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Managing Electronic Resources for Public Libraries, Part 1
 

Managing Electronic Resources for Public Libraries, Part 1

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These are the slides from the first part of Michael Santangelo's ALA TechSource workshop.

These are the slides from the first part of Michael Santangelo's ALA TechSource workshop.

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  • Spreadsheets can be done in mulitple or put all together. Separate spreadsheets would become just worksheets on one file.

Managing Electronic Resources for Public Libraries, Part 1 Managing Electronic Resources for Public Libraries, Part 1 Presentation Transcript

  • Managing Electronic Resources in Public Libraries Presented by Michael Santangelo Session #1: March 7, 2012
  • Session #1 Responsibilities Organizing the work Governance Models and Collaboration Identifying Needs Locating Products Making Selections Product Set-Up Electronic Resources Webpages Promotion and Marketing Training Maintenance and Troubleshooting Electronic Resources Management Tools
  • Session #2 Usage Statistics and Evaluation Vendor Negotiations Contracts Renewals E-Journal Discovery Services Federated Searching Electronic Resources Collection Development Policy Keeping up-to-date and keeping active
  • IntroductionWho Am I? Who I Am Not?  Web Designer  Web Developer  Publisher  Contract Attorney  Statistician  Copyright Expert  Economist  Accountant  Technical Writer  Copywriter
  • What do we mean by ElectronicResources? Databases  Aggregators  Gale, Ebsco, Proquest…  Original Content  World Book Online, Student Resources in Context, Teen Health and Wellness eBook Platforms  Overdrive, Gale Virtual Reference Library, eBooks on Ebscohost Online Learning Tools  Learning Express Library, Mango Languages, Bookflix, tutor.com, Brainfuse
  • E-Responsibilities (duties, tasks) Identifying Needs Locating Products Making and Finalizing Selections Conducting and Organizing Product Trials Vendor Relationships Contract Negotiations Budgeting Procurement Set-up Marketing/Promotion  Internal (To Staff)  External (To Public)
  • E-Responsibilities Training  External (To Staff)  Internal (To Public) Tech Support  Internal (To Staff)  External (To Public) Usage Statistics Collection and Analysis Creating Digital Policies, Procedures, Strategic Plans Maintenance Renewals
  • Who is primarily responsible? Tech Services/Collection Development Reference Services IT Age Level Coordinators: Children’s, Teen, and Adult Stand Alone Department A wholly unique configuration that no one has ever thought of before and for which you will win numerous accolades from the library world.
  • Governance Model One person does it all.
  • Governance Models Committee  Chair  Rotating Chair  Permanent Chair (Electronic Resources Manager or other Manager)  Committee Charge  Decision-making Body  Advisory Group  Working Group
  • Governance Models Assigned to a specific  Total Chaos manager (in addition to other duties)
  • Partners for Collaboration Collection Development/Tech Services/Cataloging Reference Services/Information Services Branch Staff or Public Services Staff Age Level Coordinators: Children, Teens, Adults, Seniors IT Marketing Outreach Services Literacy Services Chat/Telephone Reference Staff
  • Partners for Collaborations Specialty Departments: Historical Collections, Business Services, Ethnic Collections, Local Archives Development Finance Procurement/Contract Services Administration
  • Partners for Collaboration Not all partners are created equal Prioritize the partners you think will be most effective in helping you to manage electronic resources Some partnerships will only be necessary in specific or specials circumstances Let partners know of your expectations Make everyone involved aware of the final decision making process and who is involved
  • Collaboration Partners Match Up Promoting a new database:  Marketing, Branch Services, Public Service Staff Setting up a new online learning tool:  IT, Web Services Public Training:  Reference, Adult, or Information Services, Public Service staff, Marketing Negotiating a contract  Procurement staff, library counsel, Finance dept.
  • Tools to Organize Collaborations Meetings  Frequency  Agendas  Invitees Intranet/Workspace/Google Docs  Keep relevant documents  Post minutes  Post trial usernames and passwords Email Discussion List ERM—Electronic Resources Management System
  • Organizing Your ElectronicResources
  • Organizing Inventory List of Current Holdings  Database Name  Company Name  Subject(s)  Subscription Dates  In Library/ Remote Access Vendor Contact List  Sales Representative(s)  Account Representative(s)  Tech Support Representative(s)
  • Organizing Username/Password Information for Administrative Accounts Technical Support Log  Database  Date of Incident  Resolution  Technical Support Contact URLS/Usernames & Passwords Budget  Product  Company  Funding Information  Invoice Numbers  Amount  Subscription Dates
  • Organizing Collaboration Chart/Committee Chart  Members  Responsibilities Electronic Resources Strategy/Policy USAGE STATISTICS
  • Tools for Organizing Your Information Electronic Resources Management Systems Database Management System  Microsoft Access  Open Office Database Spreadsheet  Microsoft Excel  Open Office Spreadsheet
