2. Supporting NTU Strategy with Talis Aspire
Dorothy Atherton, Services Manager - Resource Acquisitions and Supply
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3. Agenda
• Digitisation at NTU
• Why did we need TADC?
• Our Pilot
• What’s so good about TADC?
• What’s still to come?
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4. Some background on our digitisation service
• Grew up in an ‘ad-hoc’ way through word of mouth
• Used with enthusiasm by a limited number of academics, mostly in
Education, Social Sciences, Arts and Humanities
• A well regarded, bespoke, almost personalised service
• Requests made to a generic mailbox. We encouraged use of a
request grid
• Lots of contact between digitisation team and individual academics.
Good open channels of communication
• Work ordered and prioritised according to need-by date. This
allowed flexibility for processing urgent requests, and spread the
workload.
• We delivered content via the VLE
• We currently use PackTracker
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5. Some Facts and Figures
Digitised Texts at NTU
3000
2500
2000
1500 Number of Digitised Texts on VLE
Number of New Requests
1000
500
0
2007/8 2008/9 2009/10 2010/11 2011/12
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6. Digitised Texts by School 2011/12
A&D
NBS
SBE
EDU
ACC
LLR
LAW
SS
SST
ARES
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7. Some background on our digitisation service
• Grew up in an ‘ad-hoc’ way through word of mouth
• Used with enthusiasm by a limited number of academics, mostly in
Education, Social Sciences, Arts and Humanities
• A well regarded, bespoke, almost personalised service
• Requests made to a generic mailbox. We encouraged use of a
request grid
• Lots of contact between digitisation team and individual academics.
Good open channels of communication
• Work ordered and prioritised according to need-by date. This
allowed flexibility for processing urgent requests, and spread the
workload.
• We delivered content via the VLE
• We currently use PackTracker
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07 February 2013
8. A single, seamless, integrated, monitored,
workflow for the timely acquisition, review,
creation, sourcing and delivery of all resource
list materials in the most accessible and appropriate
format for our students.
Link
Acquisitions Digitisation
Checking
Optimise throughput time
Easy access in most appropriate
format
‘One Touch’ process – single seamless
workflow
9. But as digitisation became part of RLMS…..
• Throughput time grew longer – targets missed
• Requests submitted later
• Lists ‘queuing’ in acquisitions
Throughput
• No standard request format meant missing
times information
• No ‘need by’ dates
• Single point of contact proved to be a frustration
Easy access • Digitised documents still accessed via VLE
in the most • Legacy documents not represented on Aspire
• No robust way of linking from Aspire to VLE
appropriate
• Students had to go outside Aspire to access texts
format
• Academics found Aspire confusing and frustrating
Single for digitisation requests
seamless • Loop backs between teams
workflow • Digitisation record keeping more fragmented and
difficult to maintain – lots of keying!
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10. The quality of the digitisation service had
diminished with Aspire. How could we
improve it again?
•Mandatory fields for bib data
Better quality •Need by dates
requests •Flagging where access was needed to a particular
extract
Requests to reach •Avoid queues
•Digitisation requests submitted as soon as possible
the team more •Digitisation requests submitted separately but still
quickly within Aspire
Discovery of
•Way of linking to VLE?
digitised resources •New storage/delivery solution for digitised texts
directly from Aspire
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11. Our knights in shining armour!
Initial meeting with Chris Clarke
Showed good understanding of Emphasis that Talis had been in
Asked us the right questions
issues related to digitisation discussion with CLA
Workshop with five other HEIs
Demonstration of a working HEI reps encouraged to try the
Collecting feedback and ideas
prototype application and express opinions
Further visit to NTU from Talis reps
Further discussion of our current workflows and processes
Invitation to express interest in becoming a development partner
Our pilot proposal was accepted
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12. Our Pilot
Period of off-line testing (trying to break the product)
Feedback and Consultation
Selection of two pilot schools and 6 pilot modules
Digitisation team make first live requests for legacy documents
Liaison Librarians make live requests for new documents
Request permissions rolled out to academics in pilot schools
Recommendations to SMT
Request permissions rolled out to all academics
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13. Communication with Talis
• Dig team • Weekly phone
• ALT • Email
• Academics • Site visits
• Students • Ideas
Feedback
Testing
to Talis
Changes and Talis acts
developments on
reported
feedback
•
• Weekly bulletin
• TADC Homepage
• Weekly phone call
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14. So …….. How does TADC work?
The Concierge
The Packer
The Sentry
The Vault
TADC RLMS
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15. List has to reach dig team (2 days – 2 months)
Find and fill in missing details bibliographic details
Chase academic via ALT for need by date/details?
Check catalogue/supplier listings
• Do we have electronic access
• Do we stock the item in print?
• Do we have a later edition?
• Is there a later edition that we do not stock?
Check CLA requirements (Judgement call?)
• Is it on UK excluded list?
• Is it on US excluded list?
• Is it published in a mandating territory?
• Check extent
• Already on list?
• Has it been used on any other list?
Enter details on Pack Tracker
• Enter details of module:
• Module name, number and school
• Enter contact details (Use NOW to find course leader)
• Use NOW to find student numbers
• Enter full bibliographic details of request
• Enter statuses and CLA information
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16. Rollover!
Concierge checks all
documents
List of exceptions presented
for ‘sanity checking’
Emails to academics with full
info and usage stats
Content rolled over according
to academic’s replies
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17. • All texts accessed directly
through Aspire
• Academics can flag possible
digitisation requests
Easy, validated
• Validation issues raised with
access in the academics at time of request –
most educating our users
appropriate
• Management of authentication
format
• More control of which texts are
accessible at what times
• Transformation of end of year
rollover
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18. • Academic requesting still within
Aspire
• Much easier request process for
academics to manage
• Workflows within dig team much
simpler – less keying of data, only
Single seamless one set of records to manage
workflow • Many previously manual tasks
automated
• Another tool to help with
copyright compliance
• Transformation of end of year
rollover
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19. How will TADC help?
• Allows requests to be made
independently of the rest of
the list
• No queuing
Throughput • Better quality request data
Times
• Need by dates!
• More automation of checking
saves time for staff
• Less time keying in data
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20. What’s still missing?
Information entered in TADC to carry through to Aspire
More flexibility in manipulation of document in viewer
Notes field
Linking digitisation status to review screen
Ability for two-way communication with academics
More detailed suite of reports
Concierge to search where an eBook is available
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21. Questions or comments?
NTU Resource Lists
http://resourcelists.ntu.ac.uk
• Dorothy Atherton, dorothy.atherton@ntu.ac.uk
Libraries and Learning Resources, Nottingham Trent University
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