Coordinated by the
AMICAL ILL/DD Working Group
Arthur Smith (Director, OCLC Middle East / India)
Following initial discussions between the AMICAL ILL/DD Working Group and Arthur Smith (Director, OCLC Middle East / India) at the 2006 AMICAL meeting in Beirut, a cooperative pilot project to support resource discovery and sharing (“RESPOND”) is being proposed between OCLC and AMICAL members. This proposal includes both a description of the RESPOND project and a participation form, to be returned by March 30, for this one-year pilot. Participation involves no financial obligations on the part of participants, and does not contradict or interfere with any existing individual library’s contracts or agreements with OCLC.
As a tool for facilitating the management of ILL requests between AMICAL members and libraries worldwide, WorldCat Resource Sharing could greatly increase the efficiency of our ILL services while opening up a much wider universe of lending institutions than many of us have had effective access to in the past. Putting AMICAL libraries’ holdings into WorldCat, meanwhile, would allow consortium members – and scholars worldwide – to see the resources each of us owns, a visibility that would serve the consortium’s ILL, collection development, and other cooperative activities. OCLC has thus agreed to provide, free of charge during the year of the pilot, an ensemble of services that would support effective resource sharing both globally and amongst AMICAL members themselves. The principal features of this pilot project would be:
- WorldCat via FirstSearch
- WorldCat Resource Sharing (OCLC ILL)
- Contribution of local catalog records to WorldCat
- Local catalog creation from WorldCat records (optional)
- Group Catalog for AMICAL via FirstSearch
- WorldCat Collection Analysis
Training and support will be provided principally by OCLC, the costs of which would be covered by OCLC and an anticipated grant from the Andrew W. Mellon Foundation.
Background & Need
With our locally unique educational environment and independent administrative status, AMICAL institutions are often isolated from existing library resource sharing networks in their own countries. This lack of interlibrary services was highlighted by a 2004 survey of AMICAL institutions that established resource sharing as one of our core areas of interest in collaboration – a conclusion corroborated by the high level of interest in and discussion of this topic at our yearly meetings since then. The 2004 survey also showed that our collections are largely anglophone, with frequent overlap in other languages (e.g. a third of our libraries have significant collections in Arabic).
Our largely anglophone needs for library materials means that we are predisposed for borrowing from libraries in the U.S./Canada and other anglophone regions. Meanwhile our shared linguistic base, our common tendency towards the American liberal arts curricular orientation, and the diversity of our collections brought about by differences in our members’ geographic location, curricular emphases, and institutional histories, all have the combined effect that our library collections have much potential for meeting each other’s needs through resource sharing. An Interlibrary Loan/Document Delivery (ILL/DD) Working Group was thus formed in 2005 to investigate and lead resource sharing projects for AMICAL, including the planning of networked systems for improving global and intra-AMICAL resource sharing.
AMICAL’s anglophone emphasis and geographic dispersion made OCLC an obvious candidate to serve our resource-sharing needs: OCLC’s networked bibliographic and resource sharing services are highly developed, reliable, and used by thousands of academic libraries in North America and worldwide. To enable access to this global network, to facilitate resource sharing within AMICAL, and to broaden awareness of the diverse materials owned by AMICAL libraries, OCLC and AMICAL have thus planned a pilot project to begin in Spring 2006, called RESPOND: Resource Sharing Project for Network Discovery.
RESPOND is focused on ILL and resource sharing, but it involves six OCLC-related services or actions, all of which would be free of charge to participating AMICAL members during the first year:
1. Unlimited searching of WorldCat via the FirstSearch interface
(General information on FirstSearch/WorldCat: http://www.oclc.org/firstsearch/content/worldcat/)
i. WorldCat is a bibliographic database of 60 million unique items in 54,000 libraries worldwide.
ii. The FirstSearch interface is relatively simple and intuitive, and can be customized by each library to allow for linking the local OPAC, integration with WorldCat Resource Sharing for patron-initiated ILL requests, etc.
b. Notes on conditions of service
i. Unlimited access will be provided site-wide to all staff and users of the participating library.
