Reports

Action Items:

Before the Virtual Catalog (VC) project evaluation is complete, the Task Force will develop a program in conjunction with BLC staff on the present working of the Virtual Catalog, especially patron-initiated ILL.
It will take the results of the project evaluation into consideration in deciding whether to examine products to search serials alone or to look for a global solution.
The Task Force will use the report of the previous VCF Task Force as the basis on which to evaluate products and as a guide to which products to examine.
The Task force will ask for comments from appropriate Communities of Interest, such as (but not limited to) ILL, Serials, Reference, and Circulation; it will also invite members of such COIs and of the Board of Directors to product demonstrations.
The Task Force will report on the pros and cons of products examined.
The Task Force will define appropriate search results and request options as a basis for product evaluation.
The Task force will submit a report, including recommendations, to the Management Council.

Communication:

The Task Force will communicate with the BLC community through news items on the BLC's web page, BLC-L, and any COI that may have interest in the project. The Task Force will work closely through the BLC Office and the Director Liaison to make sure information about the project is distributed.

Staff Development:
The Task Force may hold at least one program for the BLC community on this topic.


1. Summary of Recommendations
   The Task Force concludes that there are two separate functionalities needed to provide searching and unmediated requesting of journal articles and other media among the Boston Library Consortium member libraries. The first functionality is context-sensitive linking (OpenURL link resolution) from abstracting and indexing databases (and other sources) to the full-text online article or to a menu of other methods for obtaining the full text. The second functionality is a virtual union catalog of all materials held by Boston Library Consortium members combined with the ability to place unmediated requests for both books and journal articles. This second functionality includes and extends the functionality of the current Virtual Catalog.
   The Task Force has two recommendations for achieving these functionalities:
   1. Context-sensitive linking: The Task Force recommends that all members of the BLC who have not already done so be strongly encouraged to purchase one of the available OpenURL link resolver products for use by their patrons. Because there is not sufficient overlap of online resources between members, it is not practical for the consortium to purchase and make available a single instance of this type of product. Also, several members have already purchased and implemented this software. However, if several members of the consortium wish to purchase the same product, the consortium should undertake to obtain consortial pricing.
   2. Virtual Catalog enhancements and extension to article requesting: The current Virtual Catalog works well for resource discovery and requesting of returnable items. Dynix, the vendor of this product, has been working for some time on significant enhancements which will improve the handling of returnable items and also extend its functionality to include non-returnables (e.g., journal articles). It now appears that this new version will be in production and available to current users as an upgrade to the current URSA Virtual Catalog software by the end of 2003. Therefore the Task Force recommends that the BLC continue to use URSA for the Virtual Catalog, upgrading to the new HIP (Horizon Information Portal) and HILL (Horizon ILL) product suite when it becomes available. Since all libraries must upgrade at the same time, the implementation, monitoring and evaluation of the new software should be assigned to a new Task Force in 2004, with BLC staff continuing to coordinate the Virtual Catalog service for member libraries.
      
      
   The Task Force also has the following recommendations which are somewhat outside of its charge, but which we believe will have a positive impact on the Virtual Catalog and services to our user community:
   1. All BLC libraries which implement context-sensitive linking software should be strongly encouraged to include the BLC Virtual Catalog as a "target" in their extended services menus once the HILL software is implemented. This will help direct patron-initiated ILL requests for articles to BLC members.
   2. The current arrangements with the Massachusetts Board of Library Commissioners to include the networks in the Virtual Catalog should be re-examined. As the VC matures, it is time to review the original two cluster approach (BLC and Others) and decide whether two separate Virtual Catalogs should be created. However, the possible cost savings of continuing to have a single VC installation and central site, as opposed to two separate ones, should be give serious consideration.
   3. The BLC libraries which are not yet participating should be strongly encouraged to join the Virtual Catalog so that it can truly represent the BLC and its resources, especially in view of the discontinuation of the Union List of Serials.
   4. There are a number of policy and procedural issues which will need to be resolved as the Virtual Catalog is expanded to include article delivery. These include timeliness of delivery, format of delivery and local member library contractual agreements that may limit the use of lectronic journals for interlibrary loan. The BLC should address these issues with a Task Force once the implementation schedule for the new software is more settled.
2. Background Information
   The final report of the BLC Virtual Catalog Functionality Task Force, Phase I, provides detailed information on context-sensitive linking concepts and software.
   
