KLU Best Practice: Buying Guidelines

These guidelines have been compiled to help libraries purchase for the consortium’s Shared Collection, in order to build a dynamic collection that meets the needs of library users.

GENERAL

Content Types by Format

eBooks

Kindle Book (U.S. only): Amazon’s eBook format, available in the U.S. only. Compatible with Kindle devices, free Kindle reading apps, and Kindle Cloud Reader. Users will need an Amazon account to borrow Kindle Books.

OverDrive Read: A browser-based format that doesn’t require any downloads or extra software (eBooks open right in your web browser). Compatible with most current web browsers (like Firefox, Chrome, Safari, and Internet Explorer 10 and above), meaning that it works on most computers, tablets, and smartphones. A good option for shared computers/devices.

Fixed Layout OverDrive Read: Fixed layout OverDrive Read eBooks are technically compatible with any device that supports OverDrive Read, but are best for devices with larger screens (e.g. iPads, laptops) since text cannot be resized (though you can zoom in and out).

Embedded Audio: eBooks (through OverDrive Read) that deliver professional narration along with the text.

MediaDo Reader: A browser-based format designed to display specially formatted content, like graphic novels or books that read right-to-left. Like OverDrive Read, MediaDo Reader doesn’t require any downloads or extra software (eBooks open right in your web browser). Compatible with most current web browsers (like Firefox, Chrome, Safari, and Internet Explorer 9 and above), meaning that it works on most computers, tablets, and smartphones. A good option for shared computers/devices.

Adobe EPUB: The industry standard eBook format. Download to the free OverDrive app for Android (including Kindle Fire tablets, NOOK tablets, and Kobo tablets), iOS (iPhone/iPad/iPod touch), Windows 8, or Windows Phone. Or, download to free Adobe Digital Editions software on Windows and Mac computers and transfer to many eBook readers.

Open EPUB: Open EPUBs are similar to Adobe EPUBs, but they are DRM-free (not digitally protected) and thus compatible with a wider variety of programs and devices.

Adobe PDF: Download to free Adobe Digital Editions software on Windows and Mac computers and transfer to some eBook readers. Not compatible with most mobile devices.

Open PDF: Open PDFs are similar to Adobe PDFs, but they are DRM-free (not digitally protected) and thus compatible with a wider variety of programs and devices.

Streaming Video

Opens right in your web browser and requires an active internet connection. Compatible with mobile devices and computers that have a browser with HTML5 support (such as Chrome, Firefox, Safari, or Internet Explorer). Some DRM-protected videos may require the OverDrive app (for iOS or Android) or Adobe Flash Player (on a computer).

Audiobooks

MP3: Download to the free OverDrive app for Android (including Kindle Fire tablets, NOOK tablets, and Kobo tablets), iOS (iPhone/iPad/iPod touch), Windows 8, or Windows Phone. Or, download to free OverDrive software for Windows and Mac computers and transfer to Apple devices and many other MP3 players.

WMA - FORMAT DISCONTINUED

eBook Lending Models

• One Copy, One User -- One Copy/One User titles can be checked out by one person at a time, and they never expire from the Shared Collection

• Metered Content -- Metered Access titles can be checked out by one person at a time, and they expire from the Shared Collection after a determined period.

  • 12 months -- metered by time; expire after 12 months

  • 26 checkouts -- metered by licenses; expire after 26 checkouts

  • 2 years or 52 checkouts -- metered by both time and license; expire after the earlier of two years or 52 checkouts

For detailed information on purchasing metered content that is expiring, see OverDrive Marketplace Metered Access Notification.

Separate Carts for One Copy, One User Orders and Metered Purchases

Since our consortium does not obtain MARC records for metered titles, it is extremely helpful to the Consortium Administrator that purchases for metered content (26 circ; 12 month; etc.) be separated from One Copy, One User purchases. This is not a requirement for purchasing but expedites the process for processing MARC records for distribution to consortium members.

Order Regularly

Distributing spending throughout the year allows your library the flexibility to respond to demand and patron requests more easily. Monthly purchasing is recommended. More frequent, smaller purchases spread out throughout the year greatly increase circulation numbers.

• Evenly distribute spending throughout the year

• Integrate digital ordering into your regular print ordering process

• Circulation increases in January. Libraries may wish to consider increased spending in December.

• Libraries paying OverDrive participation fees in July and January may want to set aside funds to compensate for the lapse before semi-annual payments are reflected in content credit.

If you find that you cannot contribute the staff time needed to make regular Shared Collection purchases, please contact the Consortium Administrator about purchasing for your organization.

