Proposal

Introduction

Proposal ID 2012-135-1
Submitted January 10, 2012
Owner hnance
Department University Libraries
Category Unknown
Funding Status Fully Funded
Metric Score None

Contacts

Primary
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Heidi Nance
  • Head, Interlibrary Loan and Document Del
  • hnance@uw.edu
  • 206-543-4214
  • 352900
Budget
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Kathleen Larson
  • Director, Financial Services Office
  • klarson@u.washington.edu
  • (206) 685-1472
  • 352900
Dean
  • Name
  • Title
  • Email
  • Phone
  • Mailbox
  • Lizabeth Wilson
  • Dean of University Libraries
  • betsyw@u.washington.edu
  • (206) 543-1763
  • 352900

Descriptions

Abstract

Category: Machinery and Research Equipment (Fast-track). The University Libraries requests funding to purchase one (1) high-end, high-capacity, library-material-specific overhead scanner with accompanying software, and one (1) accompanying workstation with monitor for use in the Interlibrary Loan and Document Delivery unit, to support the Desktop Article Delivery Program (http://www.lib.washington.edu/ill/desktop-article-delivery). Through this service Libraries staff scan scholarly journal articles that are not available digitally and deliver the scans directly to UW students’ desktops or mobile devices, at no charge. This particular scanner is highly automated, produces high-quality scans, and integrates closely with our current library systems, making this process fast and efficient.

Category Justification

This section is empty.

Background

In March of 2009, the UW Libraries piloted the “Desktop Article Delivery Service,” which supports scholarship and research by furthering 24/7 student access to library materials through scanning print journal articles upon student request at no charge. This service was in part a response to 2007 Triennial Survey results showing that over 70% of graduate students requested online desktop article delivery as future service enhancement. Students searching the UW Library catalog are directed to this service when no UW-Libraries-owned online content is immediately found. After students place their online request, Libraries staff retrieve the print article, scan the article into PDF format, and deliver the article to the patron via their online Interlibrary Loan and Document Delivery account.

Due to the success and popularity of this service the Libraries decided to continue the program indefinitely, streamlining it into its regular suite of services. In 2010-11 ILL & DDS scanned 7,343 articles for UW students. Fall Quarter of 2011 saw an increase of 76 % in this service over the same time previous year. Currently our scanners are operating at capacity to keep up with the activity; new equipment is needed to keep pace with current requesting volumes and to avoid deterioration in turnaround time.

The scanner requested – a Bookeye 4 overhead scanner by Image Access – is the current model of the three Bookeye 2 overhead scanning machines being used by the UW Interlibrary Loan and Document Delivery Services Unit, which manages the Desktop Article Delivery Service. This new machine is faster than our current models, and has an integrated cradle which can be flat or locked into a v-setting which is gentler on library materials, particularly archival or fragile materials.

Benefits to Students and the University

The Libraries conducted a survey in December 2011 to assess the Desktop Article Delivery Service’s effectiveness and student satisfaction with the service. Ninety-four percent (94%) of students rated their overall experience as “satisfied or highly satisfied,” and seventy-six percent (76%) said that this service saved them 45 or more minutes per item requested. Eighty-seven (87%) of students said they were “satisfied or very satisfied” with scan quality; this quality, with our volume of requests, is possible because we use the Bookeye Scanners, which are designed specifically for this kind of scanning service. The Bookeye machines – and particularly the current Bookeye 4 model requested here - and associated BSCAN software save staff time by automating and batching much of the scanning, image correction, file delivery, patron notification, and record updating that would otherwise have to be completed manually. This represents a significant savings of staff time and increases accuracy. There are no comparable services on campus, or commercially available since our service is available at no charge to students.

In addition, this service allows the Libraries to leverage the historical investment made into the print collection by providing increased access to content in a digital, user-friendly format.

Having access to high-quality research materials is critical to effective research and scholarship. By scanning these materials on students’ behalf, we remove time and space barriers to the materials. This allows patrons to instead of focus their time on their primary research rather than in making repeated trips to the Libraries to photocopy print journal material, or worse, to settle for material that is most convenient rather than most relevant. Patrons can receive these scans anywhere they have internet access. Ninety-seven percent (97%) of student survey respondents said that this service was “useful or very useful to their research, teaching, or other class/work-related activities.”

