August 2007
As State Librarian of Ohio, Jo Budler serves as ex-officio member of the Ohio Library Council’s (OLC) Government Relations Committee. Following a recent meeting of the committee Lynda Murray sent a list of questions and request for additional information to Jo Budler concerning issues of interest to public libraries. The list of questions with responses and supplemental material (pdf attachment files to the left) are available at our website.
1. What are the current core databases?
1. What is the current funding arrangement for Know-It-Now?
2. What is the operation/administration structure of Know-It-Now?
Statewide Resource Sharing (MORE)
1. What is the current operation/administration structure for MORE?
2. What public libraries are currently participating in MORE?
3. What is the current budget for MORE and how is it currently funded?
4. What is the State Library of Ohio plan for making MORE successful, and what is the timeline?
5. What is the long-term funding commitment to MORE?
1. What are the current core databases?
The current “core” databases available are only a subset of the fully defined core set that the Libraries Connect Ohio (LCO) partners (OPLIN, OhioLINK, INFOhio and the State Library) now conceptually refer to as the Ohio Web Library. This was first described by the Libraries Connect partners in 1998 as “a Statewide Core Electronic Collection (SCEC) that will provide the common set of information resources across the state”. The full scope of the Ohio Web Library is outlined in Attachment 1. This document was distributed to the attendees of the Library Partnership Summit on May 21st.
You will note that the Subject Area and Needs columns define the scope. The Potential Candidates column provides examples of database resources that might be considered within each subject area. These represent only a subset of a full, robust Ohio Web Library that can meet the life-long learning needs of Ohio citizens in the 21st century. They are:
Subject1/ Literature/Literary Criticism – Chadwyck-Healey Literature Collection (paid by LSTA grant –payment will be complete after current year, permanently hosted by OhioLINK)
Subject2/ Business/ Economics – Ebsco Business Source Complete (paid annually by LCO (LIBRARIES CONNECT OHIO) partners)
Subject3/ Biography – Oxford American National Biography (paid annually by LSTA grant)
Subject4/ Science/ Math; Subject13/ Technology – McGraw-Hill Access Science (paid annually by LSTA grant)
Subject5/ Geography/Cultures – USGS Ohio Landsat7 satellite images/data (paid annually by OhioLINK, permanently hosted by OhioLINK)
Subject12/ History/ Current Events/ Issues – Newsbank newspaper collection (paid annually by LSTA grant); Ohio Sanborn Insurance Maps collection (payment complete by OPLIN, permanently hosted by OhioLINK)
Subject14/ Arts – Art Collection (paid annually by LSTA grant, hosted by OhioLINK)
Subject16/ Multi-disciplinary - -Ebsco Academic Search Premier and associated secondary databases (paid annually by LCO partners); Oxford Reference Online(paid annually by LSTA grant); E Britannica(paid annually by LSTA grant and LCO partner funds)
2. We understand that there is a committee that selects the core databases. Who is on the core database selection committee and what information is used in the selection process?
There is no standing selection committee. There is no ongoing selection of databases.
Committee members are appointed by the networks (INFOhio, OhioLINK, and OPLIN). Here is a short history (provided by Tom Sanville, Executive Director of OHIOLINK) of how the task forces were created from all three library communities and the process which was used to select databases:
In late 2001 the LCO partners issued an RFP to obtain statewide prices on an array of possible databases. We chose to pursue with our own funds only a common vendor for the major aggregation of journals and magazine articles. We formed a task force of 15 – 5 each from public, school, and academic --library community members to assist LCO staff in evaluation of the proposals received. From this process EBSCO was chosen in spring 2002. (As you will note, representation of 5 – 5 – 5 was the intent but not necessarily the outcome!)
