The Brave New E-World:Struggles and Solutions

Marlene van BallegooieUniversity of Toronto Libraries

ALA: Heads of Technical Services of Large Research Libraries

June 28, 2013

UTL Context• The University of Toronto Libraries is

decentralized with 44 libraries• Let’s look at the numbers:

o 7.3 million bibliographic records (representing11.2 million items)

o 1.5 million e-resourceso 1,268 content packages o 366 providers

• Managed e-resources in a home-grown system until 2011. Became unsustainable.

• Migrated to Serials Solutions product suite

ERMs and the Data Supply Chain

• ERMs are an essential component in e-resource managemento Improved discoverability for userso Streamlines maintenance for librarieso Mechanism for inventory control

• Main players in the e-resource data supply chaino Publisherso Knowledge base vendorso Libraries

• More interdependencies than ever…all based on METADATA

Problems with the Data Supply Chain

Incorrect Data• Content provider

supplies incorrect metadata to KB

• Link resolver uses bad metadata to construct a link

• Link does not resolve to correct target

• No access for the user

Scenario 1

• Content provider tells KB it has a particular issue

• Link resolver uses metadata to construct a link

• Issue is no longer available on website

• No access for the user

Outdated Data

Scenario 2• Content provider does not tell KB that an issue is

available• No traffic from link resolvers to that issue

Incomplete Data• Content provider does not send all

holdings to KB• E-resources silently disappear

from library inventory• Access is available on vendor site,

but KB has no record of it and users don’t know we own it

• Exampleso Previous editions of e-bookso Serial title changes

• Perpetual access? Not just about access to the resource. It is also about the perpetual supply of the metadata related to that resource.

Other Data Problems• Number of titles in same packages

can vary dramatically between knowledge bases

• Matching and data normalization problems in knowledge base

• Time lags (monthly ideal)• Some content providers unwilling to

work with ERM vendors

All of these data problems are driving librarians CRAZY……Valuable resources are not getting to our users…

…All because of bad metadata…

…But there is hope…

• Knowledge Bases and Related Tools• Joint project between UKSG and NISO• Aim: Develop a recommended practice to

ensure the timely transfer of accurate data to knowledge bases, ERMs etc.

• Working Group consisted of members from all parts of the data supply chain: publishers, knowledge base vendors, libraries and consortia

• KBART recommendations specify:o Data elements (mandatory and optional)o File structureo Means of data transfero Frequency of updates

• Phase 1- Completed in 2010o Main focus was on metadata for serials

• Phase 2 - To be completed 2013o Build on Phase 1 recommendationso Focus on e-book, Open Access and consortia metadata

What can libraries do to improve the e-

resource management process?

CommunicationInternally• Need to work across departmental boundaries

o Realize that print processes do not work for e-resourceso Purchasers need to understand metadata needs

Externally• Need to communicate needs to publishers and

knowledge base providerso When purchasing e-resources, bring metadata into the

conversationo Discuss with publishers the necessity for “perpetual”

supply metadata to knowledge baseso If knowledge bases don’t meet needs…tell them about

it!

Standardization• Promote the use of standards and best

practices (KBART – Knowledge Bases and Related Tools)o Educate e-resource team members internallyo Emphasize the importance of compliance to

content providers

• Include metadata requirements in your license agreementso Insist on KBART compliant title listso Require knowledge base participation

Documentation• Document your entitlements carefully• Monitor the ERM

o Take snapshots of your holdings data and compare them

o You may be (unpleasantly) surprised!

• Backup data regularlyo Do not assume

that your knowledge base provider is doing this for you

Collaboration• Engage with other institutions

o Share our experienceso Identify problems with e-resource managemento More importantly, come up with solutions!

Thank You!