E-Resources Management

Athena HoeppnereResources Librarian

University of Central Florida

Pain

Connecting Users with Content

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convallis velit. In at sapien sit amet metus fringillaLinking & Access

Discovery

Authorization

Outcomes of Well Managed eResources

Discovery system includes metadata or user has a working persistent link

Link system has correct holdings turned onLink system has correct URL to contentAuthentication system properly configuredVendor recognizes library/organization (IP or

Shibb)Library has current license/access rightsVendor recognizes the access rightsAccess available at that moment (SU limits)Content host and delivery mechanism is workingNetwork is up, browsers accepts cookies and runs

scripts…

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Psyching Users with Inaccessible Content Pai

n

Why?

Outcomes of Flawed eResources Management

Cant find contentNot purchased/licensed (or licensed lapsed)Not in the discovery system index/OPAC/database list/searched sourceBad metadata in discovery systemVariant title, ISSN or other data searched/indexed

Can’t access contentNot purchased/licensedNot turned-on or configured in access-support systemsIncorrectly turned-on or configured (incorrect holdings in resolver, incorrect or missing EZproxy configuration Out of date, broken URLs

eResources Management Ecosystem

Management & Assessment

Linking & AccessDiscovery

Authorization

Communication & Organization

Workflow of E-Resource Management

ProvideSupport

EvaluateMonitor

ProvideAccess

RegisterIP Addresses

Portals/ Access lists

Proxy servers

Campus authentication

URL maintenance

Acquire

User IDsPreferences (store)

Holdings listsAccess restrictions

View rights for use

Problem log

Hardware needs

Software needs

Contact info

Troubleshoot/ triage

Trial useAssess need/budget

License terms

PriceEvaluate

Administer

Usage stats

Downtime analysis

Review problems

User feedback

Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch

E-Resource Pain Management

ProvideSupport

EvaluateMonitor

ProvideAccess

Register

IP AddressesPortals/

Access listsProxy servers

Campus authenticationURL maintenanc

e

Acquire

User IDsPreferences (store)

Access restrictionsView rights

for use

Problem log

Hardware needs

Software needsContact

infoTroubleshoot/ triage

Trial useAssess need/budget

License termsPriceEvaluate

Administer

Usage stats

Downtime analysis

Review problems

User feedback

Pain Aggravation

Holdings lists

http://old.diglib.org/pubs/dlf102/dlf102.htm

Since 2004 …

Verde®

Millennium™ ERM

360 Resource Manager

ERM Essentials™

Open ERAM

HERMIS

SwetsWise eSource Manager

Gold Rush

ERMes

CUFTS

Unified Resource Management

Web-scale Management Service (WMS)

CORAL

consider acquisition

recommend to consortia?

notify consortia of product

consideration

notify internal staff of product consideration

product trial?

no

yes

negotiated trial license required?

product trial start

initiate trial licensingprocess

yes

no

yes

yes

activate trial in public interface

announce trialdeactivate trial

in public interface

gather and consider trial

feedback

proceed?1

nono

log decision and reason not to

proceed

no yes

to Ap.2

determine if trial will be public

public trial? public trial?

yes

noyes

no

from Ep.4

product trial end

trial license terms

acceptable?

negotiate trial license terms

negotiation progress

expected?

noyes

supplyauthentication

info (IP addresses) to

provider

recordadministrative info: contact,

problem procedures, etc.

notification of new product

Electronic Resource ManagementWorkflow Flowchart

p. 1 of 4

end

Electronic Resource ManagementWorkflow Flowchart

p. 2 of 4

licenserequired?

technically feasible? 3

plan technical implementation

initiate licensing process

license terms acceptable?

negotiate license terms

negotiation progress

expected?

no

yes

yes

interrupt other parallel

processesno

yes

considerbusiness issues: price, interface,

archiving, reliability, etc.4

business terms

acceptable?

negotiate business terms

negotiation progress

expected?yes

no

log decision and reason not to

proceed

no

no

yes

from Ap.1

to Bp.3

This line indicates the end of parallel processing. After all processes leading to this line are complete, the next step in the flowchart may begin.

This line indicates the start of parallel processing. The processes leading from thisline may be done simultaneously or in any order. 2

log licensing info

yes

end

Electronic Resource ManagementWorkflow Flowchart

p. 3 of 4

from Bp.2

required order or

registration process?

confirm details of consortia or solo purchase

order/register/ formally sign

license

no

authentication info (IP

addresses, etc.) to provider

yes

customize interface

notify catalogers and service

administrators of live product

instruction guides

is this arenewal?

no

public display(s);

announce item

captured locally?

useful usage data

available from vendor?

product in usage capture

scheduleperiodic request

for improved usage data from

vendor

yes

no

no

yes

yes

to Cp.4

from Dp.4

product implemented

and service administrators of impending

product 6

activate/install product

receive activation info or

item from vendor

ensure completeness of

admin info about product

usage data harvested

from vendor also?

yes

no

This page includes many processes that must be completed before a product is fully implemented.Different institutions’ workflows may vary considerably at this point; therefore, many processes are depicted without much detail, and the order of some processes is somewhat arbitrary.

