ERM: how it all fits ERM: how it all fits togethertogether

Louise ColeLouise Cole

E-resources Team LeaderE-resources Team Leader

University of LeedsUniversity of Leeds

SummarySummary

►What is ERM?What is ERM?►Why use it?Why use it?►Pre- and post- ERMPre- and post- ERM►ERM structureERM structure►Resource and licence recordsResource and licence records►Coverage databaseCoverage database►OPAC displayOPAC display►Where next?Where next?

ERM – what is it?ERM – what is it?

►Allows data on e-resources (e-journals Allows data on e-resources (e-journals and databases) to be integratedand databases) to be integrated

►Better service for the customerBetter service for the customer►Better management of e-resource Better management of e-resource

material by librariesmaterial by libraries►Bringing information together which Bringing information together which

was previously held in different was previously held in different systemssystems

Paper Files

Spreadsheets

Database

Anything

[Bibliographic Record]Agricultural Economics

[Bibliographic Record]Archives of Brain Studies

[Bibliographic Record]Methods in Spectroscopy

[Holdings Record]1975 – 2001

[Holdings Record]Vol. 65 -

[Holdings Record]1998 - Present

License Details

Payment Details

System Details

Contact Details

Why use ERM?Why use ERM?

The system pre-ERM …The system pre-ERM …

► Bibliographic records and holdings recordsBibliographic records and holdings records► No direct link between bibliographic records No direct link between bibliographic records

from the same providerfrom the same provider► No title lists, resource, contact, or licence No title lists, resource, contact, or licence

information easily accessibleinformation easily accessible► Very little information available to the Very little information available to the

customercustomer► Manual cataloguing and linkingManual cataloguing and linking► Information hidden in various places; difficult Information hidden in various places; difficult

to identify or locateto identify or locate

[License Record]License Details

[Vendor Record]Contacts

[Resource Record]

Science Direct

[Bibliographic Record]Agricultural Economics

[Holdings Record]1975 - Present

ERM Structure ERM Structure

[Resource Record]EBSCO EJS Journals

Service

[Order Record]Payments

[Bibliographic Record]Archives of Brain Studies

[Bibliographic Record]Methods in Spectroscopy

[Holdings Record]1975 – 2001

[Holdings Record]Vol. 65 -

[Holdings Record]1998 - Present

Changes …Changes …

►New record types:New record types: ResourceResource LicenceLicence ContactContact

►Also possible to relate orders and Also possible to relate orders and import usage statisticsimport usage statistics

►Records link directly to each otherRecords link directly to each other

The system post-ERM …The system post-ERM …

► Resource records at top level for each providerResource records at top level for each provider► Bibliographic and holdings records – holdings Bibliographic and holdings records – holdings

record related to resource recordrecord related to resource record► Licence and contact records linked to resource Licence and contact records linked to resource

recordrecord► Much more information available to customers Much more information available to customers

and full range of information available to and full range of information available to library stafflibrary staff

► Automatic generation of new bibliographic and Automatic generation of new bibliographic and holdings records for new titles on loading holdings records for new titles on loading coverage datacoverage data

At Leeds …At Leeds …

►Start of project: estimated 200 Start of project: estimated 200 providersproviders

►End of project: 595 providersEnd of project: 595 providers

►Start of project: 11,000 e-journalsStart of project: 11,000 e-journals►End of project: 28,000 e-journalsEnd of project: 28,000 e-journals

►Length of project: 1 yearLength of project: 1 year

ProcessProcess

► Customise resource and licence recordsCustomise resource and licence records► Identify and name providers; create Identify and name providers; create

resource recordsresource records► Establish titles and coverage; create Establish titles and coverage; create

spreadsheetsspreadsheets► Add dummy ISSNs where neededAdd dummy ISSNs where needed► Load spreadsheets into ERM; links existing Load spreadsheets into ERM; links existing

and new records to new resource recordand new records to new resource record► Locate and add licence informationLocate and add licence information

Phase one: the resource Phase one: the resource recordrecord

► Information on:Information on: Help guides / training materialHelp guides / training material Usage statistics and administration Usage statistics and administration

functionsfunctions Resource advisory notes (downtime, etc.)Resource advisory notes (downtime, etc.) Type of packageType of package Renewal and registration datesRenewal and registration dates

►Use of multi-value fieldsUse of multi-value fields►Use of ticklers (alerts)Use of ticklers (alerts)

The resource recordThe resource record

Phase one: the licence recordPhase one: the licence record

► Information on:Information on: On- or off-campus availabilityOn- or off-campus availability Who can use – staff and students, walk-in Who can use – staff and students, walk-in

users, etc.users, etc. Use of material for course packs and Use of material for course packs and

document supplydocument supply Number of users allowedNumber of users allowed Archival provision after cancellationArchival provision after cancellation

The licence recordThe licence record

Finding out what we have …Finding out what we have …

►Licences (appendices detailing titles)Licences (appendices detailing titles)►Subscription listsSubscription lists►Serials Solutions (but …)Serials Solutions (but …)►Listservs; publisher announcementsListservs; publisher announcements►Word of mouthWord of mouth►Trial and errorTrial and error►Surprise!Surprise!

Print and e, or e-only?Print and e, or e-only?

►Leeds has one record for print and e Leeds has one record for print and e togethertogether

►Different process depending on Different process depending on whether you have separate records for whether you have separate records for print and e, or integrated recordsprint and e, or integrated records

►Will affect loading process; OPAC Will affect loading process; OPAC display, etc.display, etc.

The coverage databaseThe coverage database

Related holdingsRelated holdings

The old OPAC displayThe old OPAC display

The new OPAC displayThe new OPAC display

The new OPAC display (2)The new OPAC display (2)

Benefits of ERMBenefits of ERM

► Library StaffLibrary Staff One system for all e-One system for all e-

resource resource management tasksmanagement tasks

All activities focused All activities focused on Millenniumon Millennium

‘‘Best effort’ for Best effort’ for licence compliancelicence compliance

Efficient workload Efficient workload (using alerts / (using alerts / ticklers, etc.)ticklers, etc.)

► CustomersCustomers One point for all One point for all

information neededinformation needed Faster resolution of Faster resolution of

access queries and access queries and problemsproblems

Enquiry desk staff Enquiry desk staff have better access have better access to informationto information

Information on ‘who Information on ‘who can use’can use’

Where next?Where next?

►Usage statistics – will be able to import Usage statistics – will be able to import statistics in COUNTER formatstatistics in COUNTER format

►Attached orders – will be able to use Attached orders – will be able to use this information to work out costing this information to work out costing based on usagebased on usage

►Subject headingsSubject headings►Resource descriptions and help pagesResource descriptions and help pages

Over to you!Over to you!