Electronic Resource Management Issues

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Electronic Resource ManagementIssues

• Ex Libris / Harvard / MIT
• Joint Meeting
• May 20, 2003
• Ivy Anderson
• Digital Acquisitions Program Librarian, Harvard
• Ellen Finnie Duranceau
• Digital Resources Acquisitions Librarian, MIT
• with slides and screen shots courtesy of Tim
  Jewell, U Washington

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Broad Context

• E-resources are becoming a primary focus of
  library activity
• Google-ization -- Increasing reliance on web
  resources by students and other library patrons
• High Demand for 24x7 access -- Requires
  auxiliary information and support at point of
  use, without intermediation
• E-resource use and investment continue to grow
• Growth at Harvard, 1998 2002
• Number of resources 670
• Usage 670
• Expenditures 430
• E-resources are complex (and different from
  print)
• To describe
• To fund and acquire
• To support and manage

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Trends in Local Practice

• Wide staff involvement in selection support
• Tracking and presenting licensing terms
• Establishment of escalation / triage paths
• Provision of user support information
• Integration of instructional information
• 24 x 7 access
• Planned/cyclic product reviews prior to renewal
• Systematic reporting of usage to staff
• have led to the development of local e-resource
  presentation and support systems

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Acquisitions Process

• Electronic
• Iterative, multiple steps performed
  simultaneously
• Team-based
• Requires higher level of professional involvement
  
• Time-intensive

• Print
• Linear
• Performed by a single individual at each step
• Can be done by clerical staff
• Not time-intensive

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Functions Selection and Acquisition

• Propose
• Mount trial
• Evaluate
• Content, interface
• Technical compatibility
• License terms
• Select
• Arrange funding / make deals
• Negotiate License
• Order

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Functions Access

• Managing ip addresses and passwords
• Providing remote access services (e.g. via proxy
  server)
• Interfacing with local authentication and
  authorization services
• Assigning persistent names
• Generating resource discovery portals
• Cataloging

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Functions Administration

• Keeping track of administrative IDs and passwords
• Recording license permissions
• Configuring resources for local use
• user interface options
• Link resolvers
• etc.
• Mechanisms for restricting access to
  administrative functions

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Functions Support

• Recording hardware and software requirements
• Technical support and troubleshooting
• Problem logs
• User support, documentation and training
• Designated local support contacts

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Functions Evaluation

• Information needed for renewal and retention
  decisions
• Problem history
• Downtime records
• Usage statistics
• Renewal ticklers

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Description
Collection Level Title Publisher Interface Et
c. Title Level Title ISSN Date
Coverage Embargo Period? Completeness Format
Etc.
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License Terms
Authorized Users Permitted Uses ILL E-Reserves
Course Packs Notify users of terms? Enforcement
requirements Law and Venue Business
Terms Cancellation restrictions Termination
conditions Etc.
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Access and Administration
URLS IP ranges Passwords Access Administration Usa
ge Statistics Vendor Contacts Contract
Sales Technical Trouble History
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Transaction Details
Price Pricing Model Payment Date Renewal
Date Renewal Notification Date Internal Budgeting
Details Fund A Fund B Fund C
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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

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Public Displays and Functions
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UCLA(based on Sharon Farbs midwinter 2002
presentation)

• Design philosophy One database, many views
• Project Deliverables
• Database
• Training Toolkit
• Data Elements Dictionary
• List of Policy Issues
• List of Working Principles

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UCLA Online Materials Page
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UCLA Online Materials Page (2)
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Yale E-resource presentation
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Yale E-resource presentation (2)
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Yale E-resource presentation (3)
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Yale License Information
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Yale License Information (2)
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Penn State (ERLIC)(based on Bob Alans 2002
NASIG Presentation)

• Electronic Resources Licensing and Information
  Center
• Initial goal to track the status of orders and
  anticipate renewals
• Evolved into centralized source of ordering,
  access, authentication, and licensing information

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Penn State (ERLIC)
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Penn State (ERLIC)Billboard Function
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Staff Views and Functions
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UCLA Resource Screen
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UCLA Bibliographic Screen
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UCLA Descriptors Screen
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UCLA Licensing Screen
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UCLA Troubleshooting Screen
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Lessons from Local E-resource Management
Development Efforts

• Wide scope of desirable content features
• Resource discovery/listing with auxiliary
  information
• Recording License terms (schematizing and/or
  scanning)
• Problem tracking and billboarding
• Access and administrative details
• Library and vendor contacts
• Renewal date alerting
• Pragmatic Problems and Issues
• IOLS vendors may provide modules in time, but
  libraries feel urgent need for short-term fixes
• Major changes to longstanding record-keeping
  practices probably undesirable
• Multiple data streams need to be brought together

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The DLF E-Resource Management Initiative (ERMI)

• Goals
• Develop common specifications and tools for
  managing the license agreements, related
  administrative information, and internal
  processes associated with collections of licensed
  electronic resources
• Describe architectures needed for electronic
  resource management
• Foster systems development
• Promote best practices and standards
• http//www.diglib.org/standards/dlf-erm02.htm

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Evolution of the DLF Initiative

