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 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 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 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 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
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: 22.214.171.1244. 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