All About E Resources


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Training presentation for Collection Management Services, University of Leeds, September 2006.

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All About E Resources

  1. 1. All about e-resources … Training for CMS 7 th and 11 th September 2006
  2. 2. Structure <ul><li>Who are the E-resources Team and what do we do? </li></ul><ul><li>Areas of responsibility </li></ul><ul><li>Current projects and areas of work </li></ul><ul><li>Cataloguing issues </li></ul><ul><li>Serials issues </li></ul><ul><li>More general issues </li></ul><ul><li>And some hands-on … </li></ul>
  3. 3. Who are we and what do we do? <ul><li>Louise: team leader, responsible for overseeing e-resource related work including orders, troubleshooting, liaison with suppliers and work in Millennium; also copyright matters and training </li></ul><ul><li>Pam: senior team assistant, responsible for usage statistics, invoicing, enquiries, troubleshooting and cataloguing matters </li></ul><ul><li>Paul: team assistant, responsible for checking and setting up new resources, enquiries, troubleshooting, general clerical support for the team </li></ul>
  4. 4. Main areas of responsibility (1) <ul><li>Ordering new e-resources: e-journals, individually and in packages; databases; CD-ROMs; e-books within packages and/or as individual items from publishers </li></ul><ul><li>Dealing with enquiries received either directly (from FTLs and other library or university staff) or referred from FTLs or Enquiry Team </li></ul><ul><li>Collecting and maintaining usage statistics for e-resources on the team’s intranet pages </li></ul><ul><li>Creating and maintaining web pages detailing e-resource passwords or material held on the library’s secure network </li></ul><ul><li>Dealing with trial e-resources of all types </li></ul><ul><li>Dealing with authentication issues (WAM, Athens-Shibboleth Gateway) </li></ul>
  5. 5. Main areas of responsibility (2) <ul><li>Ensuring e-resources are set up and accessible, and that resource and licence information is presented within Millennium and the OPAC </li></ul><ul><li>Liaising with subscription agent and/or suppliers when something goes wrong with a resource </li></ul><ul><li>Liaising with FTLs to provide descriptions and subject headings for databases and e-journal packages in the OPAC </li></ul><ul><li>Providing training to groups of library staff as needed </li></ul><ul><li>Maintaining a database of e-resource coverage and additional information </li></ul><ul><li>Managing and expanding the ‘find at Leeds’ service </li></ul>
  6. 6. Main areas of responsibility (3) <ul><li>Writing and delivering five training sessions within the Information Literacy programme (E-books, starter and advanced; E-journals, starter and advanced; Copyright for research) </li></ul><ul><li>Third level support for Athens-Shibboleth Gateway enquiries after ISS and Systems </li></ul><ul><li>Maintaining two intranet sites for E-resources and IPR/Copyright </li></ul><ul><li>Library support and second line University support for copyright issues </li></ul><ul><li>Negotiating prices and licences for e-resources; and first line contact point for CHEST, JISC and NESLi2 issues </li></ul>
  7. 7. Main areas of responsibility (4) <ul><li>Assessing and précising information on e-resource ‘big deals’ to support FTL decision-making </li></ul><ul><li>Involvement in RAM Monitoring Group, Trainer Support Group, Athens-Shibboleth Implementation Group, LMS Working Group and E-books Group (advisory) </li></ul><ul><li>Resource discovery and support in the areas of open access and freely available material </li></ul><ul><li>Liaison with LUCID re CLA copying schemes and special orders/licence negotiation </li></ul><ul><li>Maintaining of tutorials supporting learning and teaching in the areas of e-resources and copyright </li></ul><ul><li>Management of all invoices concerning e-resource orders </li></ul>
  8. 8. Setting up an e-journal: process <ul><li>Email from Swets or publisher announcing title OR new order placed with known online component </li></ul><ul><li>Find publisher or aggregator website where journal content can be found </li></ul><ul><li>Check whether content can be accessed </li></ul><ul><li>If yes … add to catalogue via ERM </li></ul><ul><li>If no … does the content need a username and password? (find out what it is) … do we need to activate the title? (find out the activation code) </li></ul><ul><li>If activation code doesn’t work … wait for agent to supply the correct one </li></ul><ul><li>Obtain username and password / activate the title </li></ul><ul><li>All’s well until renewal! </li></ul>
  9. 9. Setting up an e-journal: renewal time <ul><li>On renewal date either a customer informs us access is lost … or we get an email from the provider </li></ul><ul><li>Reactivation … with another activation code which we don’t know </li></ul><ul><li>Convincing the provider that the title has been renewed </li></ul><ul><li>Finding it has moved … where TO? </li></ul><ul><li>It has been sold … who to? </li></ul><ul><li>The pricing policy has changed and nobody told us! (quick panic to see if we can still afford it) </li></ul><ul><li>Other journals we have not been informed about; spot check in catalogue in January (many journals Jan-Dec) and in March (end of grace access periods) </li></ul>
