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Implementing ERM at Leeds: planning and implementation

Implementing ERM at Leeds: planning and implementation. Michael Emly 1 st September 2005. Objectives. To outline the process of implementation To discuss the issues faced To provide an overview of the functionality from a user/staff perspective To identify the benefits.

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Implementing ERM at Leeds: planning and implementation

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  1. Implementing ERM at Leeds: planning and implementation Michael Emly 1st September 2005

  2. Objectives • To outline the process of implementation • To discuss the issues faced • To provide an overview of the functionality from a user/staff perspective • To identify the benefits

  3. A bit of background • Some 12,000 checkins for e-journals • Electronic and print holdings on same bibs (where relevant) • Some e-journal checkins described holdings from more than 1 supplier • Use WAM – URLs on bib records in WAM format • Use WebBridge – Serials Solutions data already loaded into coverage database

  4. Context and constraints • Library has policy of using a formal project management methodology • Separate E-Resources Team exists, with 2 FTE staffing • Limited additional staff time available • Relevant data scattered between Millennium, web pages, Access database, etc.

  5. Objective To bring together information regarding holdings, licence conditions, authentication methods and suppliers of electronic resources within the ERM module and make such information available to customers and staff as appropriate Exclusions • Ebooks • Inclusion of data not currently held

  6. Project timetable Sept 2004 Oct 2004 – Jan 2005 Jan – Sept 2005 June-July 2005 Sept 2005 – Training from III Configure and test Input data and convert records to new style Staff training Full service

  7. System configuration and testing • Understanding how ERM works, esp. coverage database and “resource ID” field • Deciding on name and function of variable fields • Deciding on name and values of fixed fields and “multi-value” fields • Exploring OPAC display • Reviewing data sources and methodology

  8. System configuration (2) • Decided to maintain single record per title, regardless of format • Various issues around loading data into coverage database, inc. • Nature of Serial Solutions data • Problems with matching, esp. if no ISSN • Creation of bib record if none exists • Only explored indexing at a later stage

  9. Overview of loading process • Create resource/licence record for the supplier • Create review file of titles in Millennium for that supplier • Compile Excel spreadsheet of titles for the supplier (using SS data if available) • Cross check spreadsheet vs. Millennium vs. Access database • Load data into coverage database – creating new checkins in process • Delete URL (856) in the bib • Delete existing checkins

  10. Feedback from staff • Specialist training/info sessions provided for: • Enquiry staff • Faculty liaison staff • Technical processes staff • Overwhelmingly positive reaction

  11. Advantages • Easier management of subscriptions because all information is in one place • Customers can obtain through the OPAC all the information they require to use e-journals • Any member of staff is able to assist customers as comprehensive information is available to them through Millennium, including details of current problems

  12. Main issues & lessons • Allow time for learning ! • Quality of data from external services • Huge number of undocumented or uncatalogued subscriptions – soon have 27,000 e-journal checkins and nearly 9,000 additional titles!! • Revealed degree of overlap and duplication between packages • Some technical issues in ERM (mainly resolved in Release 2005) • Millennium won’t check URLs in checkins/coverage • MilCIRC less functional than other modules

  13. And ongoing … • Learning new habits (e.g. using incident log, usage stats) • Maintenance issues • Keeping load files and OPAC in step (don’t change Millennium record without also updating load file!) • Changes in packages • Cataloguing effort for new titles – or stick with skeleton records? • Monographic materials – will ERM expand to allow related item records? • Building new services

  14. But overall, a nice piece of software which permits a greatly enhanced service !!

  15. Any questions?

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