Budgeting for Simultaneous Use Purchases

Video - approximate annual cost per member: $45; renewal in July

Juvenile eBook – approximate annual cost per member: $40; renewal in July

Audio - approximate annual cost per member: $50; renewal in November

eBook - approximate annual cost per member: $80; renewal in May

Annual Estimated Total for Simultaneous Use subscriptions: $215

Simultaneous Use purchases are paid from the member libraries Shared Collection Content Credit.

Budgeting for MARC Records

Submitting frequent purchases for One Copy, One User titles will incur MARC record costs. If your library is spending the total of its annual content credit, budget estimates for MARC records are based on annual tier pricing:

• Tier 1 : $150

• Tier 2 : $210

• Tier 3 : $275

• Tier 4 : $380

SELECTION

Respond to Patron Demand

• Examine reports and statistics for trends in use

  • Turnover Rate Charts

    • The number of checkouts divided by the number of copies owned

    • The turnover rate is the average number of checkouts per copy

  • What is high circulating but only has a few copies?

• Activity Charts (by Subject)

  • See what subjects circulate the most

• View Title Statistics

  • View the top 100 Subjects by checkout for a specific time period

• Purchase to fill Series Gaps

• Holds/Current Waiting List [See PURCHASING HOLDS section below]

Content to Avoid

The following content areas are problematic for the Shared Collection:

• R-rated, NC17, Ages 17 and Up, TV-MA or Unrated Videos: Most library systems restrict the checkout of R-rated films to adult card types; the technology that powers Kentucky Libraries Unbound is unable to distinguish between an Adult card and a Juvenile card. General practice for KLU purchasers has been to avoid adding R-rated videos to the Shared Collection. Ratings information for most Streaming Videos is available in OverDrive Marketplace. If you are unsure of a video’s rating, you can check an online site such as the Internet Movie Database.

• Bundled titles: If the Shared Collection already owns the individual titles of a series, it is not cost efficient to purchase bundled versions of titles already in the collection.

• Special Editions, Reissues, Movie Tie-Ins: Marketplace filtering can make it difficult to determine whether a title is in the collection or not. If a title shows up as not in the collection in Marketplace and it seems like it should be, check the KLU patron site before purchasing. The exception to these titles are reissues with additional or significantly different content; use the same judgement as purchasing for your print collection when choosing to purchase a new or special edition.

• Abridged and WMA Audiobooks

• Sample Chapters

• Foreign Language: Aside from popular or classic Spanish titles, the primary language for the Shared Collection is English. When searching for items in Marketplace, results do not automatically limit to English only. Non-English content may not always have non-English titles; please shop carefully.

OverDrive Marketplace Metered Access Notification

As the size of the Consortium grows and the number of titles available only as Metered Content increases, the Consortium Administrator will monitor previous purchases for expiring titles that need to be repurchased.

All consortium members with purchasing privileges will receive email alerts when Shared Collection Metered Access titles are about to expire. The Consortium Administrator will edit these carts based on title holds, usage and popularity. Once these carts have been edited, any member may purchase these carts.

If the carts are not purchased before the titles expire, the Consortium Administrator will create special carts for the original purchasing libraries and contact the original purchasers directly about repurchasing.

Shopping from * Carts

The carts in Marketplace that have an * [asterisk] before the name are assembled by the Consortium Administrator.

Any KLU member may make purchases from these carts by selecting titles and using the ‘Copy title(s)’ function to add titles to their library’s shopping cart. No further notification is needed.

PURCHASING HOLDS

Purchase materials that are:

• In high demand, for example: the holds ratio is above 5

• Purchase inexpensive titles that may have only a few holds.

  • Many titles only have 1-2 holds on 1-2 copies of material.

  • Purchasing additional copies of these inexpensive items with fewer holds will allow more of the collection to be readily available.

• Purchase Juvenile titles that may have only a few holds.

General Guidelines for Purchasing Holds

1. Run the ‘Current Waiting List’ Report

2. Click on ‘Cons Ratio’ and choose ‘Sort Descending’

Look for items with:

• Titles that are still available for purchase - price not listed as n/a

• A Consortium Ratio [Cons Ratio] over 5

• A low Consortium Own [Cons Own] - especially items with only 1 copy

• Older ‘1st Active Hold’ dates

To Find Items in High Demand at Your Library

1. Run the ‘Current Waiting List’ Report

2. Click ‘Run New Report’

3. Select your library from the Branch dropdown

4. Click ‘Update’

5. Click on ‘Cons Ratio’ and choose ‘Sort Descending’

6. Click the link of the title you wish to purchase

7. Check the title display for:

   • Titles that are still available for purchase - price not listed as n/a

   • A Holds Ratio over 5

   • A low Own number - especially items with only 1 copy