Desperately Seeking E-Resource Management

1. Desperately Seeking E-Resource Management Karen Calhoun Associate University Librarian For Technical Services Cornell University Library HKIUG - November 30, 2004

2. A Short History of Why We Cared • OCLC Cooperative Online Resource Catalog (CORC) project • Cornell’s CORC Report (Dec. 1999) • http://www.library.cornell.edu/staffweb/CORCFinalReport.html • CORC eventually evolved into OCLC Connexion Cornell University Library

3. Short History, Continued “CORC can allow collection development and acquisitions staff to assume a broader role in the CUL networked resources workflow… Of particular importance, they could enter those fields that rely on special knowledge of the resource or the acquisitions process… The full potential of the workflow with which we have experimented can be realized only if selectors and acquisitions staff can use a database—CORC or an alternative—that includes those fields and features most useful to them... “ Cornell University Library

4. The Birth of the Digital Library Federation E-Resource Management Initiative (ERMI) • Descriptive metadata is not enough; need evaluative and managerial metadata • This kind of metadata not well supported in library management systems • More research in 2000-2001: • “An Application Profile and Prototype Metadata Management System for Licensed Electronic Resources” (Adam Chandler, Cornell, ALA Lazerow Fellowship) • “Corral the various individual initiatives into a standard solution, a solution less institution specific and thus more valuable to librarianship” • Tim Jewell, University of Washington • Work done for the Digital Library Federation (2001-) Cornell University Library

5. More on ERMI • DLF Electronic Resource Management Initiative Steering Group • Ivy Anderson (Harvard), Adam Chandler (Cornell University), Sharon Farb (UCLA), Tim Jewell (chair, University of Washington), Kimberly Parker (Yale); Angela Riggio (UCLA), Nathan Robertson (Johns Hopkins) • A Web Hub for Developing Administrative Metadata forElectronic Resource Management • http://www.library.cornell.edu/cts/elicensestudy/home.html Cornell University Library

6. DLF ERMI Deliverables) • Problem Definition/Road Map (lead: Tim) • Functional Requirements (lead: Ivy) • Workflow Diagram (lead: Kim) • Entity Relationship Diagram for Electronic Resource Management (lead: Nathan) • Data Element Dictionary (lead: Angela) • Electronic Resources Management System Data Structure (lead: Kim) • XML Investigation (lead: Adam) Cornell University Library

7. So What? • How are we doing? • How are other libraries doing? Cornell University Library

8. Cornell University Library

9. “misery loves company” “The three most cited challenges were workload (ensuring sufficient staffing levels to cope with increasing numbers of electronic resources), the need for an electronic resources management module to assist in managing and tracking electronic resources, and the accessing and cataloging of electronic resources” [February 2004 survey, reported in Managing Electronic Resources (August 2004), ARL Spec Kit #282, pp. 13-14]. Cornell University Library

10. Now • E-resources are complex to select, describe, fund, support • 2.14 FTE reported (Cornell staff survey) • E-resource licensing, maintenance, troubleshooting • Plus selector time • Trying to figure out where in the workflow their purchases are, etc., etc. • Plus access services and other staff time • Identifying which resources available for ILL, e-reserves, distance ed, course Web sites, course packs • Plus reference staff time • Difficult to readily answer users’ questions • Plus user time (and frustration) Cornell University Library

11. Some E-resource tasks not supported by current library system • Generating and maintaining alpha and subject lists • Loading “aggregator” holdings information • License term negotiation, tracking, and communication processes • Wide staff involvement in selection & support • Problem tracking • Escalation/ triage paths • Planned, cyclical product reviews • Systematic usage reporting Cornell University Library

12. Result: creation of many separate documents and applications; and too much knowledge in the mind of a few key staff members. Cornell University Library

13. Cornell University Library

14. Vendor Initiatives (1) • Innovative Interfaces: “ERM” module announced 2003; some 60 sold to III customers, with another 4 or 5 stand alone (non-III) • “In creating this product, Innovative has taken care to comply with the DLF’s (Digital Library Federation) emerging standard for describing electronic resources” Cornell University Library

15. Vendor Initiatives (2) • ExLibris: “Verde” product announced; release planned by end of 2004 • From the outset, Verde was planned to address the requirements of the Digital Library Federation electronic resource management initiative. The Verde system extends these requirements, particularly in its approach to library consortia and its provision of cost-analysis tools. Cornell University Library

16. Vendor Initiatives (3) • Endeavor: “Meridian” product announced at ALA (http://www.endinfosys.com/meridian) • “The system’s functionality is guided by the requirements outlined by the Digital Library Federation’s Electronic Resource Management Initiative and interacts with integrated library systems, like Endeavor’s Voyager, for MARC and acquisitions data.” Cornell University Library

17. Vendor Initiatives (4) • Dynix: ERM White Paper available on the Dynix Web site, development to follow • “Dynix is a member of the DLF ERMI Vendor Reactor Panel and believes that participation in the DLF ERMI will not only help accelerate the introduction of ERM solutions, but will also promote industry interoperability.” Cornell University Library

18. Vendor Initiatives (5) • SIRSI: integrating ERMI concepts into existing products (prototype shown at ALA) • VTLS: "Verify" product and rapid development plan announced; linking product marketing to NISO "Views" (Vendor Initiative for Enabling Web Services) • Serials Solutions: a subset of ERM functionality will be built into their online management client Cornell University Library

19. Cornell ERM Functional Specs: Stakeholder Analysis • February 2004, Led a stakeholder analysis of CUL staff ERM needs • DLF ERMI Functional Specifications were used as a basis for the interviews Cornell University Library

20. Stakeholder Interviews-1 Cornell University Library

21. Stakeholder Interviews-2 • Saylor • Ochs • Solla • Westlake Cornell University Library

22. Stakeholder Interviews-3 Across All Functions Cornell University Library

23. What they wanted… • a better end-user interface • a less complex and labor-intensive process for loading and transferring e-resource metadata • more effective staff support for e-resource selection, evaluation, tracking, administration, and troubleshooting Cornell University Library

24. Vendor Visit – February 2004 Cornell University Library

25. ERM Implementation at Cornell HOW’S IT GOING? Cornell University Library

26. Advantage of Data Relationships Resource Record 1 Resource Record 2 Contact info License info Bib info (title A) Bib info (title B) Order info Coverage Coverage Other info Coverage Cornell University Library

27. ERM Status at Cornell (1) • Signed contract with Innovative Interfaces, Inc. in summer 2004 for purchase of standalone ERM software • Task force • Adam Chandler (IT librarian; data conversion/migration) • Surinder Ghangas (database administrator) • Bill Kara (technical services) • Jesse Koennecke (access services) • Maureen Morris (user interface; public services) • Scott Wicks (project leader; licensing; acquisitions) Cornell University Library

28. ERM Status at Cornell (2) • Server installed • Training completed (end of September) • Next steps • Resolve data migration details (bib, coverage) • Retool CUL workflow • Customize public interface • Input resource and license data • Set switchover date Cornell University Library

29. Add screenshot(s) of public interface Cornell University Library

30. ERM Implementation at Cornell Target date: March 15, 2005 Cornell University Library

31. Questions and Comments • Cornell ERM Project Website http://www.library.cornell.edu/ tsweb/eresources/ermweb/ermprojectsite.htm • Or Google “erm implementation cornell” • Or Karen Calhoun or Scott Wicks ksc10@cornell.eduor sbw2@cornell.edu Cornell University Library