2. Unlimited access to WorldCat Resource Sharing (OCLC’s networked ILL request management system)
(General information on WorldCat Resource Sharing: http://www.oclc.org/resourcesharing/default.htm)
i. WorldCat Resource Sharing provides an ISO-ILL compliant networked system for transmission and management of ILL requests. Over 7000 libraries participate in this network, which uses WorldCat bibliographic and holdings data to help automate the majority of requests processed. If only for English-language article requests, this could be a powerful and efficient tool for AMICAL libraries; it is also increasingly international, includes access to major document suppliers, and would facilitate intra-AMICAL ILL with very little set-up required. The web interface is intuitive but also provides rich functionality and configurability for advanced users; batch processing is available for high-volume ILL units. Statistical reports are available that are useful for both ILL operations assessment and for collection development. ILL Fee Management would allow AMICAL members to have lender/supplier fees lumped into OCLC bill, without having to worry about invoicing, payment mechanism, or currency conversion.
ii. Core functions:
1. Search for materials using WorldCat
2. Display holdings and select list of potential lenders/suppliers
3. Enter shipping and billing information and borrowing notes
4. Send requests for materials to potential lenders/suppliers via the WorldCat Resource Sharing system; requests not filled by one lender are automatically forwarded the next
5. Online and partially automated management of ILL lending requests from other libraries
b. Notes on conditions of service
i. Staff access would allow unlimited searching, request creation/management, and general use of the Resource Sharing system
ii. Any ILL fees assessed by lenders/suppliers would be the responsibility of the participating library
3. Contribution of local catalog records to WorldCat
(General information on OCLC batchloads: http://www.oclc.org/support/documentation/batchprocessing/using/concise_guide/default.htm)
1. Part of the goal of RESPOND is to provide a simple, unified way of identifying the materials held in AMICAL libraries. A “retrospective” or “reclamation” batchload of each library’s records will integrate much of AMICAL holdings into WorldCat and will allow us to create a core union catalog on this basis (see “Group Catalog” below), including all holdings for which existing WorldCat records can be matched.
ii. Technical notes
1. FTP is the preferred method of record delivery; however, a library may use any convenient method.
2. OCLC requires that a library send a sample ( > 500 records) for analysis prior to sending the full file. This analysis will identify conversion requirements, expected “matches” with existing WorldCat records, and the time required for full loading.
3. The records may include serials records.
4. OCLC and the participating library may decide on a schedule for regularly updating the records. In the case of full (governing) membership this is a requirement.
b. Ongoing cataloging
1. After performing the initial batchload, RESPOND participants that choose to contribute ongoing (original and copy) cataloging during the pilot may do so via:
a. Connexion (OCLC’s integrated cataloging system)
Connexion, which can be used via either a web interface or a Windows-based client, facilitates libraries’ viewing, creating, updating and exporting of bibliographic and authority records. Some key features:
i. Facilitates and partially automates original cataloging
ii. Integrated access to the Library of Congress Names and Subjects Authority Files
iii. Networked integration with the 60-million record WorldCat database simplifies and partially automates both copy cataloging and the sharing of local records with peers.
iv. Exports records into local integrated library system
v. Extensive multilingual support, including full cataloging in Arabic and Cyrillic scripts
b. Periodic “ongoing batchloads”
2. Contribution of original cataloging would benefit the entire OCLC cooperative and users worldwide; it would also allow our Group Catalog to provide an accurate and complete view of AMICAL holdings, which likely include a significant number of items not yet represented in WorldCat.