  10. 10. Current areas of work :Enquiries <ul><li>Average 50-60 enquiries a month during semesters; 20-30 in vacation </li></ul><ul><li>Largest proportion from off-campus users with authentication issues, firewall issues, browser setting issues, or problems with their ISS or Athens accounts </li></ul><ul><li>Often first time we are aware of an e-resource no longer working </li></ul><ul><li>NHS, graduates and retired staff: a fairly constant stream of queries from these groups re their access entitlements </li></ul><ul><li>Enquiries received in shared mailbox accessible by all members of the team; aim to respond within 72 hours </li></ul>
  11. 11. Current areas of work: Authentication issues <ul><li>Access methods are IP-only (restricted to on-campus); WAM (on- and off-campus through proxy server); provider username and password; classic Athens; and Athens-Shibboleth Gateway </li></ul><ul><li>All of these need additional work within E-resources for the database/journal/book to be accessible </li></ul><ul><li>Average set-up time of a new resource from ordering to full access is about 6-7 weeks </li></ul><ul><li>Some material is restricted to current staff and students only; some is available to walk-ins within the Library; some are available to LUCID members only within the Library </li></ul>
  12. 12. Current areas of work: ERM (screenshots follow) <ul><li>Resource record for each provider </li></ul><ul><ul><li>Licence record </li></ul></ul><ul><ul><li>Contact record </li></ul></ul><ul><ul><li>Related holdings (titles in the package or from the same provider) </li></ul></ul><ul><li>Licence record </li></ul><ul><ul><li>Who can access and from where </li></ul></ul><ul><ul><li>What can be done with the material </li></ul></ul>
  13. 13. Menu option Name of resource
  14. 14. View Resource record
  15. 15. E-resource support information Clickable URL For more info, click on Summary
  16. 16. Access info from this menu
  17. 17. This info in Millennium only
  18. 18. Menu option Titles available from this provider
  19. 19. URL of title; right click to view
  20. 21. Current areas of work: find at Leeds (Webbridge) <ul><li>A means of accessing full-text articles from database citations, and for online bookshops and catalogues to be accessed from book records in the OPAC </li></ul><ul><li>‘find at Leeds’ button appears in all major databases </li></ul><ul><li>Print titles also accessible </li></ul>
  21. 22. Cataloguing issues (1) <ul><li>ERM relies on ISSNs; change that one piece of information and all coverage and holdings data is ‘at risk’ </li></ul><ul><li>ERM needs some ‘fake’ ISSNs to function properly </li></ul><ul><li>ERM generates ‘dummy’ records (title and ISSN only which are marked as substandard) </li></ul><ul><li>When is a book not a book but a database; when is a website not a website but a journal … e-resources are fluid … </li></ul>
  22. 23. Cataloguing issues (2) <ul><li>Does a database change its title or continue from one? </li></ul><ul><li>Book series … companion sites … </li></ul><ul><li>Acronyms … ACM or Association of Computing Machinery? IEEE Xplore or IEL? </li></ul><ul><li>Cessations, changes of format, rebranding of information, transfers between providers, changes of title, etc. </li></ul><ul><li>Subject headings … </li></ul>
  23. 24. Serials issues (1) <ul><li>Split and overlap of work between E-resources and SABER </li></ul><ul><li>Print journal management very different to e-journal management </li></ul><ul><ul><li>Print – we buy, if it arrives, we shelve it; if it doesn’t we claim for it! </li></ul></ul><ul><ul><li>E – we ‘lease’, it might get set up automatically or we have to chase it, we catalogue it and it might move URL, change publisher, change policy, stop working altogether, have technical problems, or get ‘lost’ in the supply chain; we have to licence it and monitor its use carefully, restricting it where appropriate </li></ul></ul>
  24. 25. Serials issues (2) <ul><li>Some titles are ‘free with print’, effectively we pay for the print and have the e-access thrown in </li></ul><ul><li>Others have different pricing policies: </li></ul><ul><ul><li>Premium additional payment </li></ul></ul><ul><ul><li>Package pricing </li></ul></ul><ul><ul><li>Tiered pricing on size of institution / total FTE / specific subject FTE </li></ul></ul><ul><ul><li>Usage-based pricing </li></ul></ul><ul><ul><li>Completely separate e-pricing to the print </li></ul></ul><ul><ul><li>And there are VAT issues … </li></ul></ul>
  25. 26. More general issues (1) <ul><li>Our students and academics expect miracles (almost) </li></ul><ul><ul><li>All e-resources to be instantly available and always working </li></ul></ul><ul><ul><li>Articles to be available wherever and whenever they wish to access them </li></ul></ul><ul><ul><li>Material to be available back to issue one and wherever there is an online version available </li></ul></ul><ul><li>There is always another e-journal … </li></ul><ul><ul><li>NewJour lists 18,000 titles … we provide access to over 28,000 … other resource tools which used to list ‘all e-journals’ are now defunct as too big! </li></ul></ul>
  26. 27. More general issues (2) <ul><li>E-content not always complete </li></ul><ul><ul><li>Journal issues/articles missing or not digitised for copyright reasons </li></ul></ul><ul><ul><li>E-books licensed within one country but not another </li></ul></ul><ul><li>E-content not always reliable </li></ul><ul><ul><li>Anyone can ‘publish’ an e-journal </li></ul></ul><ul><ul><li>Peer review … group review …? </li></ul></ul>
  27. 28. Hands-on … <ul><li>There are two worksheets you can work through now: </li></ul><ul><ul><li>The OPAC </li></ul></ul><ul><ul><li>The Library website </li></ul></ul><ul><li>There are two worksheets you can work through later: </li></ul><ul><ul><li>The intranet pages </li></ul></ul><ul><ul><li>Millennium </li></ul></ul>