one area where we might add a link to the feature in the future. The link could also be added to the Libraries home page. New feature link in Sandbox All custom links link appear under the institution menu [D]. Custom link text and link type of local library account access appear in the header on all WorldCat Local pages, top right, My Library Record [E]. Custom link text and link type of library contact info appear in search results and item details pages, Ask a Librarian [F]. D E WorldCat@OSU Home Page WorldCat@OSU Brief Results Page F WorldCat@OSU Detailed Record Page F Page 4 of 44

5 Recommendation: With the current configuration, we can add up to 3 additional custom links. Given the system limits, as well as usability of lengthier dropdowns, judicious use of the feature is encouraged. (However, it was noted that users may not notice or use the dropdown.) The TF recommends for future additions or modifications, that the type of link be evaluated and determined in terms of where it will display, in addition to the dropdown, and that analytics be consulted to determine use of the feature to guide future recommendations for new configuration/presentation options and/or user education. A1c. Configure the default search behavior of the simple search box [WorldCat Local February 2012 Install: functionality live January 19, 2012] As of the February 2012 install, we have the option to configure the default search behavior of the simple search box by either choosing to search by just the keyword index or opting to search by keyword plus full-text index. This configuration was added in tandem with the debut of full-text search functionality within WorldCat Local. As of this time, searching full-text is available with IEEE Publications Database, BioOne, and Emerald Group Publishing. Of these, the TF had previously added BioOne to the databases that a user can search via advanced search. When at least one full-text searchable database is selected (i.e. BioOne), the full-text search indexes appear in the Advanced Search page drop down box. The two new full-text search indexes are kf: (labeled Full-Text Only in advanced search) and fc: (labeled Keyword + Full-Text in advanced search). The kf: search index is for searching terms that appear in keyword in addition to the full-text. The fc: search index is for searching terms within just the full-text. The full-text functionality does not boost relevancy rankings for content; nor does it impact the weighting of search results. The full-text indices look at the words within the article, while a standard keyword search in WorldCat Local looks at the metadata for each item and returns the most relevant results set. Results from a full-text search (kf: or fc:) display the search terms in bold within an excerpt or snippet when the search term(s) are found within the actual full-text. OCLC is working with providers to supply additional full-text databases beyond the three currently available. The WorldCat@OSU simple search box is currently configured to the default Search keyword index. Recommendation: The TF recommends that the succeeding management of WorldCat@OSU evaluate the option of adding the new full-text search index to the simple search box (Search keyword + full text index). The evaluation should take into consideration the available full-text sources and that expert searches can be performed using the two new search index labels (for example, kf:metadata, fc:metadata). A1d. General display settings. Activate Course Reserves WorldCat@OSU currently has Activate Course Reserves set to Hide. Feature: Course Reserves OCLC added the WorldCat Local Course Reserves feature in May The feature provides a means to assign library items to one or more academic courses taught during a scholastic term Page 5 of 44

6 so that the items are discoverable by users searching WorldCat Local. Library staff with appropriate privilege can create course records and add to each course any number of affiliated items, including temporary items that do not exist in WorldCat. Students searching WorldCat Local may discover courses by name, code (prefix, number, section), instructor and department. Items assigned to courses must still be managed by the methods appropriate to the underlying ILS (e.g., assigning items to the Reserve location, changing the item type to Course Reserve, etc.). The interface is relatively similar to Innovative course reserves. When the feature is enabled, a Course Reserves link can be found under Search on WorldCat Local pages. To access the Course Reserve, select Courses and type in the name of the class or the professor s name and click Search. The course and the items attached to it will display. Page 6 of 44

7 There are two different logins for the creation and maintenance of course reserves, Course manager and Course maintainer. Options include: creating courses, adding items to the courses, creating items, removing items, and removing courses. The TF found in looking at other instances of WorldCat Local that few are using the relatively new WorldCat Local course reserves feature. Although McGill recently began using the WorldCat Local course reserves feature, they also continue to have some records in their local catalog course reserves. Cornell includes a link for Course Reserves in their WorldCat Local Search dropdown menu, but it appears to be inactive. Page 7 of 44

8 Recommendation: The TF does not recommend activating the WorldCat Local Course Reserves feature at this time. The TF suggests that the feature be re-visited and re-evaluated in the future as it is developed further and if/when compatibility with Desire2Learn and e-reserves functionality is added. Note: To provide an access point to our local catalog course reserves from within the TF added our current course reserves page to the custom links dropdown in A2.My WorldCat.org: Relevancy and Scoping A2a. OCLC symbols that represent your institution. The TF contacted OCLC to question the presence of their LODES symbol in the list of our OCLC symbols. OCLC subsequently removed their symbol. A2b. 2 nd Level of Relevancy No changes made. A2c. 3 rd Level of Relevancy The TF updated the list of OCLC symbols for the CIC. The TF removed eleven symbols that were incorrect, non-lending, or that represented OSU. The TF added two symbols (including the new symbol for the shared print repository). Recommendation: The TF recommends that the succeeding management of WorldCat@OSU establish a regular maintenance schedule for checking and updating holdings symbols for each level of relevancy in coordination with Interlibrary Services. A2d. Default sort on search results. Display the top 5 relevancy results in addition to the Library and Relevancy results. Feature: Top 5 Relevancy Sort In an effort to both promote a Library s holdings to the top of the search results and allow users to find items when they re not held by the library, WorldCat Local implemented the Top 5 Relevancy Sort in May When enabled and a user searches with sort order of Library and Relevancy, the Top 5 most relevant items will display first on the Brief Results, followed by the normal Library and Relevancy results. The default sort on search results defines how search results are sorted by default when initially displayed. A user may change this setting to view other sort options, but every time a search result is initially displayed, the default sort set in the configuration will always be selected. Page 8 of 44

9 is defaulted to the Library and Relevance sort. Other options: Relevance Only, Author (A-Z), Title (A-Z), Date (Oldest First), and Date (Newest First). The Library and Relevance sort displays based on the levels of relevancy configured in Items held by OSU (OAG, OHL, OSU, OS2) will be sorted first; Items held at the 2 nd level (OhioLINK) will sort immediately after OSU; Items held at the 3 rd level (CIC) will sort immediately following the 2 nd level of relevancy (OhioLINK). A criticism that the previous working groups heard was that WorldCat@OSU was not the best at known item searching. Due to the Library and Relevance sort order, searching for a known item not held by OSU can often result in the known item not appearing for the first several pages of results. Users have the option to re-sort their searches by Relevance Only but it is not clear that users recognize they have the option and/or when it might be useful. Responding to inadequate known item searching in WorldCat Local, OCLC added the feature to display the Top 5 Relevancy in addition to (on top of) the Library and Relevancy results prior to this TF and during the tenure of the previous working group (May 2011). The previous working group did not activate the feature and a member relayed that they had rejected the option because it pushed OSU holdings too far down ( below the fold ). The Top 5 Relevancy feature is collapsible with a toggle button (so that the top 5 are not shown, or then re-shown) but this may not be recognizable to users. In addition to improving the results of a known item search where we do not hold the known item, the Top 5 Relevancy feature also gets around the problem of a book review showing up in the results based on holdings before the actual book. The TF looked at this feature and did limited user testing with undergraduates. Results were inconclusive and the TF was divided on the feature. On one side of the issue is improving known item searching. But given this, members of the TF were not happy with results being repeated in both sets without being transparent as to why. On the other side of the issue is providing users looking for a topic results they can get easily/quickly first (our holdings on top). The feature is currently turned on in the WorldCat@OSU Sandbox ( An example of a topic search with the feature enabled is included below. The top 5 results are repeated exactly: Page 9 of 44

