Brave New eWorld: Struggles and Solutions

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American Library Association Conference 2013

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Brave New eWorld: Struggles and Solutions

  1. 1. The Brave New E-World: Struggles and Solutions Marlene van Ballegooie University of Toronto Libraries ALA: Heads of Technical Services of Large Research Libraries June 28, 2013
  2. 2. UTL Context • The University of Toronto Libraries is decentralized with 44 libraries • Let’s look at the numbers: o 7.3 million bibliographic records (representing11.2 million items) o 1.5 million e-resources o 1,268 content packages o 366 providers • Managed e-resources in a home-grown system until 2011. Became unsustainable. • Migrated to Serials Solutions product suite
  3. 3. ERMs and the Data Supply Chain • ERMs are an essential component in e-resource management o Improved discoverability for users o Streamlines maintenance for libraries o Mechanism for inventory control • Main players in the e-resource data supply chain o Publishers o Knowledge base vendors o Libraries • More interdependencies than ever…all based on METADATA
  4. 4. Problems with the Data Supply Chain
  5. 5. Incorrect Data • Content provider supplies incorrect metadata to KB • Link resolver uses bad metadata to construct a link • Link does not resolve to correct target • No access for the user
  6. 6. Outdated Data Scenario 1 • Content provider tells KB it has a particular issue • Link resolver uses metadata to construct a link • Issue is no longer available on website • No access for the user Scenario 2 • Content provider does not tell KB that an issue is available • No traffic from link resolvers to that issue
  7. 7. Incomplete Data • Content provider does not send all holdings to KB • E-resources silently disappear from library inventory • Access is available on vendor site, but KB has no record of it and users don’t know we own it • Examples o Previous editions of e-books o Serial title changes • Perpetual access? Not just about access to the resource. It is also about the perpetual supply of the metadata related to that resource.
  8. 8. Other Data Problems • Number of titles in same packages can vary dramatically between knowledge bases • Matching and data normalization problems in knowledge base • Time lags (monthly ideal) • Some content providers unwilling to work with ERM vendors
  9. 9. All of these data problems are driving librarians CRAZY… …Valuable resources are not getting to our users… …All because of bad metadata… …But there is hope…
  10. 10. • Knowledge Bases and Related Tools • Joint project between UKSG and NISO • Aim: Develop a recommended practice to ensure the timely transfer of accurate data to knowledge bases, ERMs etc. • Working Group consisted of members from all parts of the data supply chain: publishers, knowledge base vendors, libraries and consortia
  11. 11. • KBART recommendations specify: o o o o Data elements (mandatory and optional) File structure Means of data transfer Frequency of updates • Phase 1- Completed in 2010 o Main focus was on metadata for serials • Phase 2 - To be completed 2013 o Build on Phase 1 recommendations o Focus on e-book, Open Access and consortia metadata
  12. 12. What can libraries do to improve the e-resource management process?
  13. 13. Communication Internally • Need to work across departmental boundaries o Realize that print processes do not work for e-resources o Purchasers need to understand metadata needs Externally • Need to communicate needs to publishers and knowledge base providers o When purchasing e-resources, bring metadata into the conversation o Discuss with publishers the necessity for “perpetual” supply metadata to knowledge bases o If knowledge bases don’t meet needs…tell them about it!
  14. 14. Standardization • Promote the use of standards and best practices (KBART – Knowledge Bases and Related Tools) o Educate e-resource team members internally o Emphasize the importance of compliance to content providers • Include metadata requirements in your license agreements o Insist on KBART compliant title lists o Require knowledge base participation
  15. 15. Documentation • Document your entitlements carefully • Monitor the ERM o Take snapshots of your holdings data and compare them o You may be (unpleasantly) surprised! • Backup data regularly o Do not assume that your knowledge base provider is doing this for you
  16. 16. Collaboration • Engage with other institutions o Share our experiences o Identify problems with e-resource management o More importantly, come up with solutions!
  17. 17. Thank You!

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