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ERM: how it all fits together


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Training presentation on the introduction of the Electronic Resources Module of Millennium LMS at University of Leeds, 2005/6.

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ERM: how it all fits together

  1. 1. ERM: how it all fits together Louise Cole E-resources Team Leader University of Leeds
  2. 2. Summary <ul><li>What is ERM? </li></ul><ul><li>Why use it? </li></ul><ul><li>Pre- and post- ERM </li></ul><ul><li>ERM structure </li></ul><ul><li>Resource and licence records </li></ul><ul><li>Coverage database </li></ul><ul><li>OPAC display </li></ul><ul><li>Where next? </li></ul>
  3. 3. ERM – what is it? <ul><li>Allows data on e-resources (e-journals and databases) to be integrated </li></ul><ul><li>Better service for the customer </li></ul><ul><li>Better management of e-resource material by libraries </li></ul><ul><li>Bringing information together which was previously held in different systems </li></ul>
  4. 4. 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
  5. 5. The system pre-ERM … <ul><li>Bibliographic records and holdings records </li></ul><ul><li>No direct link between bibliographic records from the same provider </li></ul><ul><li>No title lists, resource, contact, or licence information easily accessible </li></ul><ul><li>Very little information available to the customer </li></ul><ul><li>Manual cataloguing and linking </li></ul><ul><li>Information hidden in various places; difficult to identify or locate </li></ul>
  6. 6. 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
  7. 7. Changes … <ul><li>New record types: </li></ul><ul><ul><li>Resource </li></ul></ul><ul><ul><li>Licence </li></ul></ul><ul><ul><li>Contact </li></ul></ul><ul><li>Also possible to relate orders and import usage statistics </li></ul><ul><li>Records link directly to each other </li></ul>
  8. 8. The system post-ERM … <ul><li>Resource records at top level for each provider </li></ul><ul><li>Bibliographic and holdings records – holdings record related to resource record </li></ul><ul><li>Licence and contact records linked to resource record </li></ul><ul><li>Much more information available to customers and full range of information available to library staff </li></ul><ul><li>Automatic generation of new bibliographic and holdings records for new titles on loading coverage data </li></ul>
  9. 9. At Leeds … <ul><li>Start of project: estimated 200 providers </li></ul><ul><li>End of project: 595 providers </li></ul><ul><li>Start of project: 11,000 e-journals </li></ul><ul><li>End of project: 28,000 e-journals </li></ul><ul><li>Length of project: 1 year </li></ul>
  10. 10. Process <ul><li>Customise resource and licence records </li></ul><ul><li>Identify and name providers; create resource records </li></ul><ul><li>Establish titles and coverage; create spreadsheets </li></ul><ul><li>Add dummy ISSNs where needed </li></ul><ul><li>Load spreadsheets into ERM; links existing and new records to new resource record </li></ul><ul><li>Locate and add licence information </li></ul>
  11. 11. Phase one: the resource record <ul><li>Information on: </li></ul><ul><ul><li>Help guides / training material </li></ul></ul><ul><ul><li>Usage statistics and administration functions </li></ul></ul><ul><ul><li>Resource advisory notes (downtime, etc.) </li></ul></ul><ul><ul><li>Type of package </li></ul></ul><ul><ul><li>Renewal and registration dates </li></ul></ul><ul><li>Use of multi-value fields </li></ul><ul><li>Use of ticklers (alerts) </li></ul>
  12. 12. The resource record
  13. 13. Phase one: the licence record <ul><li>Information on: </li></ul><ul><ul><li>On- or off-campus availability </li></ul></ul><ul><ul><li>Who can use – staff and students, walk-in users, etc. </li></ul></ul><ul><ul><li>Use of material for course packs and document supply </li></ul></ul><ul><ul><li>Number of users allowed </li></ul></ul><ul><ul><li>Archival provision after cancellation </li></ul></ul>
  14. 14. The licence record
  15. 15. Finding out what we have … <ul><li>Licences (appendices detailing titles) </li></ul><ul><li>Subscription lists </li></ul><ul><li>Serials Solutions (but …) </li></ul><ul><li>Listservs; publisher announcements </li></ul><ul><li>Word of mouth </li></ul><ul><li>Trial and error </li></ul><ul><li>Surprise! </li></ul>
  16. 16. Print and e, or e-only? <ul><li>Leeds has one record for print and e together </li></ul><ul><li>Different process depending on whether you have separate records for print and e, or integrated records </li></ul><ul><li>Will affect loading process; OPAC display, etc. </li></ul>
  17. 17. The coverage database
  18. 19. Related holdings
  19. 20. The old OPAC display
  20. 21. The new OPAC display
  21. 22. The new OPAC display (2)
  22. 23. Benefits of ERM <ul><li>Library Staff </li></ul><ul><ul><li>One system for all e-resource management tasks </li></ul></ul><ul><ul><li>All activities focused on Millennium </li></ul></ul><ul><ul><li>‘ Best effort’ for licence compliance </li></ul></ul><ul><ul><li>Efficient workload (using alerts / ticklers, etc.) </li></ul></ul><ul><li>Customers </li></ul><ul><ul><li>One point for all information needed </li></ul></ul><ul><ul><li>Faster resolution of access queries and problems </li></ul></ul><ul><ul><li>Enquiry desk staff have better access to information </li></ul></ul><ul><ul><li>Information on ‘who can use’ </li></ul></ul>
  23. 24. Where next? <ul><li>Usage statistics – will be able to import statistics in COUNTER format </li></ul><ul><li>Attached orders – will be able to use this information to work out costing based on usage </li></ul><ul><li>Subject headings </li></ul><ul><li>Resource descriptions and help pages </li></ul>
  24. 25. Over to you!