Original community content evaluation task force members were:
Schools:
Kathy Halsey, Library Media Specialist, Canal Winchester Local Schools
John Myles, Library Media Specialist, Liberty Center Local Schools
Jennifer Schwelik, Library Media Specialist, Beachwood High School
Sue Subel, Library Media Specialist, Kenston Local School District
Jacquelyn Zimmerman, Library Media Coordinator, Sugarcreek Local Schools
Publics: (met on March 4, 2003)
Sara Eklund Payne, Morley Library
Nina Fried, Cleveland Public Library
Jeff French, Euclid Public Library
Jean Evans, Cuyahoga County Public Library
Laura Moorman, Westerville Public Library
Arlene Radden, Holmes County District Public Library
Linda Higgins, the Chillicothe and Ross County Public Library
Pat Lora, Toledo Lucas County Public Library
Higher Ed:
Claire Fohl (Columbus State)
Henry York (Cleveland State)
Frank Wojcik (Kenyon)
Doug Kaylor (Wright State)
Kathy Webb (U Dayton)
Lisa O’Connor (Kent State)
Kent Mulliner (Ohio U)
As a result of the LSTA Advisory Council’s discussions of spring 2002 on future uses of LSTA money, there was agreement by the State Library Board to entertain a proposal from Libraries Connect for $1 million a year in statewide, multi-type database funding over multiple years. If approved this was to begin in July 2003.
In response to this possibility the task force was called back into session to prepare a package of assorted databases to submit for possible LSTA funding. This package would be selected from vendor proposals received to the RFP and later proposal revisions.
It was obvious $1 million could only fund a demonstration project of the Ohio Web Library (then called the Statewide Core Electronic Information Collection). This amount would not come close to funding a full core database array. Additionally, LSTA could not be considered permanent funding, furthering the notion of a demonstration project on which permanent state funding could be built.
As a demonstration project there were other requirements that developed:
- There needed to be an array of resources across disciplines to attract a variety of interests. Any databases that might have huge prices and singularly consume most or all of the $1 million would not be considered. An array of lower priced databases across disciplines would be better than one database serving a limited set of interests.
- An array need not include any single highest priority but represent a quality array of core databases. Our selection would be heavily impacted by the relative attractiveness of prices provided. A vendor might have a highly desired database but if priced poorly could not be considered.
- We chose to center our array on K-12 resources but not exclusively. K-12 had the fewest existing resources and would benefit greatly and hopefully respond positively to the demonstration project. There was significant rhetoric in political circles about K-12 statewide equity. The demonstration array would illustrate how libraries can help address this issue. As public libraries also serve K-12, to a great extent this would benefit them as well. Higher Ed would benefit by the overlap with K-12 needs but would be the least important group in our consideration.
As a result of the task force deliberations the marriage of desirable and practical choices provided a multi-disciplinary array serving both school and adult needs: a literature collection, a strong general science encyclopedia, a strong all-purpose encyclopedia, a strong multi-purpose general reference book collection, an art and museum image collection, and a general collection of both in-state and national newspapers. All these are fundamental components of a complete, robust core collection and demonstrate its diversity. Later, we added a general American biography database and a resource for educational and vocational tests.
The task force was disbanded in 2003 after the initial LSTA commitment was made. In 2006 it was reconstituted with mostly different members with the specific purpose to flesh out in more specificity the range of disciplines and possible database candidates that would encompass a complete Ohio Web Library. Exhibit 1 is the result and was shared at the May summit. No database selections were needed in this process.
Which brings us to the present:
The State Library Board has asked LCO to conduct another RFP (Request for Proposal) before it will grant any additional years of LSTA funding for databases. The State Library Board wants to be sure we have reevaluated our current set and that this is the best value for a continued demonstration set. Since LSTA funds cannot possibly support a full set of databases, ideally the State Library Board would like to see databases move to more permanent state funding as it funds new sets of resources. LCO has indicated to the State Library Board that more time with the current or similar demonstration set will be needed before the possibility of permanent state funding can be fully explored and achieved.
To comply with the State Library Board’s request for an RFP a new task force will be formed in fall 2007 from the three communities to evaluate new RFP responses for purposes of recommending to the State Library Board the same or similar set of demonstration resources. As in the past, the State Library will NOT be appointing individuals to this task force but rather will depend on the three networks (INFOhio, OhioLINK, and OPLIN) to appoint members from each of the library communities to the task force.
The annual amount that the State Library Board might be expected to commit probably will not change: $1.3 M. While the State Library Board has not ruled out the possibility of continuing to support statewide databases with LSTA funding, the Board members have stated repeatedly that they hope LSTA funds will not be the only funding source for the databases and Know It Now after June 30, 2009. The State Library Board members are very willing to work with the library community to obtain additional or alternate funding.
Please note: A secondary benefit of the RFP process will be the receipt of up-to-date prices from a wide variety of vendors. This will provide an opportunity to estimate the funding of larger arrays of databases approaching a full implementation of the Ohio Web Library definition.