3. Ongoing contribution of cataloging data allows a library’s holdings to be represented in Open WorldCat, permitting users to discover a library’s resources through Google and other participating search engines.
c. Notes on conditions of service (specific to RESPOND pilot)
i. OCLC will administer its contract with each library separately. OCLC requires several pieces of documentation to accompany each library’s participation:
1. A Profile Form: http://www3.oclc.org/app/catpro/
2. A Batchload Agreement and Order: http://www3.oclc.org/app/batchload/
ii. It is expected that those libraries choosing to subscribe to RESPOND services after the pilot will become “governing members” of OCLC, which entails ongoing contribution of local cataloging to WorldCat.
4. Local catalog creation (batch download from WorldCat)
(General information on OCLC Local database creation: http://www.oclc.org/support/documentation/batchprocessing/using/concise_guide/default.htm)
i. One of the purposes of RESPOND is to offer each participating library the OCLC “master” record as a replacement for a library's local catalog record while retaining the local (classification, etc.) information. This can only be done for WorldCat matching records. In other words, OCLC cannot improve a library's record that is not found in WorldCat
b. Notes on conditions of service (specific to RESPOND pilot)
i. This service is an optional benefit of RESPOND and is not required for participation.
5. Creation of a Group Catalog (a FirstSearch/WorldCat-based catalog restricted to AMICAL member holdings and branded with our own identity)
(General information on OCLC Group Catalogs: http://www.oclc.org/groupservices/about/groupcatalog/default.htm)
i. OCLC Group Catalogs uses the FirstSearch interface to provide a customizable union catalog of all consortium holdings represented in the WorldCat database. The AMICAL Group Catalog would be customized with our own logo, colors, accessibility policy (public/private), interface preferences, etc. For users at participating libraries, a search initiated within our Group Catalog could be broadened to a global WorldCat search.
6. Single institutional and consortium analyses using WorldCat Collection Analysis
(General information on WorldCat Collection Analysis: http://www.oclc.org/collectionanalysis/default.htm)
i. WorldCat Collection Analysis would provide a detailed and customizable analysis of both participant libraries’ collections and of the AMICAL consortium as a whole. A variety of dimensions are available for analysis, including OCLC Conspectus (division > category > subject; using Dewey, LC or NLM classifications), publication date, language, format, etc.
ii. Such analyses would be useful not only for local collection development and reporting, but also for strategic planning for consortial resource sharing on many levels – in ILL, collaborative collection development, and possibly other areas.
b. Notes on conditions of service (specific to RESPOND pilot)
i. Collection Analysis depends on records in WorldCat. AMICAL members who have contributed their holdings to WorldCat would receive a single analysis of their individual collection during the pilot. The AMICAL consortium will receive a single analysis of the consortium’s holdings (comparative).
Training and Support
Since relatively few AMICAL libraries have experience with these OCLC services, there is significant need for training in their implementation and effective use. The most critical training need is likely to be in the configuration and use of WorldCat Resource Sharing and Connexion. By the end of the pilot and preferably within the first 6 months, participating institutions should be able to add all of their local records into WorldCat and be able to continue adding them via OCLC Connexion or ongoing batchloads (for those contributing ongoing cataloging during the pilot). During the same time they should also be able to effectively configure their WorldCat Resource Sharing account and begin successfully using it to create and manage ILL requests.
Direct OCLC support
For the duration of the RESPOND pilot (and thereafter for those institutions choosing to subscribe to OCLC’s services at the end of the pilot), OCLC would provide the following direct support at no charge:
· Instructions for the initial batchload of local records (documentation, email and phone support)
· Instructions for local catalog creation (importing record set from OCLC) (documentation, email and phone support)
· Documentation and tutorials for RESPOND services (mostly available via OCLC website)
· On-demand phone and email support for RESPOND services from OCLC Support (U.S.).
The following are to be confirmed, pending grant support for the training events and approval of AUC for the conference workshop.
