Steve McCrackenPeter McCracken, MLSSerials Solutions, Inc.
Electronic Resource Management System
Overview & Development Status
Mike ShowalterProduct Manager
This document may not be delivered outside your local library staff without
permission of Serials Solutions
The Need for Electronic Resource Management
• Librarians need a solution that provides:
• Reduced time required for subscription management tasks
• Less duplication of data entry
• Ability to manage both full-text electronic journal content and non-journal electronic databases
• Direct integration of resource management with resource delivery
• Consistent, accurate knowledgebase
• Rapid deploy, easy admin, low cost
The Need for Electronic Resource Management
• Serials Solutions application requirements:
• Build on top of existing resource management module (AMS) and knowledgebase
• Support enhanced delivery of electronic resources to all clients through extended knowledgebase of non-journal resources
• Continued direct integration of resource management with resource delivery
• Rapid deploy, easy admin, low cost
• Phased development
• Use DLF-ERMI guidelines whenever possible
Electronic Resource Lifecycle
ERMS – our newest solution
Electronic Resource Management System Manage all of the processes throughoutthe lifecycle of e-resources:
• Discovery• Pre-acquisition evaluation• Trial• Reject or Acquire
License management Subscription Management Contact management
• Customize• Access and proxy management• Post-acquisition evaluation
Manage all activities from a single module
Electronic Resource Lifecycle
Goal: build tools that help during each step of the
resource lifecycle
ERM Feature Categories
BibliographicAcquisition AccessSubscription Licensing Analysis
•Track acquisitions workflow
•Enable inter-staff communication
•Manage resource trials
•Record selection notes and decisions
•Exchange resource data with ordering system
•Record and manage financial metadata
•Manage administrative metadata
•Record problems in incident log
•Manage vendor contacts
•Track expiration & renewal dates
•Manage vendor usage statistics
•Resource termination & renewal management
•Resource alerts
•Manage resource licenses
•Link to local and vendor copies of license
•Keep track of terms of use and authorized user groups
•Deliver relevant terms of use to patrons
•Manage the library’s archival rights to a resource
•Record breaches in incident log
•Identify all bibliographic entities, subscribed and not subscribed
•See all versions of work in one interface
•Share bibliographic metadata with other applications
•Customize bibliographic metadata (URLs, dates, etc.)
•Track non-journal resources
•Export resource MARC records for ILS
•Integrate proxy information with resources
•Integrate bibliographic data with resource discovery tools
•Store lists of IP addresses used for access
•Communicate changes to vendors
•Identify overlapping coverage in resources
•Keep track of search stats
•Record and report patron click-throughs to resources
•Predict use of resource prior to acquisition
•Compare local usage stats to peer libraries
•Calculate cost-per-click metrics
ERM Feature Categories
BibliographicAcquisition AccessSubscription Licensing Analysis
•Track acquisitions workflow
•Enable inter-staff communication
•Manage resource trials
•Record selection notes and decisions
•Exchange resource data with ordering system
•Record and manage financial metadata
•Manage administrative metadata
•Record problems in incident log
•Manage vendor contacts
•Track expiration & renewal dates
•Manage vendor usage statistics
•Resource renewal & termination management
•Resource alerts
•Manage resource licenses
•Link to local and vendor copies of license
•Keep track of terms of use and authorized user groups
•Deliver relevant terms of use to patrons
•Manage the library’s archival rights to a resource
•Record breaches in incident log
•Identify all bibliographic entities, subscribed and not subscribed
•See all versions of work in one interface
•Share bibliographic metadata with other applications
•Customize bibliographic metadata (URLs, dates, etc.)
