Electronic Resource Management Issues

1. 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

2. 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

3. 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

4. Print Linear Performed by a single individual at each step Can be done by clerical staff Not time-intensive Electronic Iterative, multiple steps performed simultaneously Team-based Requires higher level of professional involvement Time-intensive Acquisitions Process

5. Functions: Selection and Acquisition • Propose • Mount trial • Evaluate • Content, interface • Technical compatibility • License terms • Select • Arrange funding / make deals • Negotiate License • Order

6. 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

7. 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

8. Functions: Support Recording hardware and software requirements Technical support and troubleshooting Problem logs User support, documentation and training Designated local support contacts

9. Functions: Evaluation Information needed for renewal and retention decisions: Problem history Downtime records Usage statistics Renewal ticklers

10. Description Collection Level Title Publisher Interface “Etc.” Title Level Title ISSN Date Coverage Embargo Period? Completeness Format “Etc.”

11. 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.”

12. Access and Administration • URLS • IP ranges • Passwords • Access • Administration • Usage Statistics • Vendor Contacts • Contract • Sales • Technical • Trouble History

13. Transaction Details Price Pricing Model Payment Date Renewal Date Renewal Notification Date Internal Budgeting Details Fund A Fund B Fund C

14. 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 E-Resource Management Systems and Initiatives

15. Public Displays and Functions

16. UCLA(based on Sharon Farb’s 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

17. UCLA Online Materials Page

18. UCLA Online Materials Page (2)

19. Yale E-resource presentation

20. Yale E-resource presentation (2)

21. Yale E-resource presentation (3)

22. Yale License Information

23. Yale License Information (2)

24. Penn State (ERLIC)(based on Bob Alan’s 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

25. Penn State (ERLIC)Billboard Function

26. Staff Views and Functions

27. UCLAResource Screen

28. UCLA Bibliographic Screen

29. UCLA Descriptors Screen

30. UCLA Licensing Screen

31. UCLA Troubleshooting Screen

32. 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

33. 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

34. Evolution of the DLF Initiative • Outgrowth of Tim Jewell’s 2001 DLF study, “Selection and Presentation of Commercially Available Electronic Resources”http://www.clir.org/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

35. 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)

36. 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) Librarian Reactor Panel

37. Vendor Reactor Panel (initial membership) • Ted Fons (Innovative Interfaces) • Oliver Pesch (EBSCO) • Kathleen Quinton (OCLC) • Melissa Stockton (Colorado Alliance) • Jenny Walker (ExLibris)

38. Project Deliverables: Fall 2003 • Problem Definition/Road Map • Entity Relationship Diagram • Data Elements and Definitions • Workflow Diagram • Functional Specifications • XML Schema

39. Challenges: Localization Selection and acquisitions workflow Approaches to resource discovery Subjects and resource types Access management Proxies Persistent URLs

40. Example: Persistent URLs PsycInfo at: Columbia: http://www.columbia.edu/cgi-bin/cul/resolve?ALD2284 Harvard: http://nrs.harvard.edu/urn-3:hul.eresource:psycinfo MIT: http://libraries.mit.edu/get/psycinfo

41. 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… Challenges: Interoperability and Data Exchange

42. Challenges: Integration • OPACS • federated search portals • A-Z ejournal lists • link resolution services • Course management systems

43. Vera Demo Ellen Finnie Duranceau Digital Resources Acquisitions Librarian, MIT May 20, 2003

44. 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]

45. 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 limits—recorded 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?’

46. 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

47. Public Vera: Search Screen

48. Public Vera: Databases for Aero/Astro

49. Public Vera: Web of Science search results

50. Public Vera: Donor Acknowledgement