10 Top 5 results Same results Library and Relevancy results Page 10 of 44

11 An example of a known item search (not held by OSU) with the feature enabled is below. The known item (a book) is retrieved by the Top 5 Relevancy results and is not included in the top results of Library and Relevancy : Search with quotes: Search without quotes: Book reviews of known item Page 11 of 44

12 Recommendation: As the TF was unable to come to a consensus regarding the feature, the TF recommends that this feature be looked at again in a wider context of user testing. The TF also recommends providing actionable feedback based on the user testing to OCLC regarding possible improvements to the feature. A3. My WorldCat.org: Full text OpenURL Resolvers (outgoing requests) The OpenURL resolver WorldCat@OSU uses for outgoing requests is OLinks (the OhioLINK linking service). The OLinks service, however, does not function as an OpenURL resolver for all items. Requests for journal articles are passed from WorldCat@OSU as an OpenURL, but requests for other item types are usually redirected by OLinks to the OhioLINK Library Catalog. In these cases, OLinks changes the OpenURL to an Innovative search index string (title, ISSN/ISBN). OLinks is taking the OpenURLs from WorldCat@OSU and making a decision. Articles will go to OLinks (Find It!). Other item types (e-books, journals, etc.) are directed to the OhioLINK catalog (in other words, a regular URL that does a search by Innovative title or ISSN/ISBN index is sent to the catalog). The OLinks OpenURL resolver in WorldCat@OSU is the red Check for Electronic Resources button on detailed record pages. Having a Check for Electronic Resources button that for many non-article items is redirecting to an index search in the OhioLINK catalog can be un-helpful and misleading for users. Having this button display more prominently and above our own full-text links may be making it more difficult for our users to directly access our online resources from detailed record pages. OLinks Local OPAC link Page 12 of 44

13 Result of clicking Check for Electronic Resources button for a common title [nonarticle item] As shown in the example above, a common title can present a problem when searching the OhioLINK catalog. But in other cases, a more specific title can lead to the incorrect record match in OhioLINK. For example, some OhioLINK member libraries contribute vendor records to Central. As OLinks is sending an index search, our users may be directed to records containing links not available to OSU rather than to the shared access OCLC record in Central. In most cases, users are directed to a page of search results and must navigate to possible online access. The following two screenshots display OLinks results for serials. The first an ISSN/ISBN search, the second, a title search. OLinks ISSN/ISBN search result for serial Page 13 of 44

14 OLinks Title search result for serial While providing (potential) access in cases where we do not have available links in can be helpful, presenting the OLinks option where we do have direct OSU links available adds unnecessary steps and complexity for users. This is especially true in cases where OLinks redirects to Central and online access is not available via the OhioLINK catalog. The TF heard complaints about the Check for Electronic Resources button regarding its usefulness and when it displayed. Feedback prior to this TF also included complaints about the button. Feedback included requests to have the button hidden as it was deemed useless in many cases and only served to distract from our real links. When the full-text OpenURL Resolver is displayed for items held by OSU, for items held by OhioLINK, and for items held by Libraries Worldwide is configurable (options: always; never; it depends on item type; it depends on item type, status, and location; and if no local links were found at the local OPAC, then it depends on item type, status, and location). As one of the main complaints of the OLinks button was its presence when we had our own links, the TF changed the configuration for items held by OSU from It depends on item type, status, and location to If no local links were found at the local OPAC, then it depends on item type, status, and location. This change was made over Winter Quarter break. With the new trial configuration, if local links are found for OSU, the OLinks button will not be displayed. [Note: Links from the Knowledge Base are not local OPAC links and are currently not treated as such in terms of this configuration option.] If no local links are found, the presence of the OLinks button is determined by the circulation data in the OPAC Statuses, Locations and Circulation Policies configuration tables. The following is an example of a held item with a local OPAC link (no OLinks button) following the TF s trial reconfiguration: Local OPAC link Page 14 of 44

15 The TF reverted the trial configuration change for held items at the end of Winter Quarter break. One concern is the absence of the OLinks button for article records considered held by OSU and that have local links for the publication. More testing and feedback is needed to determine the best course of action. The following are two examples of articles with local OPAC links and the OLinks button. Each has Knowledge Base links. However, it is the presence of local OPAC links that would determine if held items had the OLinks button. In cases where no Knowledge Base links were present, the local OPAC links would provide access at the publication level, whereas the OLinks option may provide more direct access to articles. Example One: Direct link to article via the Knowledge Base Local OPAC links to journal OLinks does not provide direct access Page 15 of 44

16 Example Two: Knowledge Base links: Problem with database EJC title+issn results page Direct access Local OPAC links to publication Direct access to article Page 16 of 44

17 For items held by OhioLINK, the display of the OLinks button is set to It depends on item type. The selected types were: Serial, Article, and E-Serial. As many of our e-books do not have our holdings set in OCLC, and instead are held by OhioLINK, the TF also selected All other electronic content in order to include e-books. For items not held by OSU, but that are held by Libraries Worldwide, the display of the OLinks button was set to It depends on item type. Serial, Article, E-Serial, and All other electronic content were the selected item types. The TF made no changes. Note: The TF worked with OCLC to correct a problem with outgoing request citation pages (the start pages were duplicated) that adversely affected the workflow of Interlibrary Services. OCLC implemented a fix on January 31, Recommendation: The TF recommends that the succeeding management of WorldCat@OSU continue to evaluate and investigate the available configuration options and identify any actionable areas of concern with the current configuration of the full-text OpenURL Resolver and test possible configuration changes to improve user experience. A4. My WorldCat.org: Full text OpenURL Resolvers (incoming requests) The TF made no changes. A5. My WorldCat.org: Place Hold/Request Buttons Request buttons were re-labeled by the TF to clearly identify whether an item was being requested from OSU, OhioLINK, or through interlibrary loan. A6. My WorldCat.org: OPAC Statuses, Locations and Circulation Policies A6a. Local links to online content The configuration Which local OPAC links to online content should display in WordCat Local is not currently locally editable. The configuration is controlled by OCLC on their end. The TF heard many complaints about non-osu links appearing in the The Ohio State University links section of the detailed record pages. Previous working groups also received negative feedback regarding this issue. The non-osu links that were appearing as The Ohio State University links were OhioLINK links and appeared when we did not have our holdings set in OCLC, or if we did have our holdings set, when we did not have a (correctly indexed) OCLC number in our local record. (Note: Knowledge Base links function independent of our local records and independent of our OCLC holdings.) The TF worked with OCLC over the Winter Quarter break to determine and correct the problem with the configuration of local link display. OCLC was able to re-configure the settings on their end and OhioLINK links no longer appear as The Ohio State University links. Page 17 of 44

18 Example One Prior to fix, record in OSU s local catalog, but not held by OSU in OCLC (and with Knowledge Base link): Knowledge Base link BGSU login required Miami login required Sinclair login required The same record after holdings set in OCLC: Knowledge Base link OSU local link Example Two Prior to fix, record in OSU s catalog, but without holdings set in OCLC (OhioLINK links requiring logins): OhioLINK links requiring logins Page 18 of 44