•Track non-journal resources
•Export resource MARC records for ILS
•Integrate proxy information with resources
•Integrate bibliographic data with resource discovery tools
•Store lists of IP addresses used for access
•Communicate changes to vendors
•Identify overlapping coverage in resources
•Keep track of search stats
•Record and report patron click-throughs to resources
•Predict use of resource prior to acquisition
•Compare local usage stats to peer libraries
•Calculate cost-per-click metrics
ERM Feature Categories
BibliographicAcquisition AccessSubscription Licensing Analysis
•Track acquisitions workflow
•Enable inter-staff communication
•Manage resource trials
•Record selection notes and decisions
•Exchange resource data with ordering system
•Record and manage financial metadata
•Manage administrative metadata
•Record problems in incident log
•Manage vendor contacts
•Track expiration & renewal dates
•Manage vendor usage statistics
•Renewal & termination management
•Resource alerts
•Manage resource licenses
•Link to local and vendor copies of license
•Keep track of terms of use and authorized user groups
•Deliver relevant terms of use to patrons
•Manage the library’s archival rights to a resource
•Record breaches in incident log
•Identify all bibliographic entities, subscribed and not subscribed
•See all versions of work in one interface
•Share bibliographic metadata with other applications
•Customize bibliographic metadata (URLs, dates, etc.)
•Track non-journal resources
•Export resource MARC records for ILS
•Integrate proxy information with resources
•Integrate bibliographic data with resource discovery tools
•Store lists of IP addresses used for access
•Communicate changes to vendors
•Identify overlapping coverage in resources
•Keep track of search stats
•Record and report patron click-throughs to resources
•Predict use of resource prior to acquisition
•Compare local usage stats to peer libraries
•Calculate cost-per-click metrics
One-Stop Knowledgebase Maintenance . . .
Leverage Serials Solutions Knowledgebase
One change affects all of your access points:• Federated Search• A-to-Z Title list• OpenURL link resolver• ILS via updated MARC records• Export data to third-party applications
Maintain a single knowledgebase to support all of your access and management tasks
Why the Knowledgebase Matters
Why focus on the knowledgebase?• The knowledgebase, and the ability to customize
it, are at the foundation of an efficient & accurate ERM solution. – A complete management & access solution for
e-resources must deliver both software and data.
• Solutions for electronic collections require exclusive focus on those collections.– The software of an ILS system and an E-serials
access and management system, even when provided by the same company, are often not integrated very well.
ERM: Foundation for Resource Discovery
Serials Solutions Global
Knowledge Base
Library knowledgebase
Global knowledgebase tier maintained by Serials Solutions staff daily
Library-specific knowledgebase maintained by library staff using Serials Solutions data management tools
Resource discovery tier for staff and patrons to find and use your electronic resources
3rd-party applications
AMS-ERMS Feature Comparison
AMS and ERMS share features
and functionality
AMS-ERMS Feature Comparison
ERMS provides new features and benefits
AMS-ERMS Development Path in Future
AMS/ERMS ERMS
• Bibliographic control• Access management• Limited analysis tools• Product-specific
features
• Subscription management
• Acquisition management
• Licensing management• Enhanced analysis
tools
Electronic Resource Lifecycle: Discover
• What aggregator packages are available and which journals are in them?
• Show me all sources for a journal in both subscribed and unsubscribed databases.
• Indicate my electronic coverage for my print journals.
Discovery solution: e-Catalog
Use the e-Catalog to search the entire electronic knowledge base
Discovery solution: e-Catalog
Search by provider, database or journal name
Discovery Solution: e-Catalog
Alternate and abbreviated titles searches supported
Discovery Solution: e-Catalog
View title-level metadata
Discovery Solution: e-Catalog
Non-Journal Resources to be Tracked Manage all of your e-resources:
• A&I• eBooks• Reference Databases• Image Archives• Online Encyclopedias
•More than 2,000 newresources have beenidentified for tracking
Electronic Resource Lifecycle: Evaluate
• Pre-acquisition evaluation issues– Show me the unique titles
we’ll gain if we add a package
– What kind of use can my library expect from a database we’re considering purchasing?
Evaluation Solution: Overlap Analysis
Overlap analysis takes coverage dates into account to determine overlap
See overlap of resource under evaluation in context of other resources
Evaluation Solution: Overlap Analysis
Drill down within overlap analysis to see list of titles that are unique
Evaluation Solution: Overlap Analysis
Evaluation Solution: Benchmarking
Benchmarking based on peer group comparisons
•Carnegie classification system• IPEDS enrollment data• Medians calculated for each peer group level• Data is updated daily, aggregated for the year• Search stats, subjects and click-throughs all included•View numbers for databases, even when not subscribed
Evaluation Solution: Benchmarking
Predict ballpark usage for resource with benchmarking tool
Electronic Resource Lifecycle: Trial
• Add a resource as a trial• Record trial metadata, such as
login and password• Provide access to trial • Record feedback from trial
participants
Trial Solution
• Resource can have a “status” attribute assigned• Status is customizable by library• Use e-Catalog to find resources by status• Create trial notes using the Resource Notes Manager
Electronic Resource Lifecycle: Acquire
• We need to record the terms of use for a resource
• Where is the local copy of the physical license?
