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Transcript of Managing E-resources Across the Consortium: DLF Project and Data Standards Developments ICOLC New...
Managing E-resources Across the Consortium:
DLF Project and Data Standards Developments
ICOLCNew Orleans, LAMarch 16, 2004
The quick take
DLF E-resource Management Initiative began 2 years ago, focus on individual libraries
Project nearing completion Data standards being proposed, discussed Vendors developing products Consortial requirements, impact, implications
not addressed . . . Until NOW!
Session Plan
The DLF E-Resource Management Initiative and Library Consortia – Tim Jewell
Colorado Alliance’s Gold Rush and subscription management functions – Alan Charnes
Current ERM Activities at the University of California – Beverlee French
Discussion Consortial ERM Requirements? Consortial support of library ERMs? Next Steps for ICOLC?
E-resource tasks not supported by current library systems
Generating, maintaining alpha and subject lists Loading “aggregator” & e-journal holdings information License term negotiation, tracking, communication
Authorized users Authorized use
ILL, Course packs, E-reserves “Scholarly Sharing”
Good faith efforts to communicate terms Administrative info. (authentication, contacts, etc.) Problem tracking & “triage” Planned, cyclical product reviews Systematic usage reporting Result: creation of many separate documents and/or
applications
E-Resource Management Systems and Initiatives California Digital Library Colorado Alliance (Gold
Rush) Columbia Griffith University (Australia) Harvard Johns Hopkins (HERMES) MIT (VERA) Michigan Minnesota Notre Dame Penn State (ERLIC)
Stanford Texas (License Tracker) Tri-College Consortium
(Haverford, Bryn Mawr, Swarthmore)
UCLA University of Georgia University of Washington
(w/III) Virginia Willamette University Yale
Tracking Development Work :
the “Web Hub”
Adam Chandler (Cornell) and Tim Jewell Work begun for earlier DLF study Project descriptions and contacts Local documents Listserv (http://www.library.cornell.edu/cts/elicensestudy/)
ERMI Goals Formal
Describe architectures needed Establish lists of elements and definitions Write and publish XML Schemas/DTD’s Promote best practices and standards for data
interchange
Informal Promote growth and development of vendor
and local ERM systems and services
http://www.diglib.org/standards/dlf-erm02.htm
Groups involved Steering Committee (7 members)
Cornell, Harvard, Johns Hopkins, UCLA, UW, Yale
Librarian Reactor Panel (17 members) Representatives from many libraries with ERM experience:
NC State, Ohio State, Penn State, Stanford, UT-Austin, etc.
Vendor Reactor Panel (12 members) Ex Libris, III, Endeavor, Dynix, SIRSI EBSCO, Colorado Alliance, Harrassowitz, OCLC, SWETS
Blackwell, Serials Solutions, TDNET,
Deliverables & Use Scenarios (1)
Problem Definition/Road Map “System Survey”
Help understand scope of need, options Final Project Report
What did we do, how far did we get, and what’s unresolved?
Begin defining next steps
Workflow Diagram Internal analysis and planning
Functional Requirements Define details of needed functionality for:
Local and Vendor system planning Source for RFP’s
Deliverables & Use Scenarios(2)
Entity Relationship Diagram (“Tree”) Aid to conceptualization
Data Elements and Definitions Data Element Dictionary (“Leaves”) Data Structure (“Where the Leaves Go”) Accelerate development processes
XML Investigation Foster data interchange for
Future data migration Vendor to Library data interchange Library to Library data interchange?