19 The same record after holdings set in OCLC: The same record without OCLC holdings set and with fix for OCLC configuration. No non-osu links show in the OSU link space: Note: An additional problem with local OPAC links is the display of related resource links (links with second indicator 2). The TF is currently working with OCLC to resolve the issue of blank links appearing under the recently added feature Additional links from The Ohio State University. A6b. Item Availability from the OPAC - Display Item Availability on search results The TF tested this feature but chose not to activate it. Although not a consensus, the TF did not find the feature added significant usefulness (not limited to, but especially considering users can t request from the brief results and would still need to navigate to the detailed records page for requesting). It was not clear in our limited user testing what the absence of links on certain items might convey to users (i.e. that the absence of an availability link on the brief results does not necessarily mean the content is not accessible). At the time of the testing the feature was limited to monographs, serials, and articles (defined by OCLC item type). It should be noted, however, that with the FRBRized catalog, e-content was shown in the availability on brief results where editions and formats groupings were applicable. The TF felt showing e-content availability with no click-through was unhelpful. As of the February 2012 install, OCLC added the ability for libraries to choose display options based on item type (Monograph, Serial, Article, E-serial, Mass digitized electronic content, and all other electronic content) for the Availability on Brief feature. The TF briefly tested the feature with online content enabled (i.e. e-serials) and again Page 19 of 44

20 chose to not activate the newly enhanced feature. It was considered especially un-useful to show, for example, our Web E-Journal item record as available when a user could not click through to the content. Example of feature: Page 20 of 44

21 Recommendation: The TF recommends that the succeeding management of re-visit the feature and determine if activating it is warranted. A6c. LHRs The ability to display local holdings records (LHRs) in WorldCat Local was released November The ability to search LHRs was added in August Prior to this TF, OSU enabled LHRs for serials and after evaluation turned them off. This TF reviewed the issue. The TF decided not to turn on this functionality for a variety of reasons: copy location codes in LHRs have not been maintained and would display false locations for many titles; volume and year information does not always display correctly; and LHRs created by Interlibrary Services sometimes contain ILL-related messages that would be confusing to local patrons. Recommendation: The TF does not recommend turning on LHR functionality at this time due to the unreliability of our data for WorldCat@OSU usage and current display issues with the feature. A6d. Item type configurations The TF reviewed all potential item record statuses from our local catalog and made recommendations on whether the OSU, OhioLINK, and/or ILL request buttons should display to patrons in WorldCat@OSU for each status. Approximately 50 changes were made to configurations in OPAC Statuses, Location and Circulation Policies in order to provide patrons using WorldCat@OSU the same functionality as if requesting materials from the local catalog. Settings also allow ILL requesting only for materials not locally available. Recommendation: The TF made a significant number of changes to the OPAC Statuses, Locations and Circulation Policies configuration files. The TF recommends on-going maintenance and evaluation of OPAC Statuses, Locations and Circulation Policies by the succeeding management of WorldCat@OSU as changes are made to WorldCat Local and to our local system (i.e., local catalog and local policy changes), and as areas of concern or undesired behavior are identified by users (including Interlibrary Services). A7. My WorldCat.org: Holding Codes Translation Table Only applicable if using LHRs. The TF made no changes. Page 21 of 44

22 A8. My WorldCat.org: Local and Enhanced Content Feature: Local Bibliographic Data and Local System Number Enhancements Local System Number May, 2011 OCLC added to WorldCat Local the ability to search the local OPAC by the library's Local System Number (LSN). This functionality must be set up with OCLC. Local Bibliographic Data. Responding to feedback from the WorldCat Local community regarding the need to give users access to valuable local bibliographic data within the WorldCat Local user interface OCLC now offers the following: Load, search and display local data, including but not limited to local subject headings, uniform titles, notes, etc. Ability to load and display as of May 2011 install. Searching the local data available as of June Local data such as local subject headings, uniform titles and notes is now searchable in WorldCat Local. Since February, 2011, WorldCat Local libraries have been able to add their local data to the service through OCLC Batchload, and this rich locally-created content began to display in the interface in May. This additional data complements the full bibliographic data from the WorldCat database already available in the service and gives users more access points to their libraries resources. When a library adds its local data to a WorldCat Local site, it is available only to users of that site, and will not display to other WorldCat Local library sites. Details about providing access to our local bibliographic data through WorldCat Local are provided in the Quick Reference: Local Bibliographic Data for WorldCat Local document available at: [Appendix A] Details about storing local bibliographic data via batchload for WorldCat Local are available at dwms.pdf [Appendix B] Note: Searching call numbers in WorldCat@OSU has been a request of OSU users going back to the pilot project. It is OCLC s recommendation to use LHRs for call numbers. LHRs were designed for call numbers (information about what is in your library and how it shelved, etc.) Local bibliographic data is for bibliographic data about the item (not call numbers). Call number is not an available option for mapping local bibliographic data. As we are not prepared to enable LHRs in WorldCat@OSU, the TF has discussed with OCLC options for the display and searching of OSU call numbers in WorldCat@OSU. The TF asked OCLC for confirmation that if we map our call numbers to field 695 (added class number) that the entire call number would be searchable and they confirmed the entire call number would be searchable. The TF also asked OCLC for an example of what the display of 695 would look like in a local details record. The screen shot they provided is included below. OCLC has stated that everything we map to 695 will be searchable. Any data in 695, not just the class number, will be indexed and searchable in indexes for class numbers (lc:, dd:, ud:,lm:,ot:). In contrast, call numbers in the 852 are searchable in the number and keyword indexes (nu:, kw:). Also, unlike the 852 fields, the call numbers in the 695 will not appear in Page 22 of 44

23 the availability table, however we would still be getting the call number in real time via Z39.50 for the availability table. OCLC provided screen shot of 695 in Details Recommendation: The lack of local bibliographic data in has been a common complaint going back to the original pilot project. Local data in the catalog includes information about OSUL s special collections and donated collections, some of which are unique. (Examples include the Peter D. Franklin Cookbook Collection with over 6,300 titles and the Ann W. and Emanual D. Rudolph collection with over 12,000 titles.) We now have the opportunity to display and search our local data in WorldCat@OSU. The TF recommends that the feature be implemented by the succeeding management of WorldCat@OSU as advised by the Cataloging Process, Policy and Training Committee. Maintenance of the feature going forward (i.e. batch loading schedule, record cleanup) should be determined by both parties. A9. My WorldCat.org: Full Text and Open Access Links A9a. Links from Local OPAC The TF enabled the Local OPAC links on Brief Results feature during Autumn Quarter break. The TF liked the feature in theory; however the TF reported to OCLC what we saw as a major flaw. OCLC reported they had heard similar concerns from other libraries as well. Enabling the feature activated a live View Now link on every item regardless of whether there were links available. OCLC is looking to re-engineer Page 23 of 44

24 the feature and plans to improve it by not displaying the View Now option if no local links are found (and no other View Now conditions apply). Example: With feature enabled, a View Now link is activated for all results regardless of the presence of links. Recommendation: The TF recommends enabling this feature for WorldCat@OSU if and when OCLC is able to resolve the issue of activated View Now links in absence of any links when the feature is enabled. A10. Metasearch Content: Licensed Content and Databases Legacy Configuration of Databases and Selection Process: The configuration of databases prior to the TF consisted of one group, Quick Search. All of the databases that were activated were added to the Quick Search (the default search): Academic OneFile Academic Search Complete ACM Digital Library Art Abstracts BioOne [added by TF December, 2011] Business & Company Resource Center Business Source Complete Catalog of Art Museum Images Online Computers & Applied Sciences Complete ERIC Hispanic American Periodicals Index Humanities International Complete Library Literature & Information Science MasterFILE Complete MEDLINE MLA International Bibliography Page 24 of 44

