View Project

G2S Project Code: 2017-OK-79119
State: Oklahoma
Fiscal Year: 2017
Grantee
OKLAHOMA DEPARTMENT OF LIBRARIES

Project Director
Director Name: Christine Chen
Director Phone: 405-522-3213
Director Email: christine.chen@libraries.ok.gov
General Information
Title: Resource Sharing
State Project Code: 171103
Start Date: 10/01/2016
End Date: 09/30/2018
Abstract: The Resource Sharing/Interlibrary Loan (ILL) project provided Oklahoma citizens equitable and convenient access to materials in a variety of formats.  Books, DVDs and digital items were available to all citizens through their local libraries, with emphasis on individuals incarcerated in the Department of Corrections' institutions, the under-served, and at-risk communities. Oklahoma librarians received training on the ILL process, and were encouraged to promote Interlibrary Loan in their communities.  By increasing their service to at-risk customers, and meeting their special needs, library staff enabled library users to receive increased access to information for education, health, recreation, job search and career development.
State Goal: Goal 1: Information Access
Budget Information
LSTA
MATCH-State
MATCH-Other
Total
$454,215.30
$0.00
$0.00
$454,215.30
Intent(s)
Improve users’ ability to obtain and/or use information resources.
General (select only for electronic databases or other data sources)
Systems & Technologies
Activities
Activity Details
Title: WorldCat Statewide Subscription and Resource Sharing
Narrative: The Oklahoma Department of Libraries (ODL) provided three Interlibrary Loan functions through the Resource Sharing project. First, ODL purchased a statewide subscription to the WorldCat Database platform which allowed all Oklahoma WorldCat libraries to save money by avoiding an individual purchase cost. The statewide subscription provided the platform used by OCLC, Inc. for libraries to build a database of holdings for borrowing and lending. This subscription supported resource sharing in Oklahoma, and provided access to over 400 million items and their locations. Each item, print or digital, could be located by author, title, format, year, language, or topic. When a request was made, information about the request was transmitted to both the lending library and the library where the request was initiated. 

Second, ODL purchased the WorldCat WorldShare Interlibrary Loan Interface for 29 public libraries. This also included a subscription to CatExpress in order to add holdings to the WorldCat database. ODL asked these libraries to provide materials to other Oklahoma libraries without charge and to input their holdings to share with the WorldCat community.  

Third, 251 libraries, consisting of 10 small academic, 167 public, 30 school, 18 special, and 26 institution libraries were eligible to request materials through the Oklahoma Department of Libraries' WorldCat WorldShare interface. Illiad software was used to manage and track the requests. The Interlibrary Loan office staff processed the requests and mailed the materials to the requesting library or, if ODL did not own the materials, borrowed the materials from another library. The Oklahoma Department of Libraries provided the WorldShare service for these libraries. Illiad software was used to track shipped, pending, purchased, and unfilled requests. 



Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Lending
Format: Combined physical & digital


Quantity
Total number of items circulated: 9,041
Average number of items circulated / month: 753
Total number of ILL transactions: 12,510
Average number of ILL transactions / month: 1,043


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 167
Academic Libraries: 10
SLAA: 1
Consortia: 0
Special Libraries: 18
School Libraries: 30
Other: 26
Activity Details
Title: Resource Sharing Book Purchase
Narrative: Five hundred and two titles were purchased for use in Interlibrary Loan. Many of the books were requested multiple times from institution libraries. 
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Acquisition
Format: Physical


Quantity
Number of hardware acquired: 0
Number of software acquired: 0
Number of licensed databases acquired: 0
Number of print materials (books & government documents) acquired: 502
Number of electronic materials acquired: 0
Number of audio/visual units (audio discs, talking books, other recordings) acquired: 0


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: Targeted
Geographic community of the targeted group: Urban
Suburban
Rural
For what age groups: 18-25 years
26-49 years
50-59 years
60-69 years
For what economic types: Economic Not Applicable
For what ethnicity types: Ethnicity Not Applicable
Is the activity directed at families: No
Is the activity directed at intergenerational groups: Yes
Is the activity directed at immigrants/refugees: No
Is the activity directed at those with disabilities: No
Limited functional literacy or informational skills: No
Is the activity category not already captured: Yes: Institutions