This service has also been mentioned in the Provost’s Organizational Effectiveness Institute’s document “Administrative Unit Improvements,” compiled by the UW Organizational Effectiveness Institute, Office of the Provost, as a new service that was made possible by a unit re-organization and merge known as the “ILL Harmonization Project” (more info here http://depts.washington.edu/oei/).

This service was also mentioned in a UW Today article dated March 30, 2011, as a “new service” being offered due to the efficiencies gained in ILL Harmonization (http://www.washington.edu/news/articles/nearly-150-uw-projects-under-way-to-improve-effectiveness-reduce-costs).

The Bookeye 4 scanning machine is uniquely capable of integrating with our current software systems for request automation, and will enable us to create higher-quality black-and-white, grayscale, and color scans than currently possible with the older machines. This newer model uses a“V” cradle A2 linear CCD planetary overhead book scanner, which allows the book to be scanned at a perfect 120º angle protecting the book spine and binding. Image output is the equivalent of a 125 megapixel camera in black and white and a 425 megapixel camera in color. This model will increase our turnaround time, and provide students with faster remote access to library materials to use in their coursework and research, thus freeing their time to focus on their research, rather than on scanners or photocopy machines. The lens is kept in alignment with the book which results in highly precise scans, regardless of whether the material is flat or bound.

Departmental Endorsements

- “The proposal to purchase a Bookeye 4 scanner in support of the Libraries\' Desktop Article Delivery Program has my enthusiastic endorsement. This program saves students time, allowing them to focus on their academic work rather than on the mechanics of acquiring needed information. As more students engage in significant research activities through coursework and internships, access to this type of service--which in many institutions is available only to faculty and graduate students--increases their efficiency as researchers and scholars.” (Cynthia Fugate, Associate Dean for Research and Instructional Services, University of Washington Libraries)

- “This letter is to offer the full support of the Health Sciences Library in the request from STF to purchase a new Bookeye 4 scanner for use in the Desktop Article Delivery Program. Purchasing this new scanner will afford us the opportunity to better support our students\' learning and research. This program is highly successful and the demand continues to rise as more students recognize the importance and critical need for this type of service. Turnaround time and quality of the end product is critical to our students. A new scanner of this quality will greatly improve both. I fully support this request.” (Nanette Welton, Associate Director, UW Health Sciences Library)

- “STF Committee: I heartily endorse the Libraries Interlibrary Loan Unit\'s proposal for the purchase of an over-head scanner. Since the introduction of the article scan project by the Libraries, it seems clear to me that this method for acquiring needed research materials has become standard for many, many UW students, graduate and undergraduate alike. Each time I\'ve had the opportunity to introduce a new student to this service, the response has generally been surprise and delight. Given the virtual aspect of students\' learning today, this method of research material delivery is essential. The new scanner will increase the speed and efficiency of delivery of research articles to students\' desktops. I encourage you to fund this purchase.” (Adam Hall, Head of Information Services, UW Suzzallo & Allen Libraries)

Installation Timeline

We have requested that funding, if awarded, be fast-tracked to facilitate rapid purchase and installation. Our current scanners are operating at capacity, and having this scanner installed earlier would have an immediate effect in service improvement and faster turnaround time for the 2011-12 academic year. If funding is awarded but cannot be fast-tracked, we would begin purchase and installation immediately following receipt of funds with the goal of having the scanner fully installed and operational by the beginning of Fall Quarter, 2012.

Resources Provided by Department

The hardware will be deployed and maintained by staff in the UW Libraries Interlibrary Loan and Document Delivery Services unit, with support and in conjunction with the Libraries Information Technology Services group in terms of power, Internet/wifi, and other operational needs. Any ongoing maintenance-contract related fees following the first year would be paid for by the Libraries. We have not requested or received STF funds for any prior portion of this program. Unit staff are familiar with the maintenance of earlier models of this scanner – the Bookeye 2 models – and are prepared to effectively use the new machine to serve students. While students will not be directly using the machines – Libraries staff will use the machine to fulfill students’ requests for materials on students’ behalf – unit staff are available in person, by phone, and by email from 8:00 am until 5:00 pm Monday through Friday, and library help is also available via our 24/7, online chat reference service to answer questions about the placing of requests and to troubleshoot any service issues.

