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Acquisitions Procedures: Electronic Books

Ebook Matrix

Here is a rough guide to ebooks by platform and vendor, in matrix form: I:\AU Technical Services Department\Acquisitions Unit\E Books\Ebook Matrix draft.xlsx

Ordering Ebooks

What types of ebooks are ordered?  How are they ordered?

1.       Firm ebooks through Coutts and YBP (MyiLibrary, EBL, Ebsco, Ebrary)

2.       MyiLibrary patron driven

3.       Approval e-preferred

4.       Ebook packages through publishers such as Palgrave, Springer, Oxford, Cambridge

5.       Single ebooks through publisher – mostly reference type material

6.        Kindle books for Reserves

All the components that go along with this

1.       How is it ordered?  Oasis, Gobi, Publisher contact, CORAL, Whispercast?

2.       How are marc records loaded?

3.       How is PO created?

4.       How is invoice created?

5.       How is access turned on?

6.       How is title cataloged, added to ERM?

Approval E-Preferred

We receive some approval titles from Coutts/Ingram in electronic format (on the MyiLibrary platform) as opposed to print, if the ebook is available within eight (8) weeks of the print version's publication. These are known as "E-Preferred Approvals," or E02s in Acq parlance. They are not to be confused with E01s (MyiLibrary ebook firm orders) or E00s (MyiLibrary Patron-Driven e-Acquisitions).

For the time being, e-preferred applies only to certain fund codes: 17 (Communication); 19 (Economics); 21 (Education); 33 (International Studies); 37 (Language & Foreign Studies); 38 (Linguistics); and 53 (Government). This is likely to expand eventually.

A brief summary of the workflow:

- We receive email notification of ebook access. This email will include an Excel spreadsheet with a list of titles and URLs, among other information.

- We then receive an email with a PDF invoice attached. There is not always a 1:1 correspondence between Excel files and invoices--sometimes one invoice is spread over several Excel sheets. If this is the case, condense them into one file to match the invoice.

- Simultaneous to sending the invoice email, Coutts/Ingram uploads a MARC record file to the FTP server. There should ALWAYS be a 1:1 correspondence between this file and the invoice.

- Once the three pieces are in place, the records are imported through Web Admin on the AUCTSEAP profile, creating an Approval PO, which is approved and then received, line item by line item, as you check that the URLs work and flip through the ebook a little to make sure everything looks good.

- Electronic invoices come in the weekly XXXaua.edi file. Go to the EDI tab in Voyager Acquisitions and search by Message Number for one equal to the Invoice Number. If it's in Voyager but not loaded, do so, making any necessary edits (or relinking if required), and saving but NOT approving it. Write the PO # and "loaded" on the invoice and give to the Acquisitions Coordinator to approve and send to AP.

- After that, go back and copy-catalog each line item [a detailed workflow is forthcoming from Cataloging], sending anything questionable on to the Cataloging unit.

Firm Ebook One Time Purchase

Through Coutts OASIS (myiLibrary, EBSCO, and EBL platforms)

Through YBP Gobi (EBSCO, Ebrary & EBL platforms)

Through a Publisher

Orders are either SUPO (single user) or MUPO (multiple user) when placed. MUPO can mean different access depending on publisher and platform. Sometimes it is unlimited users, sometimes it is limited to 3. There are also access limits based on number of views per year.

YBP has slightly faster turnaround time for ebooks than Coutts Ingram, but Coutts offers the option of embedding notes (such as patron information for hold/notify, or course information for a Reserves request) into the order, while YBP does not. (You can add a note to the order in GOBI, but it won't carry over to the PO--you must either run the YBP ebooks receiving report in Access, or look up the title in GOBI upon receipt and pull up the order record to see if there were any notes.)

Here is a rough guide to ebooks by platform and vendor, in matrix form: I:\AU Technical Services Department\Acquisitions Unit\E Books\Ebook Matrix draft

Ebook publisher packages


Oxford University Press





Taylor & Francis

Patron Driven MyiLibrary

This program offers the titles that would be all slips from the print approval profile in the catalog as e-book access on demand in the catalog. A patron clicking though to the content twice triggers our purchase. These ebooks are single user (SUPO) by default.

We receive a monthly batch of MyiLibrary ebook records from Coutts/Ingram that are loaded into the catalog but not outright owned by the library. A purchase is triggered automatically if a book is accessed twice. (That is, the patron clicks the URL in the catalog record and actually opens the book to which it directs them. Merely viewing the catalog record, no matter how many times, will not result in an automatic purchase.)

These are known in Acq parlance as "ePDA titles," or E00s. They are not to be confused with E01s (MyiLibrary ebook firms) or E02s (MyiLibrary e-preferred approvals).

So how can you tell what we own and what we don't? Easy: Check the location. If you're viewing the record in ALADIN, switch from Detail to MARC view. Scroll down until you find the 852b subfield. If it says aumyilib, you are looking at an unpurchased ePDA title. If it says auebook, then we own that title.

The purchased titles are invoiced monthly and are deducted from our deposit account. Stacey receives a spreadsheet of titles and an invoice. She creates a dummy invoice in Voyager against a generic line item on AU146615.

The ePDA workflow document lives here: file: I:\AU Technical Services Department\Acquisitions Unit\Coutts\Coutts Ebooks\How to load MyiLibrary records for patron driven ebooks from Coutts

Note: These titles are occasionally subject to publisher withdrawal, although in the event of a purchase, we retain perpetual access and ownership.

In the event that a record (or records) in the monthly file fails the bulk import process, the fix-it procedure is described here: I:\AU Technical Services Department\Acquisitions Unit\Coutts\What to Do if an ePDA or pPDA Record Fails Bulk Import

Ebooks for the Reserve Kindles

Often ebooks are requested to be put on Reserves.    If the ebook is only available through Amazon for the Kindle, there is a special process that is followed to order these titles, using Amazon's Whispercast Account.

Documentation is located here:  I:\AU Technical Services Department\Acquisitions Unit\Kindles for Reserves 

MyiLibrary Withdrawals

Occasionally a publisher will pull a title from MyiLibrary and we no longer have access to it. (This applies to unpurchased titles provided in the monthly ePDA load. In the case of a firm or approval order, where we purchase the title outright, we will retain perpetual access regardless.)

Coutts Ingram (or MyiLibrary) will send a list (usually an Excel sheet) of titles to pull. If there are 25 or less, Chris will manually delete them. (Search each title, then delete item record, followed by the holding, and then finally the bib record.)

If there are more than 25, Bobby will run a macro which will complete this process automatically. (Chris also has the macro software and can perform this task if Bobby is not around or otherwise indisposed.)