Functions
Support the ‘Life Cycle’ of electronic resources: Selection and acquisition Access provision Resource administration and support Renewal and retention decisions
Selection and Acquisition
Mount TrialsEvaluate
Content, interface Technical compatibility
Select Arrange funding / make deals
Negotiate LicenseOrder
Access ProvisionManage IP addresses and passwords Store & maintain URLsCatalog / add to resource discovery
portalsRecord/present license terms?Provide remote access services (e.g.
via proxy server) Interface with local authentication and
authorization servicesAssign persistent names
Resource Administration
Keep track of administrative IDs and passwords
Configure resources for local use user interface options institutional branding link resolvers
Mechanisms for restricting access to administrative functions
Support
Staff and end users Hardware and software requirements Downtime information Incident logging User support, documentation and training Designated vendor and local support
contacts Mechanisms for disseminating information to:
Reference librarians Help desk staff
Renewal/Retention Discussions
Information needed for renewal and retention decisions Problem history Downtime records Usage statistics Renewal reminders/ticklers
Workflow Flowchart Overview “Thinking About” Product Selection Initial Review (3 “parallel processes”)
License Technical Feasibility Business Issues
ImplementationRoutine Maintenance/Renewal
Workflow Flowchart (1)
consideracquisition
recommendto consortia?
notify consortiaof product
consideration
notify internalstaff of productconsideration
product trial?
no
yes
negotiatedtrial licenserequired?
product trialstart
initiate triallicensingprocess
yes
no
yes
yes
activate trial inpublic interface
announce trialdeactivate trial
in publicinterface
gather andconsider trial
feedback
proceed?
nono
log decision andreason not to
proceed
no yes
toAp.2
determine if trialwill be public
public trial? public trial?
yes
noyes
no
from Ep.4
product trial end
trial licenseterms
acceptable?
negotiate triallicense terms
negotiationprogress
expected?
noyes
supplyauthentication
info (IPaddresses) to
provider
recordadministrativeinfo: contact,
problemprocedures, etc.
notification of newproduct
Workflow Flowchart forElectronic Resource Management
p. 1 of 4
Functional Requirements:Guiding Principles Integrated environment for management and
access
Interoperation and/or exchange of data with existing services: OPACs, web portals, library management systems, link resolution services…
Single point of maintenance for each data element
Functional Requirements: General Represent relationships among individual e-
resources, packages, licenses, and online interfaces
Associate characteristics of a license, interface, or package with the resources to which it applies
Provide robust reporting and data export capabilities
Functionality “Quick Take”
Store and display data not presently accommodated in current systems For End Users
Auxiliary descriptive data License information (permitted uses and restrictions) Availability Technical and platform-specific issues
For Staff License information (more detailed) Administrative IDs and passwords Configuration and management information Usage statistics and training information
Functional Requirements: (Excerpt)
32. Store license rights and terms for reference, reporting, and control of services
32.1 For services including but not limited to ILL, reserves, distance education, course web sites, and course packs:
32.1.1 Identify whether a given title may be used for the service and under what conditions
32.1.2 Generate reports of all materials that may or may not be used for the service, with notes about conditions
Entity-Relationship Diagram
ELECTRONIC PRODUCT
PRINT VERSION
WORK
E-RESOURCE
ACQUISITIONUSER GROUP
AVAILABLE TO
LICENSE
LIBRARY
CONSORTIAL
PARTICIPATION
ORGANIZATION
is licensee
publishes
provides
vends
includes/is part of
TERMS DEFINED
E-PRODUCT/
LICENSE
negotiates
ACCESS
INFO
ADMIN
INFO
is licensor
LOCATION
AVAILABLE AT
CONSORTIUM
PARTNER LIBRARY
INTERFACE
delivers
WORKFLOW RULES
CONTACT
PROCESSING
WORKFLOW
TRIAL
PREVAILING TERMSCONTACT
RESPONSIBILITIES
negotiates
LIBRARY
PARTICIPATION
ERMS Data StructureAdministrative Information Entity Support Group
Definition: Used to record information necessary to support use of the electronic resource
