Managing Electronic Resources: A Merry-Go-Round Process of Adaptation and Change

1. Managing Electronic Resources: A Merry-Go-Round Process of Adaptation and Change Wong Ming Kan Acquisitions Librarian HKUST Library 20 April 2010

2. Contents • HKUST Library in 1997 • Technological advancement in information delivery • ERM developments • Library’s adaptations and changes using ERM • Concluding remarks

3. HKUST Library in 1997

4. Development Efforts of Library Automation Vendors in 1997 [1] Pamela Cibbarelli (1997) observed four interrelated technological developments 1. Migration from host/terminal systems to client server architecture: As the libraries expand the use of the terminals to include access to the Internet, other internal databases, CD-ROMS, word processing, and so on it is necessary to replace the “dumb” terminals with equipment which is able to do more. 2. Adoption of graphical interfaces: Graphical interfaces for the cataloguing, circulation, serials control and acquisitions modules are now being developed. As a result, technical processing department now can enjoy data entry screens with point and click interfaces, drop-down windows and full screen editing

5. Development Efforts of Library Automation Vendors in 1997 [2] Pamela Cibbarelli (1997) continues… 3. Embracing the Internet: Character-based interfaces are easier for the vendors to accomplish: many of us have accessed libraries throughout the world with a simple telnet connection or dialup access. Graphical-based interfaces are a bit tougher for several reasons: the specifications keep changing as Web browser technology continues to be reinvented at a dazzling pace … 4. Acceptance of new operating systems: Many microcomputer-based Integrated Online Library Operating Systems packages are migrating to both Windows 95 and Windows NT systems.

6. Timeline of Commercial ERM Developments and Standards: 2000 – 2007 [1] Historical development trend (Murdock, 2010): 2000 – First A to Z list by Serials Solutions 2001 – OpenURL linking emerges 2002 – ERMI Steering Group forms 2003 – COUNTER standards for e-resource statistics 2004 – DLF ERMI published. First ILS integrated ERMS 2005 – Federated searching burgeons 2006 – SUSHI (Standardized Usage Statistics Harvesting Initiatives) by NISO (http://www.niso.org/workrooms/sushi) 2007 – SERU (Shared E-Resource Understanding) (http://www.niso.org/workrooms/seru)

7. Timeline of Commercial ERM Developments and Standards: 2000 – 2007 [2] Murdock (2010) also had the following comments: There were originally no standards in place to assist in determining staff and workflow issues involved in e-resource management. That changed in 2004 with the publication of the Digital Library Federation’s (DLF’s) Electronic Resource Management Initiative (ERMI), which, among other things, put forth suggested workflow operations for e-resource management in libraries. In May of 2002, the National Information Standards Organization (NISO) and the DLF coordinated the creation of a group intended to guide this project. The resulting report contains a set of standards that serve as a measuring stick for ERM development. • The above report released in August 2004 summarized in detail some 50 functional requirements of an effective ERM.

8. Overview flowchart for Physical Resource Acquisition and Management Overview flowchart for Electronic Product Acquisition and Management Notification of new product Notification of new product Product consideration Product consideration and trial process Acquisition process Technical evaluation Business negotiation Licensing negotiation Receipt and physical processing Implementation processes Maintenance and review Retention, circulation, preservation Source: Jewell, T.D., et.al. 2004

9. 1 1. A decision to “proceed” indicates that the product’s content has been evaluated during the preceding consideration process and a serious effort to acquire the product should begin. Source: Jewell, T.D., et.al. 2004

10. 2 4 3 2. Parallel processes may begin during or following a trial period; the trial will assist in answering questions raised during the parallel review processes. 3. A review of whether the product will function without difficulty within the institution’s technical environment. 4. Business issues to be investigated may include: price, archival needs, interface trajectory, vendor quality, branding capability, usage statistics, OpenURL compliance, deep-linking capability, etc. Source: Jewell, T.D., et.al. 2004

11. 5 6 5. Possible signing of license by this point - the “order/register/formally sign license” action point is completed when the institution has formally committed to acquiring the product. 6. The action of notifying catalogers and service administrators may occur at any number of points; some products are problematic for service managers and early notification is often very beneficial. Source: Jewell, T.D., et.al. 2004

12. 7 8 7. “Routine product maintenance” may include the capture of usage statistics, troubleshooting and resolving problems, routine product changes from the vendor (such as URL revisions), revisions to public documentation, etc. 8. A truncated form of the review of a new product that may vary from product to product and from institution to institution. Source: Jewell, T.D., et.al. 2004

13. License Record Maintenance (HKUST)

14. Resource Advisory Notes (HKUST)[1]

15. Resource Advisory Notes (HKUST)[2]

16. Resource Advisory Notes (HKUST)[3] Scheduled Maintenance and Technical Problem • Access to [name of e-resource] will not be available on [date], from 10:00 am to 10:00 pm, due to a scheduled maintenance by the Service Provider. Normal service will resume after the maintenance. • Users of [name of e-resource] may experience intermittent interruptions in service on [date] as the remote host server is unstable. We have contacted the Service Provider to fix the problem. • Access to [name of e-resource] will not be available on [date], from 10:00 am to 10:00 pm, due to a system upgrade by the Service Provider. Normal service will resume after the maintenance.