• Who is the licensing contact for the resource?
• We need to record and manage the subscription metadata.
Resource Metadata
Manage resource administrative
metadata
License Manager
Licenses can be applied at any level: provider, database, journal
View and manage all resource licenses from a
single interface
License Management: Resource License
Resource Licenses
Use prevail flag to indicate prevailing
license when multiple active licenses apply
Clone a license to save time on data entry when adding new
version
Resource Licenses
Record detailed license information, including custom status, license
type and reviewer
Terms of Use
Terms of use can be attached to license
to indicate valid user groups, valid uses,
and custom notes to provide additional
details
Use the public display flag to pass terms of use details to hosted products to inform
patrons
Resource Notes Manager
Keep track of resource outages and other issues with resource notes manager
Customize note types and status options to
reflect local needs
Add notes to provider, database or
journal levels
Notes Manager
Keep track of additional details about the original note
Contact Manager
Contact manager provides easy access to all resource contacts
Customize contact types and roles to reflect local needs
Contact Manager
Contact can have more than one role
Menu Manager
Customize menus for contact, report and license managers
Electronic Resource Lifecycle: Customize
• Our ScienceDirect coverage begins in 1995, so we need to set cascading date limits across all journals in that database
• We need to add a custom note to a holding to let users know they need a login/password for access
Customize Solution
Set custom date ranges at provider, database
and holding levels
Customize URLs, database names, and
proxy information
Add custom notes at database, journal and
holding levels
Electronic Resource Lifecycle: Access
• We use a proxy and need to integrate it with the URLs for our resources.
• The resources we maintain in our library’s knowledge base should integrate directly with our patron-facing resource discovery tools.
Access Solution: Proxy and URL customization
Access Solution: Resource Discovery Tools
Terms of Use Display
Terms of use can be viewed from within E-Journal Portal and Article Linker
Patron can click on terms of use link to view detailed terms
from staff-managed license
Terms of Use Display
Terms display for each journal holding, pulled directly from the prevailing terms of use recorded
in an ERMS license
Electronic Resource Lifecycle: Evaluate
• Post-acquisition evaluation– How many times did patrons
click through to the resource when using a hosted product?
– Which subjects are used the most in the subject browse feature in the E-Journal Portal?
– I need a spreadsheet of the totals of all the search types used by patrons.
– How does our use of a database compare to peer institutions?
Evaluation Solution: Click-Through Statistics
View click-through stats at holding, journal, database or provider levels. UI allows you to easily navigate up
and down the hierarchy.
Evaluation Solution: Click-through Statistics
Evaluation Solution: Search Stats
View or export search stats that include line item totals and complete
search and browse totals
MARC Record and OpenURL searches are available for hosted 856
and Article Linker searches
Evaluation Solution: Subject Stats
Evaluation Solution: Benchmarking
Electronic Resource Lifecycle: Manage
• We need a single point of entry to manage our electronic resource data
• Library staff want to know at a glance which resources are available and their status
• One click access to metadata management, contacts and resource reports
Management Solution: Data Manager
Where do we go next?
• Continue development on ERMS 1.0 (ALA release)– Acquisition workflow manager– Vendor stats management– Non-journal resources
• Planning and requirements gathering for post-ALA development iteration (6 to 8 week release cycles)– Resource alerts– Renewal & termination management– Resource note routing– Cost tracking– Export resource-level MARC records– Extend metadata fields based on client feedback and
backfilling ERMI requirements• Future development efforts
– Consortia resource management tools– Extend resource analysis tools– Collection development tools
Vendor Stats Management
Vendor stats management developed in phases
•Phase 1•Record metadata about vendor stats
• Phase 2• Manage stats collection
• Phase 3• Aggregate Project Counter stats into single data set for reporting
Do you want more information?Contact me at [email protected]
or
1- 866-737-4257 ext. 30
Thank you for your time!