25 Newspaper Source Plus OAIster Oxford Scholarship Online WorldCat.org The previous selection process included choosing centrally indexed databases rather than remote databases (due to system performance). New databases were subscription verified and checked in Gold Rush. Databases that added 100 or more new titles were activated. TF (Current) Configuration of Databases and Groups: The TF added 17 new databases and 10 new groupings. (The TF maintained existing databases and the existing Quick Search grouping.) Arts & Humanities American Song North America Art Abstracts Catalog of Art Museum Images Online Classical Music Library Contemporary World Music Hispanic American Periodicals Index Humanities International Complete Jazz Music Library MLA International Bibliography North American Women s Letters and Diaries Rock's Backpages Smithsonian Global Sound for Libraries Underground and Independent Comics, Comix, and Graphic Business Business & Company Resource Center Business Source Complete Small Business Reference Center Education & Human Ecology ERIC MAS Complete Middle Search Plus Primary Search Page 25 of 44

26 Engineering ACM Digital Library Computers & Applied Sciences Complete Inspec Law Berkeley Electronic Press Library Science Library Literature & Information Science Medicine & Health MEDLINE Natural & Mathematical Sciences BioMed Central BioOne Inspec Newspapers Newspaper Source Plus Social & Behavioral Sciences Social Sciences Abstracts Groups: WorldCat Local has the capability of organizing databases into groupings, such as subject groupings, where resources from those specific databases can be searched. This has the potential of providing useful, discipline specific searches across multiple databases, a function not currently available through any other tool. Prior to the TF, the only grouping was the Quick Search set. Findings: Benchmarking Database searches at other WorldCat Local Institutions The TF looked at 13 other institutions who also utilize WorldCat Local as their primary search interface. We looked at two data points, the number of databases in the default/quick search and the number of groups beyond the default. OSU ranked in the top 3 of the number of databases used in quick search, with the average number of databases at 7 and the median at 2. Only four institutions utilized the group function, with the University of Delaware having the most groups at 9. For 3 of the 4 institutions utilizing groups, all had only one database, WorldCat.org, in their quick search. Page 26 of 44

27 Recommendation: The TF recommends that the default Quick Search use only interdisciplinary databases (such as Academic Search Complete) to provide users with a true quick search that is likely to return results from any discipline. Additional databases should be grouped by subject area. This allows patrons to perform a disciplinerelevant metasearch, which is a service OSU Libraries otherwise does not provide. Subject groupings should be modeled after the broad groups used in the OSU Libraries Subjects listing ( Databases held by OSU Libraries will be placed in these subject groups based on the subject guides themselves and the broad subject areas they have already been assigned in the ERM ( The TF recommends that configurable database groupings be considered as possible metasearches for subject guides. We can create URLs that will allow users to go directly to the WorldCat@OSU Advanced Search screen to search either a single database or a group of databases. An example Business link: The TF recommends that the succeeding management of WorldCat@OSU discuss with OCLC the feasibility of allowing all full content databases to be configurable discretely to enhance the ability to create subject-based metasearching of selected groupings of databases (many of which are available in WorldCat.org but not discretely configurable, i.e. cannot be added to the database choices in advanced search). Page 27 of 44

28 The TF recommends that database selection be tracked by the succeeding management of in cooperation with Acquisitions. The TF notes this is particularly important in cases where we activate a database based on fulfilling the criteria of a subscription with any vendor. The TF recommends that the succeeding management of WorldCat@OSU continue to request that database content of interest to OSU be added to the central index via publishing@oclc.org. OCLC contacts publishers on behalf of WorldCat Local libraries to obtain agreements for the addition to WorldCat of vendor records already licensed by these libraries. Vendor records are often loaded directly into WorldCat to give users an OPAC-like experience, similar to what they already see at their library. Other sets can be searched as discrete databases, available only to users of subscribing libraries. The TF recommends that the Cataloging, Process, Policy and Training Committee review the option of both utilizing WorldCat Local vendor record sets (collections) and requesting the addition of new vendor record sets from OCLC as an opportunity to provide discovery and access in WorldCat@OSU to collections that have or may have vendor records rather than OCLC records in our local catalog. Potentially, this could lead to new policies and process on loading vendor records in the local catalog and accommodating discovery and access in WorldCat Local. The TF recommends that new databases be added according to the following criteria: Databases must be centrally indexed by OCLC. OSU Libraries or OhioLINK must subscribe to the database (when OCLC indicates, it is acceptable for our subscription to be via a different vendor.) Databases must be available to Regional campuses and off-campus users. OCLC must include 100% coverage of the database content. For the Quick Search, databases must be general/interdisciplinary. The default search grouping will remain Quick Search, but will be re-configured to include only the interdisciplinary Quick Search databases. Additional databases should be grouped by subject area. Subject databases of especially narrow scope will be excluded from WorldCat@OSU s subject metasearch. Decisions will be made in consultation with the appropriate subject librarian. Port-limited databases will not be added. The TF recommends the following new grouping for the default Quick Search: Academic OneFile Academic Search Complete MasterFILE Complete Newspaper Source Plus OAIster Oxford Scholarship Online WorldCat.org Page 28 of 44

29 B. User Testing Defining scope of user testing: When and what to be tested User testing should ideally be conducted prior to making major changes that affect user experience (in order to collect feedback and inform decisions). Such changes may include new releases/features, major interface and functionality changes, and workflow/process changes. Common measures of usability: o Effectiveness: Users should be able to perform the task and achieve their goal. In other words, the tested feature should at least be functional, and do what it is designed for or supposed to do. o Efficiency: Users should be able to complete the task in a reasonable amount of time with no or minimal help. o User satisfaction: Users should feel satisfied with the ease and result of the process. Other indicators include perceived usefulness and likelihood to use again. o Learnability (applicable in certain scenarios): Users should be able to figure it out on their own the first time they use the system/feature. Tester representativeness: Users should ideally be recruited through a variety of channels so that their academic and demographic backgrounds represent the target user population. When time allows, testing schedule should also strive to accommodate more sessions when multiple important decisions are to be made based on user testing data. It is worth noting that user testing data should be considered along with other forms of user feedback for better understanding of user needs and experiences. Winter Quarter user testing: Summary of insights and challenges Three user interviews were conducted in the first two weeks of WI12 Quarter to assess the following features: Availability on Brief, A-Z list, Top 5 Relevancy, and request buttons with new labels. All three users were library student assistants. The three users in general agreed that the Availability on Brief is a useful feature but did not notice the link before it was pointed out for them. It was unclear from this round of testing whether the absence of a link would cause misinterpretation. Users had problems with the A-Z list page in terms of recognizing the required search fields and browsing the list. Users noticed the difference in background color and seemed to understand how the Top 5 relevancy works, but more data is needed to determine its usefulness. Their feedback also suggests that students may not pay attention to Libraries that own this item or understand how that affects their borrowing process. Users had no problem with the label changes for the request buttons. Winter Quarter user testing revealed some of the challenges that future testing might face, including recruiting users, timing of testing, and impact on user experience during testing. This round of testing occurred at the beginning of the Quarter, which made it difficult to recruit student and faculty users. As some test features need to be turned on in Production, testing should ideally occur during Quarter breaks to minimize the impact of visible changes to the user interface. Hence careful planning and advance notice are necessary for future testing. Another Page 29 of 44