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 167
Academic Libraries: 10
SLAA: 1
Consortia: 0
Special Libraries: 18
School Libraries: 30
Other: 26
Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
The Oklahoma Department of Libraries (ODL) obtained WorldShare Interlibrary Loan Resource Sharing module for twenty-nine (29) Oklahoma public libraries. ODL's expectation was for these libraries to lend to other Oklahoma libraries at no cost. Some also lent to out-of-state libraries and each averaged over 100 Interlibrary Loan requests this year. They were also expected to add their holdings to the WorldCat catalog and delete as items were withdrawn. These measures strengthened their presence in the larger library community and provided better access through accurate online catalogs. This project assisted numerous Oklahoma citizens, as 51,478 items were requested by Oklahoma libraries from Oklahoma libraries. These Illiad libraries borrowed 4,524 items from in-state and out-of-state libraries. The Oklahoma Department of Libraries was a major resource for Interlibrary Loan, lending 7,986 items, and borrowing 3,038 items. ODL purchased materials not available in the state through Interlibrary Loan for small libraries, institutions, schools and special libraries. ODL also contributed to the selection and purchasing process for institutions lacking Interlibrary Loan support. Through Interlibrary Loan services, the Oklahoma Department of Libraries provided equitable and convenient access to materials in a variety of formats for urban and rural Oklahoma citizens. This project included at-risk and under-served populations at 26 correctional institutions; state and private facilities; 30 school libraries; and the military base at Fort Sill. This project also supported 90 small public libraries. The Oklahoma Department of Libraries, along with all Oklahoma WorldCat libraries, offered support and materials to all types of libraries.
Please briefly describe the importance of these outcomes and findings for future program planning:
The number of Inter-library Loan (ILL) transactions declined in this project year. Ninety-three (93) Oklahoma libraries belong to a consortium (Oklahoma Virtual Library Consortium) providing Overdrive e-Media resources. This project is also funded in part by an IMLS grant through the Oklahoma Department of Libraries (ODL). Library patrons are using downloadable eBooks instead of Interlibrary Loan, as many libraries have started charging from $1.00 to $2.00 per ILL request to cover postage. For libraries, promotion of eMedia may be preferable because shipping and additional staff involvement per item is not involved. However, the traditional print service fulfills requests from libraries and institutions that do not have access to e-Resources. The second big change to Interlibrary Loan has been lower usage by Department of Oklahoma Correctional Centers because of their funding difficulties. Last year ODL provided 155 items via inter-library loan to a women's correctional center, but requests dropped to only 78 this year. Institution staff began charging the offenders $5.00 per request to cover shipping costs as well as the cost of lost books. This made it prohibitive for offenders to use Inter-library Loan.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:
This year the Oklahoma Department of Libraries experienced a significant decrease in the number of Interlibrary Loan requests. This can be attributed to a number of factors. The ease and availability of eBooks and audio books have made going to the library to order a print volume less desirable. In addition, there has been an increase in the number of libraries charging postage for Interlibrary Loan requests. Libraries participating in Overdrive services can provide downloadable books with a click of a few buttons. Many libraries are concerned about increased shipping and book replacement costs, as well as staff time to process and return items. Some do not encourage the use of the Interlibrary Loan service. Another issue is lack of funding and staffing at the correctional institution level. Oklahoma correctional institutions have had to make dire funding decisions this year and there is no support for "extra" expenses. Institution staff are concerned about offenders losing books, getting transferred before they can get items returned, etc., and lack of funds to pay for lost books. They are also concerned about having funds for postage to return books to ODL. Several institutions around the Oklahoma City metro area have begun picking up and returning the books to ODL by staff rather than mail.
Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
No
Explain:

Do you anticipate changing the types of activities and objectives addressed by the project:
Yes
Explain:
Try to decrease referrals and increase ODL lending. Promote e-Books for popular authors where long hold queues delay patron satisfaction.
Was an evaluation conducted for this project:
No
Was a final written evaluation report produced:
Yes
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Project Staff
What data collection tools were used for any report outcomes and outputs:
Participant Observation
Other: Statistical evaluation.
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Other:
How were participants (or items) selected:
Other: IMLS survey to Oklahoma Public Library Staff
What type of research design did you use to compare the value for any reported output or outcome:
Exemplary: No
Exemplary Narrative
Project Tags: Interlibrary Loan