Access Restrictions (if any)

All students with a current UW NetID are eligible for the Desktop Article Delivery Service and can place requests via our online requesting forms, located at http://www.lib.washington.edu/ill/, and also integrated into the library materials requesting process in our online catalog on the Libraries home page http://www.lib.washington.edu/. Students may search for an article in our catalog, and if UW Libraries-owned online content is not immediately found, the student is directed to a request form that is pre-populated with citation information. Once this form is submitted, UW Libraries staff retrieve the print article from our shelves, scan the material, and deliver it to the student in PDF format via their online, Interlibrary Loan and Document Delivery account at no charge.

In addition to the library catalog requesting process, students learn about this service from the Interlibrary Loan and Document Delivery Services website (http://www.lib.washington.edu/ill/), from the Libraries home page, the Libraries’ Facebook and Twitter feeds, and on stickers placed on the campus maps distributed by the Libraries during Dawg Daze in Fall of 2011.

Student Endorsements

We asked students what they thought about the Desktop Article Delivery Service, and this proposal in particular. Here’s what they had to say:

- “I\'ve requested 5 articles from the Libraries Desktop Article delivery program in the last couple of weeks … Instructors often assign articles that are not available digitally, and if we did not have the scanning service, students would either all have to go to the library and make individual copies, or someone else would have to go to the library, find the physical version, and scan it to share with the rest of the class. Either way, accessibility of articles for student use in courses would be much more limited.” (R. Szper, Graduate, Library and Information Science)

- “I think the Libraries Desktop Article Delivery Program has greatly increased the ease of obtaining articles or single chapters from other libraries. I would likely scan any print articles I recieved, anyway, as I value the ability to keep research materials together organized in digital files. The speed and convenience of digital article delivery through this program has been a great benefit to my scholarship. I hope this helps you gain funding through the student technology fee!” (J. Algire, Graduate, Library and Information Science).

- “I definitely support the UW Libraries\' Desktop Article Delivery Service. While so many articles are available online, there are huge chunks of the collection (especially slightly older articles more than 10-15 years old) that are only available in print. Knowing that I can order an article from the Desktop Article Delivery Service saves me time and energy - and as a full-time grad student working a part time job and Capstone, I often just don\'t have time or energy to check out the physical copy, find a scanner, wait for the scanner, figure out the scanning software, scan, and return the book to Suzzallo. Luckily, I\'m on campus, and I\'m familiar with the libraries - but for those students who pay the technology fee and are not often (or ever!) on campus, this service provides much needed access to all residential and distance students.” (E. L. Nelson, Graduate, Library and Information Sciences).

- “I just wanted to say how helpful it is to have documents delivered to my desktop. The research I am currently working on for Library and Information Science requires me to find journals and conference proceedings from 1986. Many of the articles are stored on other campuses. This program enables me to be productive in my research regardless of my physical location or where the journal is stored. Thanks for providing such a valuable service.” (P. Northman, Graduate, Library and Information Science).

In our December 2011 survey we asked students who’d recently used the Desktop Article Delivery Service to give feedback about the service. Here’s what they had to say:

- “This is a top-notch, world-class service. It sets the UW library apart from any other academic library that I\'ve seen.” (Graduate, Public Affairs).
- “I was impressed and highly satisfied with this service. Usually I would have to take time out of my busy schedule to pick up an article that would have delayed my time to contribute to my studies. With this, it was easier to access and research. As well, this service seems to drop costs for both the university and student.” (Undergraduate, Social Welfare, Tacoma Campus)
- “This service is amazing! Being able to get a copy of an article that doesn\'t already exist online is super helpful because now I have access to things that I would otherwise stop looking for or given up on.” (Graduate, Policy Studies, Bothell Campus)
- “I am unaware of any other way I could have obtained my requested document, so I [f]eel this service was extremely valuable.” ( Graduate, Landscape Architecture)
- “This is a wonderful service. My lab is located off-campus and to just get to a library is at least a 10 min. walk. I have appreciated this service greatly!” (Graduate, Oceanography)
- “This service really is so valuable to me. I really don\'t have time to do these article pulls so this really is a life-saver. I would say that it really is one of the most important services that I use as a graduate student!” (Graduate, Epidemiology).
- “Thank you very much for providing this service. This helps me save a lot of time which I can now spend writing my thesis and manuscripts for publication. I otherwise may not go to the library to get some papers which end up being valuable to cite in my work.” (Graduate, no department listed).
- “Great service - thank you so much for providing it! This has saved countless hours in the Health Sciences Library doing research for a CDC-funded project. The CDC is very pleased with the progress we are making and we are very grateful to have this service.” (Graduate, Public Affairs.)
- “The library system in general, and the online document access in particular, are, for me, the most important services the University of Washington provides. Thank you!” (Graduate, Forest Science and Conservation)
- “This has been the most valuable tool the libraries have offered for my education! Please continue it!” (Graduate, Periodontics)
- “I love this service! It is so convenient and it saves me so much time. As a grad student, these kinds of researching tools are essential. Thanks so much!” (Graduate, Art History)

Items

Group Funded Item Unit price Quantity Subtotal
None

Bookeye 4® Book Scanner and BSCAN softwa

$20,548.00 1 $20,548.00
Description

Bookeye 4® Color Planetary Book Scanner and BSCAN software, by Image Access.
http://www.imageaccess.com/

Justification

The Bookeye 4 scanning machine is uniquely capable of integrating with our current software systems for request automation, and will enable us to create higher-quality black-and-white, grayscale, and color scans than currently possible with the older machines. This newer model uses a“V” cradle A2 linear CCD planetary overhead book scanner, which allows the book to be scanned at a perfect 120º angle protecting the book spine and binding. Image output is the equivalent of a 125 megapixel camera in black and white and a 425 megapixel camera in color. This model will increase our turnaround time, and provide students with faster remote access to library materials to use in their coursework and research, thus freeing their time to focus on their research, rather than on scanners or photocopy machines. The lens is kept in alignment with the book which results in highly precise scans, regardless of whether the material is flat or bound.

1-year scanner software maintenance po

$2,271.00 1 $2,271.00
Description

Image Access, 1st Year Premium Annual Maintenance Policy (required by vendor). http://www.imageaccess.com/

Justification

This policy is required by the vendor at time of purchase. The Libraries would cover any ongoing maintenance fees following the first year.

On-site vendor installation and training

$1,800.00 1 $1,800.00
Description

Image Access, on-site installation and training. http://www.imageaccess.com/

Justification

Having the vendor install the machine and provide on-site training ensures efficient operations for Libraries staff and full understanding of all automated, time-saving, service-quality-improving aspects of this robust machinery. It also ensures accurate setup preventing downtime and operational delays requiring maintenance visits from the vendor.

PC - Desktop Package B

$799.00 1 $799.00
Description

HP 8200 Elite Small Form Factor PC. CDW-G.

Justification

The specifications of the Bookeye 4 and accompanying BSCAN software require the Desktop Package B, in particular its Intel Core i5-2400 processor, per CDW-G\'s advice.

Monitor - 22\" Backlit LCD

$190.00 1 $190.00
Description

22\" WLED Backlit LCD - LA2206x. CDW-G.

Justification

The specifications of the Bookeye 4 scanner require a minimum 22-inch wide-screen, flat-panel monitor.

Secondary Network Interface Card

$47.88 1 $47.88
Description

Broadcom NetXtreme GbE Ethernet Plus NIC. CDW-G.

Justification

The specifications of the Bookeye 4 scanner require a \"Secondary Network adapter Gigabit Ethernet (1000Base-T).\" CDW-G advised this model to meet these specifications.

WA State Sales Tax

$2,437.31 1 $2,437.31
Description

Washington State Sales Tax at the 9.5% rate.

Justification

While shipping/handling is included in prices for requested items, Washington State Sales Tax is not and is thus listed separately here.

Total requested: $28,093.19

Total funded: $28,093.19

Comments

No comments