30 challenge is changes made by OCLC that alter the test features in the middle of testing, thus disrupting the testing process. Communication with OCLC before any user testing on OSU campus may be necessary and we may need to consider turning such user testing projects into collaborative efforts. Recommendation: The TF recommends that the succeeding management of determine when to collect user data and what method(s) to use depending upon the nature of the question(s). Methods include focus groups, interviews, prototype testing, and usability testing. The TF recommends that the succeeding management of should initiate the user data collection, should be involved during the collection and analysis, and should act on the results and recommendations. The TF recommends that the succeeding management of build a tester pool to include reference, circulation, students, and subject librarians. The TF recommends that Research & Education faculty & staff should be consulted regarding timing of significant configuration changes. The TF recommends that the succeeding management of WorldCat@OSU take advantage of currently available analytics and statistics, including: Adobe SiteCatalyst for WorldCat@OSU analytics, the logs of searches on the Library home page (WIT), and Interlibrary Services request/fulfillment statistics. The TF recommends that the succeeding management of WorldCat@OSU keep abreast of the work that OCLC continues to do with usability testing and partner with them as deemed mutually beneficial, especially in light of the work being done to transition to a new WorldCat Local interface (Discovery project) this calendar year (beta interface by end of this calendar year). The TF recommends that OSU consider volunteering to help OCLC with the beta interface of WorldCat Local. OCLC is currently staffing a Discovery Advisory Group for FirstSearch and will then move on to staffing a Discovery Advisory Group for WorldCat Local. C. Regionals Findings WorldCat@OSU/Regional libraries homepages WorldCat@OSU is currently linked from the OARDC (Ohio Agricultural Research & Development Center) library homepage in addition to the Library catalog keyword search box. The additional Regional libraries- Lima, Mansfield, Marion, Newark and the ATI (Agricultural Technical Institute) currently do not have WorldCat@OSU linked from their library homepages. Lima has WorldCat (FirstSearch) listed under other catalogs and WorldCat is available via the A-Z database list from all of the Regional campus libraries. Access to WorldCat@OSU is through the online catalog and by clicking on the OSUL button when in the online catalog. There are several reasons for this. Currently, is not set up to limit by campus. This would require branch level scoping (a feature of enabling LHRs). [Regionals Page 30 of 44

31 could be scoped in if we were to work with OCLC on enhancing our LHRs and profiling locations]. Recommendation: The TF recommends that the succeeding management of continue discussing with Regionals how best can serve their campuses and the technical colleges. We cannot currently scope to just Regionals without working with OCLC on a LHR project. We do, however, have the option of providing a link to Regionals/technical colleges so that they can search WorldCat.org instead of our default Quick Search. WorldCat@OSU is a part of the Make the Leap library assignment that many Survey 100 classes use. The new version will include Google/Google Scholar, WorldCat@OSU, the Libraries catalog, and a specific database. Lima, Mansfield, Marion and Newark campuses are currently using this assignment. The focus of the WorldCat@OSU portion will be on searching everything and the facets/limits available. Until there are other options for branch level scoping or changes are made at OSU, the TF felt it made sense to market WorldCat@OSU to the Regionals as a search everything option. D. Outreach and Education/Communication Staff Training As the TF discussed the technical issues that affect WorldCat@OSU performance, it became clear that internal training is important to at least bring reference staff up to date regarding WorldCat@OSU releases, features, and potential changes. Such training can be offered in the format of workshops or handouts to be kept, for example, at reference desks. The succeeding management of WorldCat@OSU, the Teaching and Learning office, and the Training Committee may jointly take this responsibility of defining the scope of and creating training material for WorldCat@OSU. Other technical staff familiar with WorldCat@OSU may also be consulted since the training material will likely contain more in-depth and technical details than instruction developed for end user education. User Education The Teaching and Learning office develops and maintains instructional content to help patrons with library tools and services. This office should be consulted and notified when major changes in service and/or interface occur and affect user experience so that instructional materials for WorldCat@OSU that exist or are being produced can be adjusted to reflect such changes. The Teaching and Learning office develops and maintains net.tutor and other instructional content hosted on the Libraries Web site. The unit/committee that develops the instructional and training materials for WorldCat@OSU should review these materials when changes in service, workflow, or interface occur and affect user experience. Page 31 of 44

32 Communication Changes to (either via OSU configuration changes or OCLC updates that have a direct impact on user experience and teaching and learning): Reference staff, subject librarians, and the Teaching and Learning Office should be aware of major changes and new releases. Service interruptions or outage: A liball message is sent a few days before the outage and a service outage alert is added to the OCIO system status page with a link to the OCIO alert on the Library home page. Example liball message: WorldCat@OSU will be unavailable on Sunday, March 4th from 2:00AM until 8:00AM. OCLC will be installing a software upgrade requiring an extended maintenance outage. Please use the OSU Libraries Catalog or the OhioLINK Catalog during this time. Notices have been posted to the Library homepage and the OCIO system status page. Example alert link on Library home page Example OCIO system status alert Page 32 of 44

33 Recommendation: The TF recommends that the succeeding management of take responsibility for the following tasks: A FAQ and set of tutorials should be established and maintained for internal training and user education purposes. The current OSU help documentation created for WorldCat@OSU should be evaluated and updated or replaced. Responsibility for internal training and end user help documentation should be assigned. Responsibility for WorldCat@OSU communication should be established. E. Feedback Feedback on WorldCat@OSU currently comes from three direct sources: The Ask a Librarian link in the custom link dropdown on all pages and on the top right of detailed record pages in WorldCat@OSU opens the OSU Libraries Ask Us page in another window. This page directs users to subject librarians or allows them to chat with or Reference Services. Furthermore, front-line reference staff and subject librarians receive questions directly from patrons in person and by phone, chat or . All of these questions should be tracked in the ASK database by the reference staff or subject librarians, though tracking is not always consistent. Between 6/1/11 and 12/31/11, 37 questions were tracked using the term worldcat. Most questions took from 6-15 minutes to answer, though some took more or less. The Feedback link on each WorldCat@OSU page (in both the footer and in the header in the WorldCat dropdown menu) opens a feedback form that lets users send feedback to OCLC. Feedback from users who identify themselves as a librarian or library employee will go directly to OCLC and not be copied to the OSU feedback . Feedback from users who identify as patron, student or library user or not affiliated with a library will be routed both to OCLC and our feedback . The account [Library Feedback] libfeedback@osu.edu is configured to receive the feedback. The account is currently owned by Maureen Walsh (since the migration of the account to the new service). The disposition of this account needs to be determined. Most of the questions sent to this account are reference questions although the form specifically states that research assistance is not provided through that feedback form. The Feedback button above the search box on the OSU Libraries homepage invites users to give feedback on the search interface. Because the search box defaults to WorldCat@OSU, much of the feedback that has been submitted in this way has expressed dissatisfaction with the use of WorldCat@OSU as the default search. Recommendation: The TF recommends that the succeeding management of WorldCat@OSU take the following steps to close the current feedback loop: Page 33 of 44

