Patron driven acquisition –

a tool for efficientinformation management

at a governmentalorganisation

Peter NieuwenhuizenOlympia Conference Centre, London21 October 2014

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Programme

1. Some facts about Rijkswaterstaat (RWS)

2. Definition and thoughts on Patron driven acquisition

3. Examples of patron driven information management at RWS

4. Financial models

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Introduction

Peter Nieuwenhuizen , Sr. consultant information management

• Erasmus University Rotterdam• Utrecht University• Yamanouchi Europe• Rijkswaterstaat

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1. Rijkswaterstaat in a nutshell

• Founded in 1798

• Around 9.000 employees

• Annual budget: 5 billion euro

• 7 regional departments, 16 districts,

4 process departments, 1 project

department, 1 department for scope

and 1 corporate department

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Rijkswaterstaat’s mission

Rijkswaterstaat, executive organisation, ministry of Infrastructure &Environment.

Goal: maintain and develop national roads, waterways and open waters,and support a sustainable environment. Make the Netherlands safe,endurable and accessible.

• dry feet & sufficient and clean water• a smooth and safe flow of transport on

the national highways and the main waterways• reliable and useful information

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Facts & figures

• 90,000 km² of surface water• 35 km dunes, 210 km dikes & dams• 10 weirs, 4 storm surge barriers

• 4,500 km highways & roads• 2,800 viaducts, 23 tunnels• 750 moveable and fixed bridges• 18 ecoducts

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Facts & figures 2

• 2,000 km canals & rivers• 5,500 km waterways open water• 84 locks, 280 bridges, 120 vessels patrolling

• 6 traffic control centres• 100 Dynamic Route Information Panels (DRIP’s)• 2,000 cameras• dynamic traffic management systems• route information systems

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2. Thoughts on Patron Driven Acquisition

Definition problem (Swords)

• Patron-driven acquisition (PDA)• Demand-driven acquisition (DDA)• Patron-selection program• User-driven collection• Research-driven acquisition model• Patron-initiated purchase

à Patron-driven acquisition (PDA)

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Focus

• The patron, the actual reader, the user of information has a (great)influence on the collection management– Purchase proposals– Budget redistribution– Adequate databases– Access facilities

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Shift from collection to access

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Expectations

• Quick delivery: printing versus shelf (4.2 USD)

• More information used with same budget

• Accessible: 24/7, everywhere: virtual front door is open

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Challenge for Rijkswaterstaat

1. Collection better accessible for patrons (24/7)

2. Can patrons obtain their information for a fair price (pay per view)

3. Can patrons select, decide and acquire the information (budget)

4. Can patron discover new information and order this (search)

5. Can useful information easily be archived (platform upload)

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1. Accessibility

• RWS: 62.000 internal reports of patrons digitized (=50% ofcollection) -> full text available in a repository -> 4.2 Euro forshelving = 4.2 Euro for scan/OCR

• Publisher: CROW started a portal for 60K with HTML text, printoption (data stamp) and App for iPad, with patrons choice

• Publisher: CUR reports, patrons choice, in HTML for 50K

• Magazines -> trade paper for electronic -> A-Z title list

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Full text reports

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Example

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IP access

Print option

Date stamp

Selection of Handbook

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IP access

Selection of Handbook

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IP access

A-to-Z list digital journals

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2. Fair, fixed price

• Patrons get access to the large Dutch database Picarta with millionsof records of 400 Dutch libraries

• Online contents of 15.000 journals• Patrons are facilitated with a profile, training and budget• Patrons can order whatever they need -> document delivery (PDF)

the same day in e-mailbox, books some days in p-mailbox• Fixed and fair prices for transactions between libraries• Library staff monitors the overall expenditure• OCLC will merge Picarta in Worldcat/Worldshare in 2015

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IP access

Results

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3. Select, decide and acquire

Books

• Patrons get access to the book webshop on IP-basis• Patrons themselves order whatever they need form the world

catalogue• Patrons receive their acquisitions on their desk within a few days• Library staff determines the SLA with bookseller• Library staff monitors the expenditure

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Instructions

IP access

Branding

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Select

Decide

Acquire

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3. Select, decide and acquire

Dutch Standards

• Patrons select the standards in the portal, access on IP-basis• Library staff back office makes them accessible (within 4 h)• All RWS then can read, download, print the standards, 24/7• Library staff monitors the frequency

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IP access

Patrons choice

Full textreports

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4. Discovering, finding and ordering

• For easy discovering we use a Content Integration– Academic journals (Ebsco EDS)– Legal & fiscal theme (Legal Intelligence)

• Easy access to full text or single stop ordering at doc delivery

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Search

Limit

Acquire when not full text

IP access

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5. Archive the patrons choice and work

• A patron is also an author: his publication should be available in theRijkswaterstaat collection

• A patron can upload his own report in portal via an upload module(title, author, summary, file)

• Publication immediate available on intranet & internet• The patrons are responsible for the companies content• Library staff has a task in controlling and editing if necessary

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Financial models

• Goal: Information is digital accessible 24/7, every location• By using this set of models Rijkswaterstaat is capable of reducing the

costs for information. Some parameters• Monitoring frequency (choice)• Information upfront/afterwards (input)• Fixed price (budget)• Pay-per-view / per-per-item (monitoring)• Intrinsic growth of information (value)• Delete content, maintenance database

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Financial modelsQuestion Database Monitor freq. Selection upfront /

afterwards

Fixed

price

Pay-per-view/

item

Intrinsic growth

content

Access KP portal X upfront - - X

CROW X upfront X - X

CUR - upfront X - -

A-Z X upfront X - X

Right price Picarta X afterwards - X X

Select decide acquire InfoTrading X afterwards - X X

NEN Connect X afterwards X - X

Discover EDS X afterwards X X X

Legal Intelligence X upfront X - X

Archive Upload module X - X - X

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Results

• The library subscription budget decreased from 1,5 million Euro to0,85 million Euro -> 60% are the costs for online

• 500 out of 3000 subscriptions are online -> 17%

• Other databases NEN (100K), CROW (60K), CUR/BRIS (10K) areworth in usage 9:1 (ordering or pay-per-view would cost 9x amount)

• 50% of the book collection is digital; the print part is being revisedbased on the usage frequency and content

• New book ordering (80K) is not substantial anymore

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Literature about: Patron Driven Acquisitions

2011 Swords 2011 Nixon, Freeman, Ward 2012 Ward

34

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Contact

• Peter Nieuwenhuizen

– PO Box 2232, 3500GE Utrecht, The Netherlands– peter.nieuwenhuizen@rws.nl– Tel.+31-88-7971959

– @PNieuwenhuizen– https://uu.academia.edu/PeterNieuwenhuizen– www.linkedin.com/profile/view?id=22511301