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The future is flexible extensible and community-based: Using CORAL to support workflow and document e-resources


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Building on the NASIG Core Competencies to support electronic resources management best practices as well as electronic resources lifecycle and management, this panel will explore in-depth, innovative approaches to electronic resources management at institutions that utilize the open source CORAL ERMS. Panelists will present different aspects of electronic resource management with attention to how CORAL supports those processes at their institutions. Collectively they tell the story of how an open source, community managed system can be used in flexible, extensible, and innovative ways. We hope this session will inspire and help others still struggling to find solutions for their electronic resources management. Aspects to be discussed will include:

-Workflow support (completing all steps of the e-resource lifecycle)
-Usage statistics management and reporting
-ERMS metadata as embedded, automated source for discovery services (website a-z list, etc.)
-ERM documentation
...and more

*The presentation slides of the three presenters are posted separately on SlideShare.

Andrea Imre, Electronic Resources Librarian, Southern Illinois University Carbondale.
Steve Oberg, Assistant Professor of Library Science, Electronic Resources and Serials, Wheaton College (IL); Adjunct Faculty, Dominican University Graduate School of Library and Information Science; Adjunct Faculty, University of Illinois at Urbana-Champaign Graduate School of Library and Information Science.
Scott Vieira, Electronic Resources Librarian, Rice University.

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The future is flexible extensible and community-based: Using CORAL to support workflow and document e-resources

  1. 1. Using CORAL to support workflow and document e-resources The future is flexible, extensible, and community- based: stories of successful electronic resources management Scott Vieira Electronic Resources Librarian Fondren Library Rice University (713) 348-2621
  2. 2. Getting Started in E-Resources o No previous experience working with E-Resources o Fiat to go forth and populate existing ERM product
  3. 3. So over the next year what did I learn about E-Resources?
  4. 4. Acquiring E-Resources I learned that forcing the acquisitions of E-Resources into a linear workflow felt like training tortoises to walk in a straight line.
  5. 5. Managing E-Resources …and managing access to E-Resources can be like herding cats!
  6. 6. Lack of documentation I wasted a lot of time looking for licenses, title lists and invoices in my efforts to determine what we had access to, and whether that access was perpetual.
  7. 7. Ineffective E-Resource Management I discovered that we were spending a lot of money on e-resources never activated or even discoverable to our users.
  8. 8. Electronic Resource Management In conclusion I learned that I needed an ERM that was robust enough to: o Help manage non-linear workflow o Help document e-resources o Provide easy access and discovery of the documented e-resources o Flexible enough to fit into existing workflows
  9. 9. Discovering CORAL
  10. 10. Perpetually Beta Workflow or How I use CORAL’s flexibility to continuously improve management of E-Resources
  11. 11. CORAL’s Workflow Tool: The Basics
  12. 12. CORAL Workflow Steps
  13. 13. Using Templates & Custom Notes Template Custom Note
  14. 14. E-Resources Librarian Template Electronic Resources Workflow Template Order from Vendor: ------------------------------------------------------------- License Signed & Filed: ------------------------------------------------------------- License Loaded In CORAL: ------------------------------------------------------------- Expressions added in CORAL: ------------------------------------------------------------- Add Contact Info to CORAL: ------------------------------------------------------------- Add Librarian’s Webpage: ------------------------------------------------------------- MARC Records Availability: ------------------------------------------------------------- Content Coverage Documented: ------------------------------------------------------------- Update ER Budget Worksheet-Add/Drop List: ------------------------------------------------------------- Add Fiscal Year Note in CORAL: ------------------------------------------------------------- Perpetual Access: --------------------------------------------------------------- Dark Archive: ______________________________________ Firm Order Purchase Date: -------------------------------------------------------------- Access Activated: ------------------------------------------------------------- Add to EZProxy: ------------------------------------------------------------- Setup in AtoZ: ------------------------------------------------------------- AtoZ Custom Link: ------------------------------------------------------------- EDS Custom Link: ------------------------------------------------------------- Test Linkresolver/EDS: ------------------------------------------------------------- EDS Setup Notes: ------------------------------------------------------------- Notify Requestor/Dept./Library of Setup: ------------------------------------------------------------- ------------------------------------------------------------- Post Notice on Wiki: ------------------------------------------------------------- Add A-Z Database Name Alias (only when different than resource name): -------------------------------------------------------------- Clear Project Email:
  15. 15. Monographic Acquisitions Librarian Template eBook Acquisitions Workflow Template Order from Vendor: ------------------------------------------------------------- Add Order to SIRSI. PO#: ------------------------------------------------------------- License Addendum Signed & Sent to Vendor: ------------------------------------------------------------- Add/Update Contact Info to CORAL: ------------------------------------------------------------- MARC Records Availability: ------------------------------------------------------------- ACQ Order Bib Record: ------------------------------------------------------------- Add PO# to CORAL Record: ______________________________________ ACQ Order notes: ------------------------------------------------------------- Does Scott need to set-up (A-Z, etc.)? Y/N ------------------------------------------------------------- Add 899 code note (Cataloging) in CORAL: ______________________________________ Update “ER_Budget_2011 and following” Add spreadsheet (Z drive): ______________________________________
  16. 16. Anatomy of the Electronic Resources Workflow Note
  17. 17. Another Template Example
  18. 18. Acquisitions/ER Maintenance Note
  19. 19. Developing New Templates o Breaking up the workflow into granular templates will allow easier delegation and sharing of workflow steps—task based vs. position based o Try to use more steps that collect useful data Licensing Perpetual Access including dark archive info, vendor title lists and invoices Collect or update contact and administration info Document setup in EDS and SFX
  20. 20. Contact Info – Questions Welcomed Scott Vieira Electronic Resources Librarian Fondren Library Rice University (713) 348-2621 For more on CORAL check out
  21. 21. Photo References "Creación de Adán (Miguel Ángel)" by Michelangelo Buonarroti - See below.. Licensed under Public Domain via Wikimedia Commons - "ThinkingMan Rodin" by I, Satyakamk. Licensed under CC BY-SA 3.0 via Wikimedia Commons - "Osman Hamdi Bey - The Tortoise Trainer - Google Art Project" by Osman Hamdi Bey - 3AFvsWCD87FIWg at Google Cultural Institute, zoom level maximum. Licensed under Public Domain via Wikimedia Commons - _Google_Art_Project.jpg#/media/File:Osman_Hamdi_Bey_-_The_Tortoise_Trainer_-_Google_Art_Project.jpg "Charmeur de tortues" by L. Crépon - Catalogue of Batıya Yolculuk (Travel to the West) exhibition at Sakıp Sabancı Museum. Licensed under Public Domain via Wikimedia Commons - Menacing Cat Photo "2010-07-20 Black windup alarm clock face" by Sun Ladder - Own work. Licensed under CC BY-SA 3.0 via Wikimedia Commons - 20_Black_windup_alarm_clock_face.jpg Trash can photo Burning money photo