   
3. Programs Planned or Implemented
   In conjunction with BLC staff, the Task Force developed two programs dealing with the various resources and functionalities desired for the Virtual Catalog and for unmediated article requesting. Each program had about 50 attendees.
   The first program brought in three vendors to demonstrate their context-sensitive linking software. The software applications shown were Ex Libris' SFX, Endeavor's LinkFinder Plus and EBSCO's LinkSource. The program also included presentations by Boston College and the University of Connecticut on their implementations of the SFX and LinkFinder Plus respectively.
   The second program dealt with the current and future functioning of the Virtual Catalog itself. Representatives of Dynix provided a look at their forthcoming HIP and HILL product suite which will replace URSA by the end of 2003. Representatives of III, the vendor of our current Union List of Serials software, also showed INN-Reach, which is a "real" union catalog providing requesting of returnable items, but not of journal articles for the foreseeable future.
   Task Force members also participated in a Virtual Catalog Users Group meeting at which the consultant's study of VC functionality was reported on and discussed.
   
   
4. Resources Used
   The Task Force used BLC resources to provide refreshments for the two programs and lunch for the first program, which lasted a full day. Boston College provided lunch and refreshments for three face-to-face Task Force meetings.
   
   
5. Activities
   The Task Force carried out much discussion via email. In addition to the initial meeting at the training/orientation session, the Task Force had three face-to-face meetings at Boston College. Some members also attended the Virtual Catalog Users Group meetings in January and May and the two BLC-sponsored programs which the Task Force developed. Prior to the first program, the Task Force surveyed BLC members to determine if they have purchased linking software or have plans to do so. Results of the survey are cited in the Discussion of Recommendations below. Two Task Force members (Margie Fiels and Maggie Rioux) attended the ALA Midwinter meeting where they spoke with several vendor representatives about the various software options available.
   
   
6. Discussion of Recommendations
   This Task Force represented Phase II of the Virtual Catalog Functionality analysis for the BLC and it relied heavily on the work done by the Phase I group. Phase I dealt primarily with the functionality referred to in this report as "context-sensitive linking." Our Phase II group added the "resource discovery" and "virtual union catalog" functionalities to its considerations.
   Context-sensitive linking:
   This software provides a link between the patron who is searching an abstracting/indexing database and resources for obtaining the full text of an article citation found in the database. It utilizes the new OpenURL standard for passing citation information between applications. If the patron's library provides this service, the patron will find a button next to his citation. When clicked this button causes the openURL information to be sent to link resolver software, generally on a server at the patron's home institution, which then either takes the patron to the online full text of the article cited or gives her a window listing possible avenues to obtain the full text. These "extended resources" are customizable by the library and may include searching the library's online catalog, sending a request to the Virtual Catalog (possible with the new HILL software, according to Dynix), sending a request to the library's ILL staff, searching the library's ejournal list or other services as desired by the library. In each case the search or request form will be populated with the information from the citation as sent to the link resolver in OpenURL format. As one librarian recently put it, "This software eliminates for the patron the trip to the reference desk with the printed-out citation and the question of 'Now where do I go to get this?'."
   Last year, the Phase I Task Force identified two software packages available to provide this service: SFX from Ex Libris and LinkFinder Plus from Endeavor. Both packages have continued to improve over the last year and a number of other vendors are also now marketing link resolver applications. Context sensitive linking is not a service which is feasible for the BLC to provide on a consortial basis. Each institution provides a unique set of resources to its patrons and therefore has a unique set of databases which must be linked from as well as a unique set of resources to link to. Each institution needs its own installation of the package, although it would be possible to have several institutions on a single server running as separate instances of the same software. This would require that the BLC or some other group acquire and operate a central server for the client institutions. Some of our members have already purchased this software and would probably not want to move their installation nor would they want to switch products. Currently, according to the survey done by the Task Force, three libraries have purchased SFX, three libraries have purchased LinkFinder Plus and seven additional libraries are actively investigating the purchase of this type of software. Therefore the Task Force's first recommendation is as follows:
   The Task Force recommends that all members of the BLC who have not already done so be strongly encouraged to purchase one of the available OpenURL link resolver products for use by their patrons. Because there is not sufficient overlap of online resources between members, it is not practical for the consortium to purchase and make available a single instance of this type of product. Also, several members have already purchased and implemented this software. However, if several members of the consortium wish to purchase the same product, the consortium should undertake to obtain consortial pricing.
   