• Outgrowth of Tim Jewells 2001 DLF study,
  Selection and Presentation of Commercially
  Available Electronic Resourceshttp//www.clir.o
  rg/pubs/abstract/pub99abst.html
• Creation of Web Hub at Cornell to serve as a
  clearinghouse for eresource activitieshttp//www
  .library.cornell.edu/cts/elicensestudy/home.html
• Meeting presentations and discussions
• ALCTS Big Heads (Midwinter and Annual 2001)
• NISO/DLF Pre-standardization Workshop (May 2002)
• Formal 1-year project proposal approved by DLF
  (Fall 2002)
• E-Resource Metadata Group Meetings at ALA
• ALA Midwinter and Annual, 2003

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DLF ERMI Steering Group

• Tim Jewell (University of Washington)
• Ivy Anderson (Harvard)
• Adam Chandler (Cornell)
• Sharon Farb (UCLA)
• Angela Riggio (UCLA)
• Kimberly Parker (Yale)
• Nathan Robertson (Johns Hopkins)

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Librarian Reactor Panel

• Bob Alan (Penn State)
• Angela Carreno (NYU)
• Trisha Davis (Ohio State)
• Ellen Duranceau (MIT)
• Christa Easton (Stanford)
• Laine Farley (CDL)
• Ron Gilmour (Tennessee)
• Nancy Hoebelheinreich (Stanford)

• Norm Medeiros (Haverford)
• Jim Mouw (Chicago)
• Andrew Pace (NCSU)
• Carole Richter Pilkington (Notre Dame)
• Ronda Rowe (Texas)
• Jim Stemper (Minnesota)
• Paula Watson (Illinois)

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Vendor Reactor Panel (initial membership)

• Ted Fons (Innovative Interfaces)
• Oliver Pesch (EBSCO)
• Kathleen Quinton (OCLC)
• Melissa Stockton (Colorado Alliance)
• Jenny Walker (ExLibris)

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Project Deliverables Fall 2003

• Problem Definition/Road Map
• Entity Relationship Diagram
• Data Elements and Definitions
• Workflow Diagram
• Functional Specifications
• XML Schema

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Challenges Localization

• Selection and acquisitions workflow
• Approaches to resource discovery
• Subjects and resource types
• Access management
• Proxies
• Persistent URLs

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Example Persistent URLs

• PsycInfo at
• Columbia
• http//www.columbia.edu/cgi-bin/cul/resolve?ALD228
  4
• Harvard
• http//nrs.harvard.edu/urn-3hul.eresourcepsycinf
  o
• MIT
• http//libraries.mit.edu/get/psycinfo

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Challenges Interoperability and Data Exchange

• Authentication and authorization
• Proxy servers, Naming Systems
• Resource discovery
• Catalogs, portals
• Vendor data
• NISO/Editeur JWP PAMS, Subscription Agents
• External metadata schemas
• ONIX for serials, DRM

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Challenges Integration

• OPACS
• federated search portals
• A-Z ejournal lists
• link resolution services
• Course management systems

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Vera Demo

• Ellen Finnie Duranceau
• Digital Resources Acquisitions Librarian, MIT
• May 20, 2003

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Vera A solution to Access and Management
Problems for Eresources

• Tells Users
• What electronic resources we have
• Who can use them authorized users
• Where can they use them remote access building
  restrictions
• How they can use them restrictions on use
  services possible, e.g. coursepacks
• Whether there are known access problems and
  methods, if any, to compensate for them broken
  icon alternative URLs notes on browsers
• Where they can learn more about them links to
  guides and information on instruction sessions

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Vera A solution to Access and Management
Problems for Eresources

• Offers Staff
• Provider contact information troubleshooting
  access problems and access to usage data
• Offcampus use driven by license terms
• Simultaneous user limitsrecorded and displayed
• Interlibrary loan, ereserves coursepack
  information
• Renewal dates, payment details, formula for cost
  sharing among budget unit, donor information
• Quick global updates and imports notes on access
  problems, selection, payment, licensing flexible
  addition of fields and features
• Immediate access to details of collection
  organized by license-related criteria, e.g. what
  percentage of collection allows off-campus
  access? how many ejournals can we supply on
  ILL?

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What I Will Show

• Key Vera Functionality
• Offers resources to staff and users in context of
  licensing and access information unique to
  electronic resources
• Flexibility allows for quick adjustment when new
  licensing or service issues arise adding fields,
  flags, features
• Three ways to view and use Vera
• Public
• Staff read-only
• Staff backend data entry and maintenance

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Public Vera Search Screen
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Public Vera Databases for Aero/Astro
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Public Vera Web of Science search results
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Public Vera Donor Acknowledgement
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Public Vera Title note display
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Public Vera Broken icon, title note, new URL
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Public Vera Ejournal link to Print holdings
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Public Vera Barton journal search result
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Filemaker Back end Record Barton link field
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Public Vera SciFinder Scholar with L Button
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Public Vera L Button Display of Restrictions
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Filemaker Back end Record SciFinder
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Staff Vera Search Screen
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Staff Vera SciFinder Full Record
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Filemaker Back end Record Elsevier Ejournal
Collection
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Filemaker Back end Record BW Ejournal Collection
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Staff Vera Brief Record BW Ej Collection
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Staff Vera BW Science Full Record
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Vera Limitations

• Redundancy in data maintenance despite efforts
  to share information
• Not an integrated system
• Problems with scale beginning
• subject access
• difficulty integrating data from certain
  article-based aggregator packages
• Dependent on idea of single gateway
• Not relevant in SFX environment

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