3. What is the total annual cost of these databases, and what percentage or dollar amount is the responsibility of the State Library/LSTA, OPLIN, OhioLINK, and INFOhio?
Please see the chart (Attachment 2) for ongoing costs (and payment sources) for the LCO databases from July 2007 through June 2008.
Please note: EB is Encyclopedia Britannica; Newsbank is a source of national newspapers; AMICO is an art collection; Oxford refers to Oxford Reference Online; Access Sc refers to Access Science; Proquest provides Literature Online (this has been purchased; no on-going cost for this); Learn- A-Tex is Learning Express Library practice tests.
4. The State Library currently uses LSTA funds to support a portion of the costs for the core databases. I understand there is an LSTA advisory committee that makes recommendations to the State Library of Ohio Board.
a. Is this correct?
Yes. LSTA Advisory Council membership can be found at http://www.winslo.state.oh.us/publib/lstaadcm.html
b. What is the time frame of the current LSTA funding?
The State Library Board has made a commitment of $1.3 M of LSTA funding to LCO databases through June 30, 2008. A commitment of an additional $1.3 M of LSTA funding through June 30, 2009 is contingent upon the issue of an RFP for these resources.
c. Is this decision final?
Yes. The State Library Board will not renege on this commitment.
In addition, the State Library Board will consider continuing to use LSTA funding for statewide access to a set of electronic resources (databases) but does not believe that LSTA funds can or should continue to be the only funding source for this set of resources after June 30, 2009.
5. When is the State Library of Ohio sending out the RFP for core databases? What is the term of the contract under this RFP?
It is expected that an RFP will be issued by the LCO partners (including the State Library) in the late Fall 2007. The contract will be for a 5 year period.
1. What is the current funding arrangement for Know-It-Now?
KnowItNow is funded completely with LSTA funding awarded by the State Library. The State Library Board has made a commitment to continue to fund this statewide service through June 30, 2009.
2. What is the operation/administration structure of Know-It-Now?
KnowItNow is operated and administered by Cleveland Public Library (CPL). The After-Dark operation is subcontracted through CPL to the Northeast Ohio Regional Library System (NEO-RLS).
Statewide Resource Sharing (MORE)
1. What is the current operation/administration structure for MORE?
Ohio Libraries Share MORE (OLS MORE) is operated and administered by the State Library of Ohio. The software that is currently being used in this operation is OCLC-PICA, Inc. (formerly Fretwell Downing).
2. What public libraries are currently participating in MORE?
Please see Attachment 3 entitled OLS MORE Public Library participants.
3. What is the current budget for MORE and how is it currently funded?
Funding for OLS MORE is $528,605 of which $9,479 is GRF (a portion of the rent) and $519,126 is LSTA (personnel, software maintenance, technical consulting, and travel).
4. What is the State Library of Ohio plan for making MORE successful, and what is the timeline?
The State Library is currently working with OCLC-PICA, SirsiDynix and a BETA test group of Ohio libraries (primarily CLEVNET and INFOhio) to test the NCIP software. This is still in its development stage. While there is frustration on all sides with the bugs in this product, it is important to note that this is really a “pioneering effort.” Ohio is the first state to attempt to implement NCIP (NISO Circulation Interchange Protocol) – something that we can be proud of (albeit we are also frustrated along the way!).
The State Library’s current plan for making OLS MORE successful is to focus our efforts on implementing a fully functional NCIP protocol. The State Library, CLEVNET, and INFOhio will continue to work closely with the vendors, SirsiDynix and OCLC PICA, to work out the remaining issues surrounding the current development of NCIP with the Unicorn ILS (Integrated Library System). We believe that the completion of this work is not that far off, but it has been ongoing for several months.
Given the complexity of the issues around NCIP, the State Library is also in the process of putting together informal focus groups that could provide information about an alternative direction for the Statewide Resource Sharing project, should that be necessary. We will be gathering input from the library community to help provide direction. This process could take several months to complete but we will welcome the assistance of OLC in this process.
5. What is the long-term funding commitment to MORE?
The State Library of Ohio is committed to statewide resource sharing and will continue to fund OLS MORE until a replacement is found. Please note: The commitment is not to a particular solution or to particular software but rather to the concept of statewide resource sharing itself.