34 Determine if each of the three current access points for patron feedback should be retained, e.g., how long should the feedback button be kept on the OSUL homepage? Determine who should receive the feedback from each source. Determine who should compile and analyze the collective feedback including user testing data. Determine who is empowered to act on patron feedback and in what ways. Estimate the workload needed to process, analyze and implement feedback. Convey feedback to OCLC from OSUL Research & Education and patrons when OCLC decisions affect the end user experience. F. Knowledge Base F1. A-Z List (A-to-Z List and Search Box for ejournals, Article Citations and ebooks) OCLC released the A-Z List feature in November The A-Z list searches against the Knowledge Base and matches on either the title or ISSN/ISBN (one of which needs to be in the Knowledge Base). The A-Z List is a one-way link between the Knowledge Base and the A-Z List. OSU currently subscribes to the Serials Solutions A-Z List for e-journals (Online Journal List). The Serials Solutions A-Z list does not include e-books. The A-Z List is available, but the TF did not add a link to the feature in Production WorldCat@OSU. It is currently linked from the Sandbox instance and available directly at: The TF did a preliminary review of the coverage of the OCLC A-Z List versus Serials Solutions A-Z List. The initial findings comparing the OCLC A-Z List to the existing Serials Solutions A-Z List indicated that the OCLC A-Z List contains significantly fewer access points than Serials Solutions. A sampling of twenty titles starting with K in the Serials Solutions A-Z List accounted for 28 access points versus only 10 of these titles appearing in the OCLC A-Z List with 11 access points. As the OCLC A-Z List is generated through holdings in the Knowledge Base, as OCLC populates the Knowledge Base with more collections (and OSU selects or adds more content to the Knowledge Base), the number of titles and access points in the A-Z List will also increase. The TF found the OCLC notation for embargoed access to a journal is confusing. Whereas Serials Solutions clearly states 90 days ago to present the OCLC notation is P60d~Present which to an average user is not comprehensible. The TF did limited user testing of the feature and the findings concurred with the TF s opinions. The TF provided feedback to OCLC regarding usability problems with the feature and OCLC is planning to make improvements based on the feedback. Page 34 of 44

35 Recommendation: Switching from the Serials Solutions Online Journal List to the WorldCat Local A-Z List would require a full evaluation and comparison of the products for usability, access, coverage, and cost (including internal costs to switch and/or maintain). Adding the OCLC A-Z List as a feature publicly available in addition to the Serials Solutions product should be reviewed as more content is added to the Knowledge Base and the feature is improved. The TF notes that the A-Z List is a strict one-way link between the Knowledge Base and the list and matches on either the title or ISSN/ISBN (one of which needs to be in the Knowledge Base). In other words, as the Knowledge Base is populated, the list coverage grows. Because access and coverage in the WorldCat@OSU A-Z List were found to be significantly lower in limited testing than the Serials Solutions Online Journal List, the TF does not advise the announcement of the availability of this feature at this time. In addition, the usability problems with the early iterations of the product warrant giving OCLC more time to improve the feature. The TF recommends that the succeeding management of WorldCat@OSU follow the progress of updates to the feature (including the work OCLC is undertaking based in part by feedback provided by the TF), especially the possibility of a stand-alone e-book list as OSU does not currently have an A-Z list for e- books. F2. Pubget Pubget is a service available to OCLC Knowledge Base users that provides automatic population/maintenance of Knowledge Base holdings for certain publishers. This is facilitated by libraries uploading collection information to Pubget via Pubget s Librarian Portal. Libraries provide Pubget with the administrative login information and password for their vendor accounts. Similar to the way statistics are collected, Pubget is able to identify when subscriptions change via the administrative account and this information is then sent to OCLC and the Knowledge Base is automatically updated with these changes. Pubget Concerns Although this service may be useful, there are some current concerns from libraries regarding the recent acquisition of Pubget by the Copyright Clearance Center. ARL recently advised libraries to review the licenses of Pubget s PaperStats, which is the same license and a similar service to the OCLC-Pubget holdings service. The OCLC-Pubget holdings service, like PaperStats, enables Pubget and the Copyright Clearance Center to have access to in-depth information about a library s subscriptions and cancellations. ARL advises libraries that currently utilize Pubget PaperStats services to have legal counsel review the license to evaluate whether this information is considered appropriate for the Copyright Clearance Center to obtain. The Copyright Clearance Center notably serves as a broker between rights holders and licensees, such as libraries to facilitate payment and distribution. With the acquisition of Pubget, the concern among Page 35 of 44

36 libraries is what could and might the Copyright Clearance Center do with the data on library subscriptions and holdings, when the Copyright Clearance Center also brokers the relationship between rights holders and libraries when libraries do not hold materials or subscriptions. Recommendation: The TF recommends that the succeeding management of seriously consider the recent acquisition of Pubget by the Copyright Clearance Center in weighing the choice to use the service, especially considering users of the service would be providing library subscription and holdings data (via administrative login information and password for vendor accounts) to Pubget. F3. Google Scholar Configuration: The Knowledge Base has the configuration option to send holdings to Google to create links in Google scholar. Currently, this option remains unselected. Findings: This feature enables patrons who are using Google Scholar to connect to full-text articles that an institution has access to via the institution s link resolver. The configuration within the Knowledge Base simply identifies the applicable link resolver URL and facilitates the connection between Google Scholar and the link resolver. No additional content or functionality is provided. Because OSU already has this capability enabled with Google Scholar through the OhioLINK link resolver, in its current state, enabling this feature would only be duplication. Decision: The Google Scholar setting remains unselected because this feature is already covered by OhioLINK s OLinks. Recommendation: The TF reviewed the feature and recommends that the feature remain un-enabled due to our current use of OhioLINK s OLinks for Google Scholar. The TF notes that if the OCLC configuration were to have its own link resolver that connects holdings identified in the Knowledge Base to Google Scholar, similar to the existing feature of the View Now button within WorldCat@OSU search results, then this feature would be worth re-visiting. F4. Authorization (EZProxy) Issue: When users from an on-campus computer attempted to access electronic resources via WorldCat@OSU they were routed to the proxy and requested to authenticate. This behavior was only exhibited through Page 36 of 44

37 and not exhibited through the local Catalog or the Online Journal List. The additional step to login and authenticate was an inconvenience and not expected behavior from an on-campus computer. Findings: The Knowledge Base configuration settings include the following: Identification of the EZProxy URL which will be prepended to any links to direct off-campus users through the proxy At the Collection Level, the default setting for each collection is to select Use Proxy = Yes. The default collection level setting was tested to evaluate the behavior of accessing electronic resources. The results of this test were shared with OCLC who then indicated that our outcomes were not normal. OCLC provided information on configuration settings for the proxy which were shared with Barry Brinkley in IT. IT reconfigured the proxy settings to prevent on-campus computers from routing through the proxy. This was initially changed for all of OSU, including the Regionals. However, many of the Regionals rely on the proxy to access resources through on-campus computers, so the changes to the proxy were undone for Regional computers. If the Regionals utilize WorldCat@OSU, they will be requested to authenticate when accessing electronic resources, which is not unfamiliar to Regional users. Outcome: On-campus users** are now able to access electronic resources via WorldCat@OSU without authenticating. Off-campus users are still requested to authenticate in order to access electronic resources as expected. **Tech Center IPs are configured to the original state for troubleshooting purposes. Recommendation: The TF recommends that the succeeding management of WorldCat@OSU continue to test and evaluate behavior for any unintended consequences or further problems. F5. E-books Currently, there are a selected number of e-book packages activated in the Knowledge Base, added upon request or due to an existing license agreement held by Acquisitions-Continuations. The Knowledge Base is currently maintained for e-journals, however it is not being maintained for e-books. Because the search capability within the Knowledge Base is limited, locating the correct title and collection currently takes a significant amount of manual effort. Furthermore, for e-books purchased through vendors such as ebrary the URLs are institution specific. Tens of thousands of individual e-book purchases need to be located and adjusted within the Knowledge Base in order to provide more robust access to e-books through WorldCat@OSU. The resources and workflow for this activity do not currently exist in Technical Services. Page 37 of 44

