The document discusses challenges with managing electronic resources due to issues with metadata from content providers. It summarizes that incorrect, outdated, or incomplete metadata from publishers can lead to resources not being discoverable by users or libraries unaware they own content. The document then recommends solutions for libraries such as promoting metadata standards, documenting entitlements, and collaborating with other institutions and vendors to address problems in the complex data supply chain for e-resources.

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. 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. 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. Problems with the Data
Supply Chain

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. Outdated Data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. 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. 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. 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. • 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. • 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. What can libraries do to
improve the e-resource
management process?

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. 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. 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. Collaboration
• Engage with other institutions
o Share our experiences
o Identify problems with e-resource management
o More importantly, come up with solutions!

17. Thank You!