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CORAL: Implementing an open source ERM
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CORAL: Implementing an open source ERM

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Presenter: Eric Hartnett, Texas A&M University …

Presenter: Eric Hartnett, Texas A&M University
This session will focus on the benefits and challenges of implementing CORAL (Centralized Online Resource Acquisitions and Licensing), an open source ERM developed at the University of Notre Dame. CORAL offers libraries the option to reorganize their electronic resource management workflow and to collect information about their electronic resources into one central place without having to commit funding for a new library software from the ever shrinking library budget. CORAL currently includes four modules: licensing, resources, organization, and usage statistics. In addition to the challenges that are faced in any ERM implementation such as data collection, data preparation, staff buy in, etc., this session will address issues specific to using an open source software in an academic library.

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  • 1. CORAL:Implementing an open source ERM Eric Hartnett Electronic Resources Librarian ehartnett@library.tamu.edu
  • 2. Background Texas A&M University Libraries • 7th in expenditures among ARL libraries for electronic resources (2009-2010 ARL Statistics) • Over 67,000 electronic serials • Roughly 1,000 databases • Over 100,000 ebooks
  • 3. Background cont. Texas A&M University System includes: • 14 campuses • 7 state agencies • 1 health science center
  • 4. Background cont. Verde (2007) • Unintuitive, inflexible, didn’t work as advertised • Dropped Gold Rush (2009) • Missing important functionality • Use for TAMU System subscriptions
  • 5. Background cont. Developed wish list:  Central location for information  Simplify license information  Improved workflow
  • 6. Background cont. Looking for the right ERMS • CORAL at Electronic Resources & Libraries Conference 2010 • Examined proprietary products • Back to CORAL, 2011
  • 7. CORAL: Planning Tested each module to determine: • What work would need to be done • Who would need to do it • In what time frame
  • 8. CORAL: Implementation Implementation Team - Two groups: • 2 librarians, 1 staff at main library • 2 librarians at medical sciences library
  • 9. CORAL: Implementation cont. 1. Organizations module 2. Licensing module 3. Resources module • Usage Statistics module
  • 10. CORAL: Implementation cont. Before each module • Tested fields/functionality • Customized fields • Met with implementation team During implementation • Met roughly every 2 weeks • Communicated problems by email
  • 11. CORAL: Organizations ModuleBig decisions: 1. What to enter?
  • 12. CORAL: Organizations Modulecont. 2. Naming structure?
  • 13. CORAL: Organizations Modulecont. Timeframe: Over 1000 records Started: April 2011 Completed: June 2011
  • 14. CORAL: Licensing Module Big decisions: 1. What to enter?
  • 15. CORAL: Licensing Module 2. Naming structure?
  • 16. All publisher’sproducts on onelicense Separate record for each of the publisher’s products
  • 17. CORAL: Licensing Module cont. 3. Which expressions to gather?
  • 18. CORAL: Licensing Module cont. 3. Which expressions to gather? • Authorized Users • Interlibrary loan • Coursepacks • E-reserves • Termination/Cancellation • Perpetual Access • Fair use
  • 19. CORAL: Licensing Module cont. Timeframe: Over 300 records Started: July 2011 Completed: August 2011
  • 20. CORAL: Resources Module Big decisions: 1. What to enter? • Individual journal subscriptions • Individual ebook purchases • Databases • Datasets • Trials
  • 21. CORAL: Resources Modulecont. 2. What to do about packages? 3. What about free resources? 4. What about cost data?
  • 22. CORAL: Resources Modulecont. Timeframe: Over 3300 recordsStarted: August 2011 Completed: 95% Complete
  • 23. CORAL: Usage StatisticsModule Big decisions: 1. Do we want to use this? Limitations: – Only accepts JR1 and JR1a COUNTER- compliant reports – No SUSHI functionality
  • 24. CORAL: Highlights/Areas forImprovement Central location • Were able to consolidate documents from a number of sources • But…have to use separate products for usage and cost data
  • 25. CORAL: Highlights/Areas forImprovement Hierarchy • Provides structure • Organizations – companies/departments/units • Licensing – license/amendment/renewal • Resources – database/package/title(s)
  • 26. Hierarchy cont. • But…it could be taken further
  • 27. CORAL: Highlights/Areas forImprovement Flexibility • Lots of ways to customize fields • But…it would be nice to be able to add custom fields
  • 28. CORAL: Verdict R Central location to store documents R Way to simplify license information ? Improve workflow
  • 29. CORAL: Future plans • Implementation of terms toolkit • Back-end of mobile site • Back-end of database A to Z list • Storage of institutional repository permissions • Separate installation for TAMU System subscriptions
  • 30. Thank you