38 Recommendation: The TF recommends adding e-books accessible to OSU to the Knowledge Base in order to make these easily accessible in It may be reasonable to set holdings for these e-books via the Knowledge Base. F6. E-journals Recommendation: The TF recommends the continued maintenance (additions, deletions) of e-journal collections in the Knowledge Base. G. Bibliographic Holdings (OCLC) only knows we have an item if our holdings are set in OCLC. We currently have several methods and options for setting holdings in OCLC. Setting holdings individually in Connexion OCLC batch options (including batch reclamation and batch loading vendor-supplied records to set holdings). See Appendix C, Batchload Solutions for Bibliographic Records: [Note: If the recommendation to batch load local bibliographic data is adopted, holdings will necessarily be set on record matches (it is possible to request to not have holdings removed from non-matches).] OCLC eserials Holdings ( o This service works with Serials Solutions 360 link to automate the process of setting and maintaining holdings for ISSN-based electronic serials in WorldCat Setting holdings in OCLC Knowledge Base Recommendation: The TF defers implementation of new processes for setting holdings in OCLC to the succeeding management of WorldCat@OSU in consultation with Acquisitions and the Cataloging Process, Policy and Training Committee. Current issues in WorldCat@OSU related to holdings E-Book Findings: E-book issues in OSUL are convoluted. How they have been added to our local catalog affects how they behave in WorldCat@OSU in terms of display, search, and access. The best case: E-book records with an OCLC number, OSU holdings set in OCLC, and included in the Knowledge Base. Page 38 of 44

39 They are most easily discoverable because the OSU holding symbol pushes the record higher in the default search results. Titles in the Knowledge Base include a View Now link for quick online access. Titles not in the Knowledge Base do not have a View Now link but online access is available via links on the detailed record page. With an OCLC number and an OSU holding symbol, the link from the local catalog is available via WorldCat@OSU. Note: due to the FRBRization of WorldCat Local, i.e. the use of a work record and the collapsing of editions and formats, the print format of a book we hold may show as the work record rather than the e-book. The format facet allows users to limit to e-books, but the TF has heard complaints that imply users are not aware of this feature. Users may also expand the editions and formats. The worst case: E-book records with no OCLC number, no OSU holding, and not included in the Knowledge Base providing no discoverability or accessibility in WorldCat@OSU to OSU purchased content. A significant portion of these are vendor record loaded e-books, discussed below. Unique Cases: OhioLINK: OhioLINK purchased e-books have an OCLC number, but the holdings are set to OhioLINK. Holdings set to OhioLINK impacts the discoverability of the resource because the default search results are ranked by holding library, with OSU first and OhioLINK second. Holdings set to OhioLINK also impacts the accessibility of the resource as without our holdings set, our local OPAC links will not appear in the detailed record. When holdings are set for OSU the resource links from our local catalog will display. Vendor Records: Most vendor records do not have OCLC numbers, and often no OSU holding is set. Without an OCLC number, our local OPAC availability is not displayed in WorldCat@OSU, and without OSU holdings there is no indication in WorldCat@OSU that OSU owns or has access to the resource. Vendor records are being utilized and loaded into the local catalog for e-books, particularly with purchases of a large collection. Even if these titles are available through the Knowledge Base, turning a collection of e-books on in the Knowledge Base only enables access to a resource, not discoverability. With the lack of an OSU holdings symbol, the resource may be buried in the search results, despite legitimate access to the resource. Example of a Sabin Americana e-book record in WorldCat@OSU where a OSU holding is set, but the vendor number, rather than the OCLC number is used in the local catalog record: Example of the same Sabin Americana e-book record in WorldCat@OSU after the OCLC number is added to the local record: Page 39 of 44

40 E-Journal/Serials Findings: Unique Cases: OhioLINK: E-journals purchased and cataloged consortially use the OhioLINK holdings symbol. In the default search results, the holdings symbol of the e-journal significantly influences where it falls in the results. Items with an OSU holding symbol appear first, with OhioLINK second. Sometimes these results may even be on the second or third page of results. Unlike print material, which if held by an OhioLINK institution means the patron must wait for the item to be delivered from the other OhioLINK institution, e-journals cataloged through OhioLINK have the same immediate access as e-journals cataloged by OSU. However, without an OSU holding symbol, our local OPAC links are not available on the detailed record. Recommendation: The TF recommends that the Cataloging Process, Policy and Training Committee take up the issue of OhioLINK holdings on shared OhioLINK resources to the exclusion of individual library holdings. The TF suggests the Committee might discuss the existing policy with OhioLINK DMS. The TF recommends that the possibility of adding our holding symbol to OhioLINK resources we own consortially be investigated. Vendor Records-specifically Serials Solutions Records: OSU loads Serials Solutions MARC records into the local catalog in order to display and make discoverable journals that are within databases. Journals within databases are added or removed based by the database vendor. These changes are reflected in Serials Solutions MARC records that are loaded and overlaid in the catalog every month. These records do not contain OCLC numbers, and therefore there is no match point between our local OPAC and OCLC eserials Holdings service and Serials Solutions OSU, as a subscriber to both Serials Solutions services and OCLC s WorldCat Local, has the option to activate the eserials Holdings service between Serials Solutions and OCLC. Through this service Serials Solutions sends a report to OCLC on a monthly basis with the ISSN and titles of all e-serials tracked by Serials Solutions for OSU. From this report, OCLC will match the title and ISSN to an OCLC number and add OSU s holding symbol. OSU s holding symbol is not added to a record when the service is unable to choose the best record of multiple matches, if the serial has no ISSN, or if WorldCat does not contain a record for the electronic Page 40 of 44

41 version of the serial. The eserials Holdings service overwrites the old ISSN file from Serials Solutions with the new file it receives monthly. As long as the Serials Solutions holdings are maintained with titles added or removed as subscriptions change, then OCLC will add or remove the holding symbols for OSU according. This service could improve the discoverability of e-journals/serials in because OSU held items appear first in the search results, however it does not address online accessibility for records without OCLC numbers. Without a OCLC number in the catalog record, our local catalog links will not be available via WorldCat@OSU. Note: OCLC does provide services to add vendor records to WorldCat. OSU does not currently have the eserials Holdings service activated. It is not clear why this service was turned off. The service was set up several years ago specifically to address issues brought forward with the pilot test of WorldCat Local, but at some point in the recent past it was deactivated. It is possible that deactivation was accidental, as it is controlled by a generate report checkbox in the Serials Solutions configuration file. The TF has been unable to confirm a deliberate deactivation of the service. Recommendation: The TF does not recommend re- activating the eserials Holdings service at this time as this service provides less control over which OCLC record gains our OSU symbol and does not provide any way to control the URLs or access points to e-resources. The TF defers the final decision regarding the service to the succeeding WorldCat@OSU management in consultation with Acquisitions and the Cataloging Process, Policy and Training Committee. OCLC Knowledge Base Holdings In an to OSU, OCLC stated that they intend to transition Knowledge Base customers away from the eserials Holdings service in favor of setting holdings via the Knowledge Base. The Knowledge Base has the capability to set the OSU holding symbol at the collection level for titles identified by OSU. The Knowledge Base also indicates specifically which OCLC number is being utilized for a title, something the eserials Holdings service does not provide. Unlike the eserials Holdings service, the Knowledge Base can place holdings and facilitate access for both e-journals and e-books. For titles that utilize vendor records in the local catalog, but exist within the Knowledge Base, the ability to set holdings through the Knowledge Base on these titles has the potential to resolve the discoverability issues for vendor records titles. For many collections, the Knowledge Base also has the capability to add institution specific URLs, which appear before non-knowledge Base URLs. The Knowledge Base, in theory, has the capability of addressing both the discoverability and accessibility issues for e-journals within WorldCat@OSU. Utilizing both the Knowledge Base Holdings and the eserials Holdings service is counter-productive because the Knowledge Base overrides the eserials Holdings service, as the Knowledge Base updates Page 41 of 44