   Virtual Catalog enhancements and extension to article requesting:
   The above software functionality does not address the situation of a patron with a citation which is not on the screen in an OpenURL-aware A&I database or the situation of someone who just wants to know (without doing searches in several OPACs) who in the BLC owns a particular serial and who has what volumes. This is the functionality which our current Virtual Catalog software (URSA) provides for books and which we want to extend to serials. Providing this functionality extension has become especially important because of the decision to discontinue the present Union List of Serials at the end of this month (June 2003).
   The current URSA software is in the process of being superseded by a new product from Dynix called Horizon ILL (HILL) for item and copy requesting, which will work in conjunction with Horizon Information Portal (HIP) for searching multiple sites, along with merging and de-duping the results. According to the vendor, this product suite, expected to be in production by early Q4 2003, will provide better search capabilities than we now have, similar but improved staff functionality, remote patron authentication and the ability to request both items (books) and copies (articles). HILL will be able to serve as a target for an OpenURL link resolver which means that a patron could go with just a few clicks from an online citation for an article in a journal not held by her library to a filled-in request form in the Virtual Catalog. In constructing the lender string, HILL will use a holdings statement parsing algorithm to select which libraries holding the journal also hold the desired volume; in case of doubt the algorithm will err on the side of inclusion. This algorithm is also expected to be improved as Dynix and its customers gain experience with the software. HILL and HIP will be provided to current URSA customers as a regular software enhancement at no additional software purchase costs. Individual libraries will need to have NCIP software to allow for the circulation system interactions (although there may be backward compatibility and URSA support for a period of time). Boston College is testing the NCIP software and it is expected that the other ExLibris libraries (Brandeis and MIT) will follow. Endeavor libraries will need to upgrade from their current ECIP module to a full NCIP product. Libraries using other systems from other vendors will need to purchase the software from their ILS vendors. Libraries will also need to contact their ILS vendors and strongly encourage them to provide the NCIP and Z39.50 server capabilities which will allow full HILL/HIP functionality.
   Another possibility which the Task Force investigated and found to be currently unsuitable is Innovative's INN-Reach. This is an outgrowth of OhioLink and is a real (as opposed to a virtual) union catalog of consortial resources, with real-time updates from III libraries and automated batch updating from non-III libraries at frequent intervals. At the time we were looking for software for our Virtual Catalog, this software was rejected because it was unable to interact with non-III systems; this is no longer true. Unfortunately, while INN-Reach could provide us with a union catalog including all media, its book request handling capabilities are not as sophisticated as URSA's are now. Also, Innovative is only in the very beginning stages of working on copy (article) requesting. Other major drawbacks of INN-Reach are 1) it would require upgrading (or replacing) our current URSA server in order to provide a central merged database of all BLC-owned materials, 2) it would require the purchase of a new software package at a cost undoubtedly well into six figures and 3) it would require the purchase, installation and running of special "bridge" software by all non-Innovative BLC members to enable the frequent upload of changes in records and item status to the central database.
   After examining the possibilities and attending the software demonstration program on April 17th, the Task Force has the following recommendation: The current Virtual Catalog works well for resource discovery and requesting of returnable items. Dynix, the vendor of this product, has been working for some time on significant enhancements which will improve the handling of returnable items and also extend its functionality to include non-returnables (e.g., journal articles). It now appears that this new version will be in production and available to current users as an upgrade to the current URSA Virtual Catalog software by the end of 2003. Therefore the Task Force recommends that the BLC continue to use URSA for the Virtual Catalog, upgrading to the new HIP (Horizon Information Portal) and HILL (Horizon ILL) product suite when it becomes available. Since all libraries must upgrade at the same time, the implementation, monitoring and evaluation of the new software should be assigned to a new Task Force in 2004, with BLC staff continuing to coordinate the Virtual Catalog service for member libraries.
   
   Additional Recommendations:
   The Task Force also has the following recommendations which are somewhat outside of its charge, but which we believe will have a positive impact on the Virtual Catalog and services to our user community:
   5. All BLC libraries which implement context-sensitive linking software should be strongly encouraged to include the BLC Virtual Catalog as a "target" in their extended services menus once the HILL software is implemented. This will help direct patron-initiated ILL requests for articles to BLC members.
   6. The current arrangements with the Massachusetts Board of Library Commissioners to include the networks in the Virtual Catalog should be re-examined. It may be that as the VC matures it is time to make the current separation of the VC into two clusters (BLC and Others) into a division into two separate Virtual Catalogs. However, the possible cost savings of continuing to have a single VC installation and central site, as opposed to two separate ones, should be give serious consideration.
   7. The BLC libraries which are not yet participating should be strongly encouraged to join the Virtual Catalog so that it can truly represent the BLC and its resources, especially in view of the discontinuation of the Union List of Serials.
   8. There are a number of policy and procedural issues which will need to be resolved as the Virtual Catalog is expanded to include article delivery. These include timeliness of delivery, format of delivery and local member library contractual agreements that may limit the use of lectronic journals for interlibrary loan. The BLC should address these issues with a Task Force once the implementation schedule for the new software is more settled.