Elements Hardware Requirements, Software Requirements, Maintenance Window Value, Provider System Status Uniform Resource Indicator,Provider System Status Uniform Resource Indicator Type, Resource Unavailable Flag, Resource Advisory Note, Incident Log,Training Information, Administrative Documentation, User Documentation
Notes FS36.5
Element DefinitionElementType
System Use /Functionality
Values Optionality Cardinality Notes / Examples
HardwareRequirements
Information about hardware requirements text R N
SoftwareRequirements
Information about software requirements text R N e.g., browser versions, plug-ins, fonts, andspecial client software
MaintenanceWindow Value
The provider's regularly-scheduleddowntime window for this resource
text FS36.2 R N
Provider SystemStatus UniformResource Indicator
The URI at which the provider posts systemstatus information
text hypertext linkfunctionality.Paired elementwith ProviderSystem StatusUniformResourceIndicator TypeFS36.4
Layout: URI.Latest Draft:UniformResourceIdentifiers (URI):Generic Syntax(RFC 2396)(August 1998)
R N
Provider SystemStatus UniformResource IndicatorType
The type of URI used to post system statusinformation
text Paired elementwith ProviderSystem StatusUniformResourceIndicatorFS36.4
URL, URN, etc RA N
ResourceUnavailable Flag
A flag that indicates that a resource is notavailable
logical public displayFS9
Yes / No O N may trigger a particular action
Resource AdvisoryNote
A note used to describe a problem with aresource, provide advance notice ofanticipated downtime, or convey othertemporary information.
text may be used forpublic displayFS6.2, FS9,FS10, FS36.6
O N
Local PerformanceMonitoring Notes
Information concerning Web sites orprograms that do local performancemonitoring
text FS36.3 O N
Incident Log A log of downtime and problem reports andtheir resolution
text FS36.7 O N An external call tracking system may be usedinstead.
TrainingInformation
Information about special arrangementsavailable for training, for example, tocircumvent simultaneous user restrictions
text FS34.1, FS34.3 O N May also include training contact names andother general information
Value might be a URI pointing to trainingdocumentation or interactive tutorials.
AdministrativeDocumentation
Information about and/or location ofdocumentation available for resourceadministrators
text FS34.2 O N
User Documentation Information about and/or location ofdocumentationavailable for end users
text FS34.2 O N
XML Investigation Scope
1. Much work elsewhere on descriptive data exchange (ONIX for Serials, etc.)
2. Concerns about XrML, MPEG-21 and other proprietary standards led to focus on license elements and 2 use cases:
a. License-related elements for library to library/consortium to library sharing
b. Shorter set of license elements for staff and users.
3. Next steps: presentation at DLF Spring Forum
Market Response
Vendors Gold Rush Innovative Interfaces ExLibris Dynix Endeavor
Open Source Johns Hopkins (Hermes)
Project wrap-up (by DLF Spring Forum)
“What’s missing?” Functionality to support consortia? Usage data functionality?
Cross-check existing documentsRound out draft schemaSystem surveyProject report
Standards Issues (1)
No single global identification system No registry or authority list of identifiers,
packages or providers Vocabulary issues Privacy and confidentiality re authentication Usage data--COUNTER, ARL e-metrics? Open v. proprietary standards Customization and standardization Interoperability of stand-alone ERMs?
Standards Issues (2)
Licensing Can “legal subtleties” be encoded? Can we share license descriptions?
“Players”: publishers, vendors, libraries Political ramifications Legal issues: XML expression of digital rights
Can we do this in a standardized way? Can it be done for “local” e-collections?
ERM and Consortial Issues
Different consortium types Shared Mission/Collaborative Collection
Development/Integrated Services “Buying Club”
Different staffing, roles and expectationsVarying ILSs, other tools within group
ERMs and Consortial “Administrivia”: Possible Connections
Descriptive Data (bibliographic, holdings) Contact Information Management
Vendors Libraries
Administrative Information Concurrent users IP’s
License Information Usage Information Workflow and status tracking Troubleshooting and problem tracking Need for data standards, interoperability