Training of internal advisors
Two AMICAL librarians would be given two days of intensive training at the OCLC Leiden office, probably in April 2006, enabling them to act as an additional source of localized help (via email and possibly telephone) for participating institutions during the pilot. One librarian would focus on OCLC’s ILL services, the other on OCLC’s cataloging services, and each should have strong prior background in their area. OCLC would contribute the trainer’s time and materials; an anticipated grant from the Mellon Foundation would cover transportation/lodging for the AMICAL librarians. Note that the support provided by these AMICAL advisors would be in addition to, not in place of, the direct OCLC support described above.
Librarians interested in taking on one of these advisory roles, either for Resource Sharing or cataloging, should contact Jeff Gima (email@example.com) by 10 March 2006. Please indicate briefly your background in either ILL or cataloging, as well as your expected availability over the next year to provide a limited level of occasional support for your fellow RESPOND participants. In the event there are several librarians desiring to do this, the ILL/DD Working Group will make the selection, with the assistance of the Steering Committee if necessary.
All-participant workshops at AMICAL 2006 (Cairo)
At the AMICAL 2006 conference in Cairo (31 May – 2 June), two OCLC trainers would offer workshops for librarians from RESPOND participants: one workshop focused on OCLC’s ILL services, the other on OCLC’s cataloging services. Each workshop would be at least two hours, possibly 3-4 hours if the conference schedule permits. American University in Cairo would contribute the facilities with networked computers; OCLC would contribute the cost for one of the trainers; an anticipated grant from the Mellon Foundation would cover the costs for the second OCLC trainer.
In dealing with a “consortium” OCLC normally requires that agreements be between the consortium's central administrative body and OCLC, e.g. SOLINET, AMIGOS, etc. That is, AMICAL itself, as a legal entity would normally contract on behalf of its members for OCLC services and would be the single source of payments to OCLC for its consortium's members. Though such a financial arrangement is not currently possible for AMICAL, we would still need to have a single point of primary contact between AMICAL and OCLC. Jeff Gima (American University of Paris) has been acting as the contact point with OCLC for this project so far and has been coordinating it with the help of the ILL/DD workgroup. This arrangement should be sustainable for the duration of the pilot, but AMICAL will need to establish a more formal administrative structure to deal with external organizations in the future.
OCLC is a provider of services, but it is also a cooperative organization that depends upon collaboration and contribution from its members. The type of OCLC membership is determined by the level of a library's contribution. “Level” does not mean the kind or number of records, but the intention to catalog with OCLC. It is expected that all AMICAL libraries subscribing to RESPOND services after the pilot will become “governing members”, agreeing to contribute all their ongoing cataloging to WorldCat (see http://www.oclc.org/membership/default.htm).
Benefits and Obligations of RESPOND Pilot Participants
Aside from certain payments related to training, which would be covered by an anticipated grant, neither AMICAL nor its members would be under any financial obligations to OCLC for RESPOND pilot services not covered by an existing agreement. This proposal does not contradict or interfere with any existing individual library’s contracts or agreements with OCLC, and hence only those services not already covered by a library’s existing contract/agreement with OCLC would be offered free of charge during the RESPOND pilot. The majority of AMICAL members subscribe to few or no RESPOND services already and would thus benefit from most or all of the RESPOND pilot services free of charge.
The principle request that OCLC makes of participants in the RESPOND pilot is to contribute their library’s catalog records to WorldCat through an initial batchload. This would benefit the library, AMICAL, and library users worldwide, and in any case it is a logical requirement for most of the other RESPOND services to be viable. Participants may choose to contribute ongoing cataloging after the initial load via ongoing batchload or Connexion, for which there would be no charge during the pilot.