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April 2003
Interim Report

Virtual Catalog Functionality Task Force Charge
1. Meetings held (virtually and/ or face-to-face)
   • Numerous virtual meetings held to develop and present vendor programs for March and April
     
     
2. Activities/Accomplishments to date (list or summarize)

   • Vendor demo was held March 28, Boston Public Library. Three vendors demonstrated their context sensitive/article linking products: ExLibris/SFX; Endeavor/LinkFinder+; Ebsco/Link Source. Ed Tallent and Bob Gerrity from Boston College presented a program on local implementation of SFX and Joe Natale demonstrated the University of Connecticut's installation of LinkFinder+ for interlibrary loan. Fifty BLC member library staff attended the day long program.

   • A second, half-day software demonstration program is scheduled for April 17, 2003. Dynix representatives will show us the "next generation" of our current VC software, which includes the ability to search serials holdings and request journal articles. Representatives from III (which provides our current Union List software) will be presenting INN-Reach as a possible alternative.

3. List of COI's with which you communicate
   • Announcements of both programs were sent to all COI's.
     
     
4. Requests
   1. Funding
      • Coffee and tea for April 17 program
   2. Resources
      • BLC staff and BPL facilities needed to coordinate local arrangements and accept registrations.
   3. Board/ MC queries
      
      
5. Next Steps
   • Successfully complete demonstrations on April 17.
   • Meet to discuss recommendations and final report, due June 6, 2003.




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February 2003
Interim Report

Virtual Catalog Functionality Task Force Charge



Charge: The Virtual Catalog Functionality Task Force will recommend to the BLC a product or products to provide searching and unmediated requesting of materials within the Consortium. Most of the work of the Task Force will commence after the Virtual Catalog project evaluation has been completed.

Action Items:
Before the Virtual Catalog project evaluation is complete, the task force will develop a program in conjunction with BLC staff on the present working of the Virtual Catalog, especially patron-initiated ILL
It will take the results of the project evaluation into consideration in deciding whether to examine products to search serials alone or to look for a global solution
The Task Force will use the report of the previous VCF Task Force as the basis on which to evaluate products and as a guide to which products to examine
The Task force will ask for comments from appropriate Communities of Interest, such as (but not limited to) ILL, Serials, Reference, and Circulation; it will also invite members of such COIs and of the Board of Directors to product demonstrations
The Task Force will report on the pros and cons of products examined
The Task Force will define appropriate search results and request options as a basis for product evaluation
The Task force will submit a report, including recommendations, to the Management Council

Communication:
The Task Force will communicate with the BLC community through news items on the BLC's web page, BLC-L, and any COI that may have interest in the project. The Task Force will work closely through the BLC Office and the Director Liaison to make sure information about the project is distributed.

Staff Development:
The Task Force may hold at least one program for the BLC community on this topic.

1. Meetings held (virtually and/ or face-to-face)
   • September 27, 2002
   • October 11, 2002
   • January 10, 2003 (short meeting after User's Group Meeting)
   • February 13, 2003
     
     
2. Activities/Accomplishments to date (list or summarize)
   • Reviewed and discussed the Virtual Catalog Functionality Task Force I Final Report(6/10/02) and the Evaluation of the Virtual Catalog Project (2/1/03)
   • Concluded that there is no one product that can provide both monograph requesting (with the same features currently available with URSA) and unmediated serials requesting at the article level.
   • Concluded, there are several approaches that would provide additional benefits to the BLC members until a complete solution product develops: context sensitive linking (such as SFX and LinkFinder+) and resource discovery software (union catalog/union listing software.)
   • Planned two programs for BLC membership. One day will focus on products offering electronic article linking with demos of several products that provide context sensitive linking. The second program will allow Dynix representatives to expand on the future of their product including the functionality for non-returnables. For comparison purposes, other vendors with like products will also demonstrate their products during this program.
     
     
3. List of COI's with which you communicate
   • Most participated in the Virtual Catalog User's Group meeting on January 10, 2003
     
     
4. Requests
   1. Funding
      • Food for the two programs we are proposing
      
      
   2. Resources
      • BLC staff and facilities to organize and hold programs
      
      
   3. Board/ MC queries
      
      • none
      
      
5. Next Steps
   • Further discussion of the prospects for Dynix developing a replacement product for URSA (known as Horizon ILL or HILL, Horizon Information Portal or HIP, and Horizon's Remote Patron Authentication)
   • Hold a program for BLC membership, targeting those staff most actively involved with URSA, in which we ask Dynix (formerly epixtech) and a competitor to demonstrated their non-mediated ILL products and in which we ask members to critique the functionality of the current Virtual Catalog
   • Hold a program for BLC membership, targeting directors, systems, and reference, ill and circulation staff on current BLC use of Context sensitive linking software, such as SFX , Article Finder Plus, and Link Source. Since many BLC libraries are now looking at or have already purchased this software, we will ask vendors to give demos of their latest development and future plans, with an eye toward consortial pricing. We will also ask BLC member institutions to present some of their implantations of these products so that we may all benefit and learn from their experiences.