Implementing ERMs: Opportunities and Challenges

1. Implementing ERMs: Opportunities and Challenges Jeff Campbell, Systems Librarian, UNC Chapel Hill Rebecca Kemp, Serials Supervisor, UNC Wilmington 2007 NC Serials Conference The William and Ida Friday Continuing Education Center Chapel Hill, NC March 30, 2007

2. What is ERM / what does ERM do? Central database to hold information about e-resources • Contact record • Company name, address, contact name, address, phone, e-mail • Resource record • Resource name, URL, administrative info, resource format, resource advisory, usage statistics • License record • Authentication method, number of concurrent users, perpetual access • Coverage information

3. Getting Started - UNCCH: The Taskforce to form the Taskforce • Cross-library/Divisional Taskforce: • Health Science, Law, and Academic Affairs Libraries • Serials • Cataloging • Systems • Charge • Developing a plan for implementation.

4. UNCCH: ERM Task Force Recommendations • A phased implementation • Management (Client) • OPAC View (Public) • A to Z list • To form and charge a new committee • ERM Advisory Committee. • Cross-Library/Divisional • Serials • Cataloging • Systems

5. Getting started - UNCW: Making Decisions • Assigning values to customizable fixed length and variable length fields • What fields should be indexed • Deciding what will be displayed in OPAC • Deciding whether to continue to use bib records for e-resources, or just resource records, or some combination • For UNCCH: Brief Bib vs. Full MARC Record • Decision to use coverage load functionality- requires further configuration • Meeting as a consortium to discuss decisions that affect us all

6. Making Decisions: UNCW’s field codes

7. Making Decisions: UNCW’s Contact Record

8. Making decisions: UNCW’s Resource Record

9. Making Decisions: UNCCH Resource Record

10. Making Decisions: UNCW’s License Record

11. Making Decisions: UNCCH License Record

12. Organizing information • Documentation for the choices we have made • Keeping together information sources (recommend keeping a binder) • Manual • other people’s presentations • meeting minutes • relevant listserv posts

13. Workflow Changes • Division of labor at UNCW straightforward • one librarian- all the licenses • Another librarian- all the systems capabilities and information • RLK: coverage load (journal holdings) information

14. Workflow Changes, Continued • A work in progress at UNCCH • Currently under the process of adding and testing existing resources to the ERM. • Will add new resources when purchased • Workload • Graduate Student Employees • Library Staff

15. Training / Retraining • Training ourselves: • Learning how the different web OPAC displays work, both in old OPAC and OPAC redesign • Learning how new coverage load works; different before switch to ERM • When necessary, contacting the vendor Help Desk for much needed instruction • Training others

16. New Procedure: Coverage Load • How coverage load works: • Obtain coverage spreadsheet from journal database provider / use Serials Solutions coverage data • Format spreadsheet for coverage load • Batch input spreadsheet data into ERM coverage load module • Coverage load module creates and populates checkin records for titles in spreadsheet • Coverage information displays in the OPAC • Coverage load data is stored for future use in the Coverage Edit database

17. Coverage Load, continued: Spreadsheet of holdings

18. Coverage Load, continued: Coverage Edit

19. Coverage Load, continued: A finished checkin record

20. UNCW’s Implementation: OPAC display

21. UNCW’s Implementation: OPAC display, continued

22. UNCW’s Implementation: OPAC display, continued

23. UNCCH Implementation: OPAC Display • Currently Under Review • Decisions to be made: • Resource Record • Should Resource Display? • Should it be searchable? • Fields to display • How much data from each record type?

24. Integration with already-existing practices and resources • Resource records and bib records • Vendor password spreadsheets – resource records • Usage statistics procedures- UNCW has yet to determine how to incorporate into ERM module • UNCW Librarian in charge of licensing will now start the resource record and license record during license approval process • UNCCH: Serial Solutions data

25. Unexpected Challenges • Helping develop product, documentation with our vendor; degree to which information is gained by reading listserv postings rather than by talking with vendor reps • Purchasing an additional module to allow for a consortium to use ERM software • Coverage load database issues • Overlaying of records • Time needed

26. Questions? Discussion? Thank you for attending!

27. Presenter Contact Information Jeff Campbell 216 Davis Library Chapel Hill, NC 27599 Phone (919)962-1288 jcampbell@unc.edu Rebecca Kemp Randall Library 601 S. College Rd. Wilmington, NC 28403 Phone (910) 962-7220 kempr@uncw.edu