For further information about the RESPOND pilot, you may contact:
(RESPOND coordinator for AMICAL)
Information Services Librarian
American University of Paris
tel: +33 1 40 62 05 57
fax: +33 1 45 56 92 89
Director, Middle East / India
OCLC, Online Computer Library Center, Inc.
tel: +1 828 277-7395
+1 614 764-6006
fax: +1 614 718 7272
Please fill out the form below on your computer, save the document locally and email it back to Jeff Gima (firstname.lastname@example.org) by 30 March 2006. If you prefer, you may also complete the printed form and submit it by fax or mail. A list of participating institutions will be forwarded to OCLC. This is not a contract, but a statement of intention to participate in RESPOND. Your full participation will help maximize the collective information and resource sharing benefits enabled through RESPOND. Note that any cataloging agreements will be concluded directly between your library and OCLC.
Our library intends to participate in the RESPOND pilot, as described above, for the year 1 April 2006 – 31 March 2007.
Name of institution:
Name of library director:
Email address (library director):
Telephone (library director):
If there is another staff member who will be coordinating your library’s participation in RESPOND, please give their name, title, and contact information here:
Ongoing cataloging agreements, which would be established separately between OCLC and each library, remain outside this explanation.
The following services depend on a library’s holdings being in WorldCat:
FirstSearch access to WorldCat
$650 per library per year (unlimited usage)
Required for Group Catalog, Collection Analysis, and Open WorldCat; advantageous for use with Resource Sharing.
WorldCat Resource Sharing
$250 per library per year, unlimited use of OCLC ILL system (excluding lender/supplier charges)
Single group charge, depending on participation:
2-5 libraries $3500 per year
6-10 libraries $5500
Individual subscription $2500 (3 analyses)
Consortium subscription $7500
An individual subscription allows one institution to analyze its own collection. A consortial subscription allows the group of libraries to analyze and compare their collections as a whole and as individual institutions.
The following timeline is being suggested for the implementation of RESPOND services. Certain services such as Local Catalog Creation and WorldCat Collection Analysis would be implemented or used according to the schedule of the participating library.
FEB 21 - distribute proposal and request for participation
MAR 30 - deadline for sign-up to participate in RESPOND (participation forms emailed from library directors) in order to benefit from full year of pilot; submit RESPOND participant list to OCLC
APR 1 - availability of preliminary RESPOND services to participants (begin pilot: 1 April 2006 – 31 March 2007); begin preparing batch uploads in coordination with OCLC; begin local configurations of WorldCat Resource Sharing (can be used immediately for global ILL/DD)
APR 27-28 (tentative dates) - intensive training of AMICAL librarian-advisors in OCLC ILL, cataloging
MAY 1 - all participants should have sent sample of records for analysis prior to batchload
MAY 26 – all participants should have sent batchload files to OCLC for processing; have configured initial Group Catalog interface
JUN 1 - OCLC-led workshops at AMICAL 2006 (Cairo) on OCLC ILL and cataloging; if time permits, presentations on other RESPOND services (Group Catalog, WorldCat Collection Analysis, etc.)
JUN-JUL-AUG – local configuration, testing and implementation of WorldCat Resource Sharing
AUG 30 – (probably earlier) all batchloads completed by OCLC; essential ILL policy info entered into Policy Directory for all participants
AUG-SEP-OCT – testing and assessment of WorldCat Resource Sharing for intra-AMICAL ILL/DD
NOV - mid-pilot assessment of progress, use, prospects; begin discussing issues for post-pilot OCLC services (terms, administrative issues, coordination of payment etc.)
JAN 31 (2007) - distribute proposal to AMICAL membership for post-pilot OCLC services
MAR (2007) - contract with OCLC for post-pilot services (probably as individual institutions, coordinated through AMICAL)
 In this document, “ILL” refers to both interlibrary lending of returnables (e.g. books) and document delivery (e.g. article copies).
 This could also be the OCLC Paris or Birmingham office, depending on the home institution of the librarians to be trained.
 Faxed forms should be sent to +33 1 45 56 92 89. Mailed forms should be sent to AMICAL, c/o Jeff Gima, American University of Paris Library, 9 rue de Monttessuy, 75007 Paris, France.