  • Identifying Needs or Prioritizing YourElectronic Resources Collection Review your current collection  By Vendor  By Subject  By Age Level  By Usage Review your print/media circulation  Top Nonfiction Areas(CollectionHQ) Reviewing your reference collections and reference standing order plans Local school curriculums National Governor Association’s Common Core State Standards
  • Identifying Needs Overlaps and gaps in Journal Coverage Survey and discuss with public service staff Coordinate sample studies with public service staff  Reference desk queries  Frequent collection gaps Survey Educators Institutional Goals
  • Locating Products Catalogs of major vendors  Ebsco, Gale, Proquest, ABC CLIO, Scholastic Grolier, Alexander Street Press Reviews Conferences—conference floor Observe the collections of other libraries Yearly “Best of” lists Award winners Query to listservs Journal Coverage: who has what? Exclusives and embargoes.
  • Making the Selection Vendor demonstrations  In person  In collaboration with other library systems, county and state agencies.  Through a consortium program  By webinar/conference call  One person  Multiple staff members  Scheduling can be a problem, so space out different demonstrations.  Theme mornings: career databases, language learning
  • Making the SelectionTrials Trial Audiences  Local Advisory Committee  All Public Service Staff  Patrons Trials can be by username/password or by IP authentication Staff feedback is essential Ask staff to compare competing resources Create a submission form for staff feedback Trial free resources as well as paid resources
  • Setting Up New Products Quick Technical Terms Vocabulary Lesson  Referring URL: Helps new product’s webpage to recognize that the user is coming from your website.  Inside the library, user brought directly to the resource’s start page.  Remote access, user brought directly to login page  Library’s login page  Vendor’s login page  Example: http://misc.brooklynpubliclibrary.org/remote/?res=abi. This tells the database that this user is coming from the Brooklyn Public Library.  IP Address: Stands for Internet Protocol Address. Unique numerical identifier assigned to every machine (device) in a computer network. It takes the form of four numbers separated by dots. Example: 101.32.11.264. Give vendor IP ranges.  IP Authentication: Grants access to recognized IP addresses so that users at your institution will not have to provide access credentials, such as username and passwords.
  • Setting Up New Products Login Page or Authentication Page: Webpage on which your patron enters library barcode and PIN information. Proxy Server: a product that helps authenticate and connect your remote users to your subscription services. It is part of a group of products called middleware. Examples: OCLC’s EZ Proxy and 360 Access Control. Content Management System: allows multiple users access to the administration of an institution’s webpages. Users with proper usernames and passwords can create, change, and publish content on specific webpages.
  • Setting Up New Products Be aware of start dates Make sure vendor has your proper IP addresses and referring URL Receive product’s URL from vendor Test URL prior to posting, both in library and remotely. Enter information into your electronic resources information management tool  Username/passwords  URL  Inventory List
  • Setting Up New Products Select subject categories for new resource Request cataloging (MARC records) for OPAC Write description of new resource Enter information into content management system Test link
  • Electronic Resources Page Easy to get to (don’t hide it) Simple straightforward descriptions Two listings  Subject  Alphabetical (Database A to Z) Database Spotlight List of Popular Databases Links to instructional documents and videos Funding information Content Management Systems flatten the work
  • Promoting and Marketing Electronic Resources Public:  Electronic resources webpage is the first and best place to promote.  Database spotlight  List of popular databases  Webpage tout  Newsletters  Social Media: Twitter and Facebook Internal  Electronic resources updates  New product announcements and cancellations
  • Training Staff Training  A great reminder  Regularly scheduled  Older products as well as newer products  Great way to promote staff involvement  Promote database trials  Vendor hosted as well as staff hosted  Share vendor emails with staff and encourage public services colleagues to sign up for vendor announcement emails  Promote staff excellence in specific resources
  • Training Public Training  In person  Central location and branch locations  Open sessions  Work in collaboration with public service managers and staff  Video  Handouts for branch staff  Outreach events  Fairs  Schools  Community Events  Job Centers
  • Maintenance/Troubleshooting Schedule check ups  Check each link regularly  Remote as well as in library  Use committee members to check links and authentication Make sure staff know to contact you and/or appropriate IT colleague  Email  Telephone call for emergencies (access shut off) Record issues in tech support log Keep informed of all maintenance issues Update your e-journal discovery service Update your federated search product
  • Electronic Resources Management Tools Helps to organize all aspects of Electronic Resources Allows multiple staff in remote locations to record, collect, and view data. Allows for continuity despite staff changes. Popular products  Serials Solutions: 360 Resource Manager  Ebscohost’s ERM Essentials  ILS systems  Innovative Interfaces Inc. (Millennium): ERM  Open Source  ERMes: University of Wisconsin at LaCrosse  CORAL: University of Notre Dame
  • Questions