E lectronic R esources I n t he C atalog

1. Electronic Resources In the Catalog Task Force Public Forum June 3, 2004 http://www.umd.edu/eric eric@itd.umd.edu

2. ERIC Task Force Members • Betty Day, ITD • Mary Gilbert (TU), SERAQ/IWG • Kim Kelley (UMUC), CLD • Jean Phillips, ITD • Celia Rabinowitz (SMC), CLD • Eric Rector (UMBC), Metalib Working Group • Cindy Todd (UMCP), Metalib Working Group • Marlene Vikor (UMCP), DLM/IWG • Maintenance Sub-group: Gretchen Hanson, Young Kim, Jean Phillips, Marlene Vikor, Ben Wallberg • CPC: Jeanne Baker, Wilma Bass, Gordana Ruth, Kat Ryner, Linda Seguin, Virginia Rasbold Williams

3. Task Force Work Timeline • First meeting held in February, 2004. • Campus Survey on current practice sent on 2/18/04. • Everything/Nothing/Something exercise by task force members. • Challenge statement and options overview written and discussed. • CPC report on single/multiple record. • Task Force focus on “something” option includes maintenance report and possible recommendations on CPC report. • Public Forum held 6/03/04 – assess options and get feedback.

4. The Details • Charge & Challenge: • The charge came from the CLD. • The Challenge statement was written as a brief introduction to the issues under consideration. • These documents are available on the Web at http://www.itd.umd.edu/eric/

5. The Survey • Each campus was surveyed about its current practice regarding the presence of a variety of electronic resources in the catalog, institutional Web site, Research Port, and SFX. A sample of the survey and document summarizingthe results is available on the Web.

6. A&I Databases (e.g., PsycInfo) Aggregator Databases(e.g., Academic Search) e-journal Databases (e.g., JSTOR) e-journals (e.g., Oxford UP) e-books (e.g., individual titles) e-book Aggregators (e.g., NetLibrary) Proceedings Dissertations Technical Reports Standards Patents Government Documents Preprints Open archive/digital repository Digitized objects Web sites Electronic Resources Included in Survey:

7. Everything/Nothing/Something • Survey results indicated a strong preference for the “something” option. • No campuses have catalog entries for databases. • Many campuses have entries for e-journals. Others plan to add them. • No campus had no electronic resources in the catalog. • Most campuses continue to use the Web for providing access to free Web sites, and alpha lists of databases. • Most campuses indicated plans or the desire to provide more access to electronic resources in the catalog.

8. Options • The Options document available on the Web is an overview of each option focusing on the advantages and disadvantages of each. • Options 1 and 2 were considered, but not found to be practical or realistic as a USMAI strategy (no campuses are currently doing either, and none seemed to be heading in these directions). • As an electronic solution for getting e-resources into the catalog which is currently available and functioning, SFX was targeted as the catalyst for Phase I of a staged implementation process.

9. Cataloging Policy Committee Report • The CPC (a subcommittee of DLM) submitted a summary report on the single/multiple record challenge. The report is available on the Web. • The Problem: • How to provide users with clean, simple records of holding for periodicals in multiple formats. • Can holdings in multiple records be “tied” together and retrieved using SFX? • Should a single record be used with holdings for all formats attached? If so, which record?

10. ERIC Maintenance Assumptions • Maintenance issues relate to remotely accessed e-resources. • Manual maintenance efforts must be minimized. • Principal solution to access issues is via SFX. • Each USMAI institution reports titles for inclusion in SFX KnowledgeBase. • Implementation of SFX is phased; e-journals first, then e-books.

11. EResource Maintenance includes: • Synchronization of catalog with SFX KnowledgeBase • Initial conversion of titles • Ongoing upkeep of titles • URL management for titles outside SFX KnowledgeBase. • Further details at http://www.itd.umd.edu/eric/maintreport.ppt

12. Next Steps: What Can You Do? • Please consider the questions posed last week and be prepared to discuss them in your small group. • If you have questions that are not answered, or you do not have time to ask them, please send them to any Task Force Member (email links on the Web site). • Go back to your campus and continue to discuss these issues.

13. Next Steps: What Will We Do? • We will use the discussion today to inform the development of the White Paper. A draft will be posted on the ERIC web site during the summer for comment before it is submitted to the CLD in August. • The report will include recommendations for short-term and long-term action. • We ask you to remember that the task force has no authority to dictate any changes in practice or policy. Our White Paper is meant to inform and recommend.

14. QUESTIONS • Based on your reading of the CPC’s reports on the single versus separate record issue, how would you evaluate each option? • A phased approach beginning with e-resources that are currently SFX-enabled include e-journals and e-books. Using the list provided on the handout identify those e-resources that are your next priorities for integration in the catalog. • What did we miss?