ERM: how it all fits together Louise Cole E-resources Team Leader University of Leeds

Summary What is ERM? Why use it? Pre- and post- ERM ERM structure Resource and licence records Coverage database OPAC display Where next?

What is ERM?

Why use it?

Pre- and post- ERM

ERM structure

Resource and licence records

Coverage database

OPAC display

Where next?

ERM – what is it? Allows data on e-resources (e-journals and databases) to be integrated Better service for the customer Better management of e-resource material by libraries Bringing information together which was previously held in different systems

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

Better service for the customer

Better management of e-resource material by libraries

Bringing information together which was previously held in different systems

Why use ERM? Paper Files Spreadsheets Database Anything License Details Payment Details System Details Contact Details [ 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

The system pre-ERM … Bibliographic records and holdings records No direct link between bibliographic records from the same provider No title lists, resource, contact, or licence information easily accessible Very little information available to the customer Manual cataloguing and linking Information hidden in various places; difficult to identify or locate

Bibliographic records and holdings records

No direct link between bibliographic records from the same provider

No title lists, resource, contact, or licence information easily accessible

Very little information available to the customer

Manual cataloguing and linking

Information hidden in various places; difficult to identify or locate

ERM Structure [ License Record ] License Details [ Vendor Record ] Contacts [ Resource Record ] Science Direct [ Resource Record ] EBSCO EJS Journals Service [ Order Record ] Payments [ Bibliographic Record ] Agricultural Economics [ Holdings Record ] 1975 - Present [ Bibliographic Record ] Archives of Brain Studies [ Bibliographic Record ] Methods in Spectroscopy [ Holdings Record ] 1975 – 2001 [ Holdings Record ] Vol. 65 - [ Holdings Record ] 1998 - Present

Changes … New record types: Resource Licence Contact Also possible to relate orders and import usage statistics Records link directly to each other

New record types:

Resource

Licence

Contact

Also possible to relate orders and import usage statistics

Records link directly to each other

The system post-ERM … Resource records at top level for each provider Bibliographic and holdings records – holdings record related to resource record Licence and contact records linked to resource record Much more information available to customers and full range of information available to library staff Automatic generation of new bibliographic and holdings records for new titles on loading coverage data

Resource records at top level for each provider

Bibliographic and holdings records – holdings record related to resource record

Licence and contact records linked to resource record

Much more information available to customers and full range of information available to library staff

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

At Leeds … Start of project: estimated 200 providers End of project: 595 providers Start of project: 11,000 e-journals End of project: 28,000 e-journals Length of project: 1 year

Start of project: estimated 200 providers

End of project: 595 providers

Start of project: 11,000 e-journals

End of project: 28,000 e-journals

Length of project: 1 year

Process Customise resource and licence records Identify and name providers; create resource records Establish titles and coverage; create spreadsheets Add dummy ISSNs where needed Load spreadsheets into ERM; links existing and new records to new resource record Locate and add licence information

Customise resource and licence records

Identify and name providers; create resource records

Establish titles and coverage; create spreadsheets

Add dummy ISSNs where needed

Load spreadsheets into ERM; links existing and new records to new resource record

Locate and add licence information

Phase one: the resource record Information on: Help guides / training material Usage statistics and administration functions Resource advisory notes (downtime, etc.) Type of package Renewal and registration dates Use of multi-value fields Use of ticklers (alerts)

Information on:

Help guides / training material

Usage statistics and administration functions

Resource advisory notes (downtime, etc.)

Type of package

Renewal and registration dates

Use of multi-value fields

Use of ticklers (alerts)

The resource record

Phase one: the licence record Information on: On- or off-campus availability Who can use – staff and students, walk-in users, etc. Use of material for course packs and document supply Number of users allowed Archival provision after cancellation

Information on:

On- or off-campus availability

Who can use – staff and students, walk-in users, etc.

Use of material for course packs and document supply

Number of users allowed

Archival provision after cancellation

The licence record

Finding out what we have … Licences (appendices detailing titles) Subscription lists Serials Solutions (but …) Listservs; publisher announcements Word of mouth Trial and error Surprise!

Licences (appendices detailing titles)

Subscription lists

Serials Solutions (but …)

Listservs; publisher announcements

Word of mouth

Trial and error

Surprise!

Print and e, or e-only? Leeds has one record for print and e together Different process depending on whether you have separate records for print and e, or integrated records Will affect loading process; OPAC display, etc.

Leeds has one record for print and e together

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

Will affect loading process; OPAC display, etc.

The coverage database

Related holdings

The old OPAC display

The new OPAC display

The new OPAC display (2)

Benefits of ERM Library Staff One system for all e-resource management tasks All activities focused on Millennium ‘ Best effort’ for licence compliance Efficient workload (using alerts / ticklers, etc.) Customers One point for all information needed Faster resolution of access queries and problems Enquiry desk staff have better access to information Information on ‘who can use’

Library Staff

One system for all e-resource management tasks

All activities focused on Millennium

‘ Best effort’ for licence compliance

Efficient workload (using alerts / ticklers, etc.)

Customers

One point for all information needed

Faster resolution of access queries and problems

Enquiry desk staff have better access to information

Information on ‘who can use’

Where next? Usage statistics – will be able to import statistics in COUNTER format Attached orders – will be able to use this information to work out costing based on usage Subject headings Resource descriptions and help pages

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

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

Subject headings

Resource descriptions and help pages

Over to you!