Electronic Resource ManagementWorkflow Flowchart

p. 4 of 4

impending expiration?

routine productmaintenance 7

product discontinued or moving to

new provider?

no

product review 8

license needs

renewal?

renew ?

yes

initiate licenserenewal process

license termsacceptable?

negotiate license terms

negotiation progress

expected?

no

yes

no

yes

subscription needs

renewal?

yes

yes

no

to Ep.1

inform vendor and provider of

product cancellation

perpetual access and/ or archival

rights?

edit public display(s) to

reflect changed holdings

remove product from public display(s)

no

yes

no

no

yes

no

no

from Cp.3

to Dp.3

yes

edit administrative data to reflect

retirement

edit administrative data to reflect

changed status

product moving to

new provider?

product moving to

new provider?

yes

no

product discontinued or moving to

new provider?

no

yesyes

end

Convolutions

Different Types of ERMSs 1. EBSCO’ ERM Essentials2. Ex Libris’ Verde3. Innovative Interface’ Innovative ERM4. Serials Solutions’ 360 Resource Manager5. TDNet’ TDNet ERM Solutions6. Colorado Alliance’ Gold Rush7. SirsiDynix’ E-Resource Central8. Priory Solution’ Research Monitor9. University of Notre Dame’ CORAL10. Simon Fraser University Library’ CUFTS11. University of Wisconsin-La Crosse’ ERMes12. SemperTool’ Resource Management System - RMS13. OCLC’ Web-share License Manager14. MIT’ VERA15. HARRASSOWITZ’ HERMIS16. The Johns Hopkins University’ HERMES

Electronic Resource Management: Progressive Trends. Dr. Nihar K. Patra

ERM Essential

Inovative

ERM

e-Resource

Man

eger

CUFTS

RMSVERA

HERMES

E-Resource

Central

02468

10121416

10

14

7 8 7

12

9 8 79

79 9

5

8

4

Features

Features

Electronic Resource Management: Progressive Trends . Dr. Nihar K. Patra

Features and Compliance ≠ Flexibility and Fit

3. What Electronic Resources Management System do you use?

1%

23%

2%4%

5%

1%4%

31%

30%

Verde

Serials Solutions

Alma

EBSCO ERM Essentials

CORAL

ERMes

OCLC WorldShare License Manager

Other

NoneOA in the library collection: The challenges of identifying and managing open access resources. Chris Bulock and Nathan Hosburgh.

Top 15 ERM Priorities Based on Librarian Survey

1. Workflow management2. License management3. Statistics management4. Administrative Information5. Acquisitions Functionality6. Integration/interoperability with other systems 7. Subscription management8. Public display9. Vendor contact information10. Support for collection evaluation11. Consolidate ERM information12. Package management13. Holdings Management14. Reporting15. Usability

At ERMS Length: Evaluating Electronic Resource Management Systems

Difficult Things• eBooks

• Consortial PDA• Simultaneous User Limits• Accrued uses Limits• Check out = lock out• App and DRM requirements

• Online Videos• DDA to lease• Lease expiration dates

• Access• Volume of and multiple locations for URLs, PURLs, 856• Google, OpenURL, Discovery, Catalog, Local list, EZproxy all in sync• Multiple knowledgebases• Inaccurate and incomplete knowledgebases

• Acquisitions and Invoicing• reporting invoice dates, • how much expected to spend, etc.

REALLY Difficult Things• eJournals

• eJournal consortial packages and shared pricing• Perpetual rights • Access only v Open Access v Licensed v Core Sub v Fresh

Opt-in

Wiley Renewal Examples• Consortial subscription• UCF portion split between Main and CoM• Title lists, take overs, ceased, merged, dropped, opt in,

etc.• Perpetual rights• Access rights

2016 Wiley Journal Changes

Special Ordering Requirements

Add or change bib and order records

Close order recordsTurn on or off in Resolver

Configure and check access

Adjust Discovery and linking

Figure out perpetual access…

Figure out price changes…

Figure out cost split…

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me?

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Burgeoning Online Collections

An Explosion of Access Only Journals to Manage

Elsevier S

cience

Dire

ct

Cambridge ᶧ ᶧ

Oxford

Springer

Wile

y

Sage ᶧ ᶧ

287

64 84 173 37

4

69

2235

327

243

1973

1387

679

# UCF Subs # Titles Accessible

366 Subject Lines

Standards• Exchanging title lists (publisher to agent)

• KBART, ONIX-SPS

• Exchanging holdings lists (agent to library; agent to knowledge base vendor)

• KBART, ONIX-SOH

• Exchanging cost information (agent to library)• EDI, CORE

• Exchanging license terms (publisher to agent; agent to library)

• ONIX-PL

• Exchanging usage data (publisher to library)• COUNTER, SUSHI

Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch

Tools I Use for ERM Tools I Don’t Use for ERM

o Frame pain points... Outline some of the problems that seem to be intractable... e.g. PDA and how to handle, streaming, renewals, moving packages, perpetual rights, access technology, keeping all configs and holdings in sync. Some of the tools and skills.o Talked about need for flexible reporting such as for finding resources that can be paid for with next year’s budget without interrupting service...o Concerns with relying on the one KB and what happens if package/resource being acquired/managed isn’t in the KB or is in the KB wrong...

http://existentialcomics.com/comic/29