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Electronic Resources Management

Who, What, When, Where,

Why, and How?

(not necessarily in that order)

Andrew K. Pace

Head, Systems

NCSU Libraries

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Acknowlegements

• Greg Raschke and David Goldsmith

• Nathan Robertson, and the DLF-ERMI

• The entire “E-Matrix Team” at NCSU Libraries

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What?• As libraries have worked to incorporate

electronic resources into their collections, services and operations, most have found their existing Integrated Library Systems to lack important functionality to support these new resources.

- Digital Library Federation

Electronic Resource Management Initiative ReportAugust 2004

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Who? And Where?

• Innovative Interfaces’ ERM

• Elsevier / Endeavor Meridian

• Ex Libris Verde

• CARL Goldrush

• VTLS VERIFY

• EBSCO Electronic Journal Service

• Sirsi ?????

• Various E-journal Finders

• DLF Electronic Resource Management Initiative

• Boston College Library• California Digital Library• Cornell University• Emory University• Griffith University• Johns Hopkins• Kansas State University• MIT• Penn State• Tri-College Consortium• UCLA• University of Georgia• University of Minnesota• University of Washington• Yale University

Vendor Efforts (aka “Me too”) Library Efforts

DLF Electronic Resource Management Initiative

Or Google=web hub

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DLF ERMI (Oct. 2002)

Goals Describe architectures

needed to manage large collections of licensed e-resources

Establish lists of elements and definitions

Write and publish XML Schemas/DTDs

Promote best practices and standards for data interchange

Team Ivy Anderson (Harvard) Adam Chandler (Cornell

University) Sharon E. Farb (UCLA) Timothy D. Jewell (Chair,

University of Washington) Kimberly Parker (Yale) Angela Riggio (UCLA) Nathan D.M. Robertson

(Johns Hopkins)

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DLF ERMI Final Report, August 2004

46 pages of text Describes the problem Outlines existing solutions and efforts Introduces the appendices. . . .

Appendix A: Functional Requirements Appendix B: Workflow Diagram Appendix C: Entity-Relationship Diagram (ERD) Appendix D: Data Element Dictionary Appendix E: Data Structure Appendix F: XML Investigation

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WHY?

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Classic Integrated System

MARC Records

item holdings

serial holdings

Patron Records

circtransactions

reserve records

Acquisitions Records

• websites (856)

• e-books

• e-journals

• databases

• datasets

WEBPACPatron self-

service

Serials Control Records SERIA

LS!!!

!

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Dis-integrated Library System

• websites (856)

• e-books

• e-journals

• databases

alpha list of databases

subject list of databases

e-journal finder

Serials Solutions

TDNet

web subject guides

• Licensing Files

• ILL Files

• Collection Management Files

• Helpdesk Files

• Statistical Files

institutional repository

Authentication & Authorization

Library Portal

alert services

SFX Openly

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NCSU Libraries E-Matrix• July 1999 – NCSU “E-Shepherding”

specification written (and shelved)

• 2000-2002 – the square peg and round hole era “ERM” begins to emerge; DLIF-ERMI takes shape

• Fall 2002 – electronic resources in the catalog; E-Journal Finder; SFX; Licensing database; Collection Management OASIS database E-Matrix begins to emerge

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NCSU Libraries E-Matrix

An ad hoc committee charge

• The ad hoc E-Matrix Committee will implement a prototype electronic resources management system to support acquisition and licensing, collection management, and resource discovery for the Libraries' electronic resources [and all the print journals, too, please]

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licensing

statistics

subscript-ion info

technical support

remote access

evaluative data

PR

ES

EN

TA

TIO

N

LA

YE

R

ADMINISTRATIVE

METADATA

E-MATRIX

I

L

S

Other Databases:E-journal finderETDsInstn’l RepositoryEtc.

DATA HOOKS

Website

Catalog

E-resources

Alert Services

Local DBs & Collections

Digital Archives

DataRepos-itories

vendor data

Evaluative Tools

E-MATRIX

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E-matrix Challenges

• Public interface is secondary concern

• Leveraging existing data—all of it!

• Workflow, Workflow, Workflow

• Avoid solutions looking for problem

• Embrace the serial work

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So what….

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Title Format Available LocationApplied Physics Electronic 1931 to pres. URL

Print 1937 to pres. QC1 .P66, 6th floor stacks

View full bound volume information

View full record

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Why, more generally

• The E-Matrix Philosophy

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E-Matrix ObjectivesE-Matrix Objectives

manage electronic and print serial subscriptions, other e-resources, support licensing; local control

support resource selection, allocation, and evaluation; manage and use faculty-provided data; integrated data reports

Acquisitions

CollectionManagement

Discovery anddisplay

enhance access points; improve user displays; leverage local metadata; access at the work level

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Acquisitions

• 19% of total collections budget spent on electronic resources

• 28% of serials budget on e-resources

• Still in a bi-model mode for many titles and divergent workflow is costly

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Licensing

• Systematically tracking terms and conditions of materials

• Digital Rights Management (DRM) will govern use over fair use rights

• Breach control will increase as vendor monitoring methods become more sophisticated

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SJERMs

Journals / Serials

Electronic Resources

Databases

Collection Mgmt

evaluative data

Acquisitions and licensing

dataLocal

subjects

Bib Data

Statistical Data

Search / Browse

MyAccount

Patron Database

My Courses

Course Reserves

MyLibraryMyTOCs

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“It’s the seriality, stupid”

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Value Added Features

• Integration with existing data stores

• Direct faculty input and ranking

• Serials integrated – simplified holdings

• Complex bundle relationships

• Localized evaluative data and usage reports

• Local subjects and metadata

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Finding Data Elements

• Field Name• Field Type: text, number, date, dollar• Estimated field size: number of characters• Required field: y/n• Multiple occurrences: y/n• In ILS: y/n• Already stored electronically? (i.e. Access/Excell)• Field applies to: book, database, journal, all• Data entry by: cataloging, acquisitions, collmgmt• Example of data• Notes

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Data Elements (~160)• Descriptive –Title, identifiers, provider,

holdings (27)• Licensing – Parties, terms of use, rights,

business terms (74)• Access – URI, authorization, proxy (10)• Administrative – Accounts, configuration,

usage statistics, tech support, contact info (51)

• Evaluative – Resource assessment, impact, faculty contact enrichment (20)

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Collection Evaluation/Cost Analysis

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Some expected (and unexpected) discoveries

• Non-standard data ain’t so bad (SFX KB, acquisitions, serials, etc.)

• Standard data ain’t as good as you think it is• There’s a reason no one has provided a

definitive solution for expressing the “serial work”

• ERM strongly suggests radical changes to technical services workflow

• There’s as much data about data as there is data (at least it seems that way)

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E-matrix / ERM Future

• Taking the “E” out of E-matrix

• Standards

• Is the ILS superfluous?

• Is MARC dead?

• Will libraries or their vendors corner the ERM market?

• Are we going to share the code?

• Would we do it again?

we must

sort of

I can dream, can’t I?

yes

sort of

definitely

sure, what the heck

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Yes, we would do it again

• The Serial Work

• Migration of / Interoperability with existing data

• Putting our development dollars where our collections dollars are

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Building a Dirt Bike

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Thank you.

Andrew K. Pace

Head, Systems

North Carolina State University Libraries

andrew_pace@ncsu.edu

http://www.lib.ncsu.edu/staff/pace