42 daily versus the eserials Holdings updating monthly. According to OCLC, the eserials Holdings service is recommended only for institutions not utilizing the Knowledge Base. What is problematic about setting holdings via the Knowledge Base, however, is that once set via the Knowledge Base, holdings changes that occur within the Knowledge Base override all other holdings sources. For example, if a title within a Knowledge Base collection is somehow removed from that collection, yet that title was purchased as an individual subscription and the holding was set on the catalog record, the removal of the title from the Knowledge Base removes the holding symbol for OSU in spite of our unchanged subscription. OCLC s initial recommendation is for libraries to manually track via downloadable spreadsheets of all the Knowledge Base holdings, the holdings that have been removed against the holdings that should have remained. The TF continues to discuss the issue with OCLC. In the Knowledge Base, setting the OSU holdings is deactivated at the global setting level, overriding default settings at the collection level. In order to turn holdings on at a collection level, all the default settings must first be changed to off before activating the holdings setting at the global level. Recommendation: The TF defers the decision to activate holdings via the Knowledge Base to the succeeding management of WorldCat@OSU in consultation with Acquisitions and the Cataloging Process, Policy and Training Committee. The TF recommends the scope of the potential problem with overlapping e-resource holdings be investigated and evaluated by the succeeding management of WorldCat@OSU in consultation with Acquisitions and the Cataloging Process, Policy and Training Committee. The TF also recommends further evaluation and identification by the Cataloging Process, Policy and Training Committee of e-book collections that utilize vendor records in the catalog. It may be reasonable to set holdings for these e-books via the Knowledge Base. H. Bibliographic Record Cleanup Recommendation: The TF recommends that a quality control project be implemented by Cataloging to correct any errors in the second indicator of 856 and 956 fields in the local catalog due to the negative effect errors have on the user experience in WorldCat@OSU. Given that errors in WorldCat also negatively affect Interlibrary Services, the TF recommends contributing corrections to OCLC wherever possible. The TF recommends that the quality control of the second indicators in 856 and 956 be an on-going project. Page 42 of 44

43 I. Mobile Client Recommendation: The TF defers any re-configuration and publicizing of the Mobile client ( to the succeeding management of J. Future Planning for the Management of and Knowledge Base Coordinator The TF recommends that the responsibility for be assigned to one person who would serve as the and Knowledge Base Coordinator. (Due to the close integration of the Knowledge Base with the manager would also be the Knowledge Base Coordinator.) The Coordinator would be responsible for all configuration changes. Knowledge Base Content Manager The TF recommends that a single person be assigned as the Knowledge Base Content Manager. The Content Manager would be responsible for the maintenance of the Knowledge Base including adding and removing collections. The person with this responsibility would not necessarily be a direct report of the Coordinator. The TF recommends that both Acquisitions-Continuations and Acquisitions- Monographs be involved with the content management of the Knowledge Base. WorldCat@OSU Advisory Committee The TF recommends that the WorldCat@OSU and Knowledge Base Coordinator have the resources of a standing advisory team, the WorldCat@OSU Advisory Committee. The team would function as a Standing Committee, its membership determined by the fulfillment of the required tasks detailed below. Each task should have one person on the Committee who is responsible for its completion (and may serve as a liaison). The WorldCat@OSU and Knowledge Base Coordinator would be the de-facto Chair of the Committee. The Knowledge Base Content Manager would be an ex-officio member of the Committee. Tasks WorldCat@OSU database selection (including groupings) and maintenance Liaison to Teaching and Learning Committee Liaison to Cataloging Process, Policy and Training Committee Liaison to Web Governance Committee Feedback management Communication chain Instructional materials Evaluate changes to software/configuration, feedback against OSUL processes for: o Maintenance of bibliographic holdings Page 43 of 44

44 o Maintenance of e-resources (i.e. maintenance of ERM records, maintenance of Knowledge Base, maintenance of vendor MARC records, and A to Z list) o Teaching and learning ongoing efforts o Requesting and fulfillment (Local, OhioLINK, and Interlibrary Services) o Circulation statuses and policies o Authentication and proxy configuration (on or off campus) Categorize, evaluate, prioritize changes to software/configuration, feedback with consideration for: o Discoverablilty o Usability o Accessibility o Maintenance o Scalability o Patron Privacy o Data Security Plan metrics and data gathering for evaluation of changes to software/configuration Organize and arrange Education and Outreach for scheduled changes to software/configuration Organize and maintain documentation, including o Records of changes to software/configuration- why, when and how they were made, including outcomes o Records of feedback- who, when and how they were requested, including prioritization and disposition o Noted links between WorldCat@OSU configuration and OSUL processes, e.g. this affects that Meetings The TF expects the Committee would meet at least quarterly to address quarterly software releases, and likely more often as projects proceed and other events occur. Page 44 of 44

45 Quick Reference: Local Bibliographic Data for WorldCat Local Local System Number WorldCat Local now provides the ability to search the local OPAC by the library's Local System Number (LSN). Contact a WorldCat Local Implementation Manager at WorldCatLocalIM@oclc.org if you would like to use this functionality. Local Bibliographic Data Enhancements Once enabled, WorldCat Local displays results for your institution s local bibliographic data. Note: Only your institution s data is shown to users. Display local holdings record (LHR) data for all formats, including but not limited to volume, issue, call number, location, etc. (released November 2010) Load, search and display local data, including but not limited to local subject headings, uniform titles, notes, etc. (Ability to load and display Local Bib Data was released May 2011; the code for searching Local Bib Data was installed May 2011; Local Bib Data was reindexed and is now available for searching June 2011) Load local system number to use as the unique identifier between WorldCat Local and your ILS/LMS to retrieve real time item availability. (released May 2011) Search local holdings record (LHR) data (targeted August 2011) Local data (shown in the following chart) such as local subject headings, uniform titles and notes now displays to users in WorldCat Local. This additional data complements the full bibliographic data from the WorldCat database already available in the service. Field Tag Description 240 Uniform Title 500, 59x Non-specialized notes 501 With note 600 Personal Name (added January 2011) 610 Corporate Name (added January 2011) 611 Meeting Name (added January 2011) 630 Uniform Title (added January 2011) 650 Topical Term (added January 2011) 651 Geographic Name (added January 2011) 655 Local Index Term Genre/Form 690 Local Subject Added Entry Topical Term 691 Local Subject Added Entry Geographic Name 695 Added Class Number 696 Local Subject Added Entry Personal Name 697 Local Subject Added Entry Corporate Name 698 Local Subject Added Entry Meeting Name 699 Local Subject Added Entry Uniform Title 700, 790, 796 Added Entry Personal Name 710, 791, 797 Added Entry Corporate Name 711, 792, 798 Added Entry Meeting Name 730, 793, 799 Added Entry Uniform Title Local System Number 1

46 Local Bibliographic Data for WorldCat Local OCLC Service Configuration As part of your full WorldCat Local, libraries that load their local data via OCLC s Batchload service can take advantage of this local data as of the May install. Once you have submitted your order for Local Bib Data and it has been loaded, you can enable this new functionality through OCLC Service Configuration. Note: To use this feature, you must have loaded and stored your local bibliographic data at OCLC. You should then be able to see the option to enable visibility of this data. Or you may contact WorldCatLocalIM@oclc.org if you wish to enable this feature. Local Data Enabled in WorldCat Local Following (on the next two pages) are two screen shots of the same record, with Local Data enabled and then not enabled. Note: The following examples show only the particular data fields that are in this record for this institution. Your results may vary. 2

47 Local Bibliographic Data for WorldCat Local Example with Local Bib Data enabled: 3