How libraries are approaching title-by-title eBook workflows
Title-by-title eBook purchasing looks different in every library.
Some teams work through highly integrated systems with automated ordering and invoicing, others rely on more manual processes that have been refined over years, and most sit somewhere in between.
With ongoing supplier changes and shifts in framework coverage, many libraries are taking a closer look at how their title-by-title workflows operate in practice. Now is a useful moment to step back and consider what is working well, and where small changes could have a meaningful impact.
The three workflow models
Libraries generally fall into one of three workflow models when it comes to title-by-title eBook purchasing, ranging from fully manual to fully integrated, with a hybrid approach in between.
Manual ordering: a process most acquisitions teams know well. Orders are raised individually, giving teams close oversight of every title selected and full control over how funds are allocated.
Semi-integrated: a flexible model that combines automation where it adds value with manual control where it matters most.
Fully integrated: a setup that requires investment upfront in configuration, testing and internal alignment, but one that frees up significant staff time once it is running smoothly. For most libraries this means EDI ordering and invoicing connected directly to their library management system.
Here is how each model compares across key acquisitions metrics:
| Manual | Semi-integrated | Fully integrated | |
|---|---|---|---|
| Speed | Slower at volume, faster for one-off orders | Faster for routine orders, manual steps remain | Fastest end to end once set up |
| Visibility | Limited, relies on manual tracking | Partial, depends on which steps are automated | Full visibility across orders, invoices and holdings |
| Staff time | High, every step requires manual input | Moderate, routine tasks reduced | Low, manual intervention minimal once configured |
| Reporting | Inconsistent, time-consuming to compile | More consistent but may still require manual input | Automated and reliable across the workflow |
Working with partners and platforms
Most libraries do not rely on a single platform for their acquisition workflows. In practice, tools and suppliers work alongside each other, each covering different parts of the process.
A library might use a discovery platform such as EBSCO or Clarivate for selection and recommendation, while managing title-by-title purchasing through a separate acquisitions platform. Others use Gobi or Mosaic for certain ordering routes while running parallel workflows for specific content types or subject areas.
Subject areas can also play a role. Libraries acquiring across a broad range of disciplines may find that different ordering routes suit different content types or budget lines, making a semi-integrated or mixed approach more practical than committing fully to one model.
The key for most libraries is understanding where each tool adds the most value and making sure the connections between them are as smooth as possible.
Impact on acquisitions teams
Workflow friction rarely announces itself. More often, it shows up in small ways: a few extra minutes spent rekeying data, uncertainty over whether an order has been placed, or time lost reconciling reports at the end of a busy period.
Addressing these gaps, whether through a full workflow review or targeted improvements to specific steps, tends to have a noticeable impact on acquisitions teams.
Libraries that have moved towards more integrated workflows often report:
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- Less time spent rekeying orders or chasing order status
- Clearer visibility of what has been ordered, received and invoiced
- More reliable reporting when tracking spend against budgets
- Fewer bottlenecks during peak ordering periods
The goal is not necessarily full integration. For some libraries a refined manual or semi-integrated workflow is the right fit. But understanding where friction exists is a useful starting point regardless of which direction you go.
Choosing the right model for your library
There is no single workflow model that works for every library. The right fit depends on a combination of factors: the volume and variety of titles your team is acquiring, the systems already in place and the maturity of your current integrations.
The most useful starting point is an honest assessment of where your current workflow is working well and where it is creating unnecessary work. From there, changes can be made gradually and at a pace that suits your team.
Platforms such as Kortext acquire are designed to sit within this landscape, supporting title-by-title purchasing while working alongside existing systems and supplier relationships, rather than replacing them. The aim is to complement the way a library already works, not to reinvent it.
If you are reviewing your eBook workflows or simply want to sense check how your current approach compares, we would be very happy to share what we are seeing across the sector.