17. Resource Advisory Notes (HKUST) [4] • Subscription rectification • Access to some [name of e-resource] journals may not be available due to the change of subscription term. We have contacted the Service Provider to rectify the issue. • Due to significant price increase, subscription renewal for [name of e-resource] is currently under review. Access is therefore temporarily unavailable. • Breaching • Users may encounter access problems when connecting to [name of e-resource] due to simultaneous and excessive downloading of data by a/some user(s) at UST. We are working with the Service Provider to remedy the breach of fair usage policy.

18. Site Monitor (HKUST) • Critical Asian Studies (T&F journal, accessed via Informaworld) • Full text available: • Before 30 March 2010, from year 2001 to current volumes. • Viewed 30 March 2010, found year 2005 to 2008 only. (Contact Informaworld) • Viewed 15 April 2010, resumed from year 2001 to current volumes. • Payment history: • Subscribed P-only from 1997 to 2002 • Subscribed P+E from 2003 to 2009 • Change subscription format from P+E to E-only in 2010 • Human-Computer Interaction(T&F journal, accessed via Informaworld) • Full text available: • Before 30 March 2010, from year 1985 to 2009. • Viewed 30 March 2010, from year 2008 to 2009 only. (Contact Informaworld) • Viewed 15 April 2010, found still from year 2008 to 2009 only. • Payment history: • Subscribed P-only from 1995 – 2002 • Subscribed P+E in 2003 • Subscribed E-only from L. Erlbaum Associates from 2004 to 2007 • Subscribed E-only from T&F from 2008 to 2009 • Cancel subscription with T&F in 2010

19. Invoice Payment (HKUST)

20. Challenges in ERM Development[1] • Various standards are available for library vendors, subscription agents, and publishers. For Examples: • Standardized usage Statistics Harvesting Initiative (SUSHI) • Online Information Exchange (ONIX) • Serials Online Holdings (SOH) • The lack of full implementation of existing standards reduces the interoperability and data compatibility between ERM systems and add to management burden for libraries using ERM systems from multiple proprietors. • Proprietors are challenged to enhance flexibility of their ERM systems to address requirements and ongoing changes needed by libraries. • Finding the balance between core functionalities of an ERM system and customization to meet needs of individual libraries is another challenge.

21. Challenges in ERM Development[2]

22. Conclusions • Commercial ERM systems hold great promises in the management of electronic resources when a library cannot afford a tailor-made electronic resource management system. • However, these products have different features and each must be evaluated against the library’s current ILS, size and strategic goals in information delivery.

23. References [1] Andrews, Mark. (2007) “Changing Markets, Changing Relationships: How Libraries and Vendors Respond to the “Next Generation” Challenge,” Library Hi Tech, Vol 25 No 4, pp. 562-578. Blake, Kristen, and Stalberg, Erin. (2009) “Me and My Shadow: Observation, Documentation, and Analysis of Serials and Electronic Resources Workflow,” Serials Review, Vol 35 No 4, pp. 242-252. Blocker, LouAnn. (2006) “Electronic Resource Management Software: A Brief Overview,” Tennessee Libraries, Vol 56 No 2, pp. 1-5. Breeding, Marshall. (2004) “The Many Facets of Managing Electronic Resources,” Computers in Libraries, Vol 24 No 1, pp 25-28. Cibbarelli, Pamela R. (1997) “Library Automation Vendors: Today’s Perspective,” The Electronic Library, Vol 15, No 3, pp167-168. Collins, Maria. (2005) “Electronic Resource Management Systems: Understanding the Players and How to Make the Right Choice for Your Library,” Serials Review, Vol 31, pp. 125-140. Collins, Maria. (2008) “Electronic Resource Management Systems (ERMS) Review,” Serials Review, Vol 34, pp. 267-299. Duranceau, Ellen F, and Hepfer, Cindy. (2002) “Staffing for Electronic Resource Management: The Result of a Survey,” Serials Review, Vol 28 No 4, pp. 316-320.

24. References [2] Dunham, Barbara S, and Davis, Trisha L. (2009) “Literature of Acquisitions in Review, 2004-7,” Library Resources & Technical Services, Vol 53 No4, pp. 231-242. Electronic Library Focus Interview with Min-Min Chang, et al. (1997) “Library Automation: A Year On,” The Electronic Library, Vol 15 No 3, pp.196-200. Fuller, Kate, et al. (2009) “Making Unmediated Access to E-Resources a Reality,” Reference & User Services Quarterly, Vol 48 Issue 3, pp. 287-301. Jewell, Timothy D, et al. (2004) Electronic Resource Management: Report of the DLF Electronic Resource Management Initiative. Washington, D. C.: Digital Library Federation, available at: http://www.diglib.org/pubs/dlf102/ (accessed 10 April 2010). Kennedy, Marie R. (2004) “Dreams of Perfect Programs: Managing the Acquisition of Electronic Resources,” Library Collections, Acquisitions, & Technical Services, Vol 28 No 4, pp. 449-458. Murdock, Dawn. (2010) “Relevance of Electronic Resource Management Systems to Hiring Practices for Electronic Resources Personnel,” Library Collections, Acquisitions, & Technical Services, Vol 34, pp. 25-42. Spodick, Edward F, and Wong, Ming-Kan. (2005) “ERM@HKUST: Improving Staff Workflow and Patron Access,” 6th Hong Kong Innovative Users Group Meeting, 8-9 December 2005, Hong Kong, available at: http://repository.ust.hk/dspace/handle/1783.1/2442.