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Electronic Resources Workflows: Three Approaches
This document outlines the workflows for managing electronic resources across three universities: Capital University, Union Institute & University, and University of Toledo. Each institution employs specific procedures for assessing, acquiring, and managing resources, including communication with vendors and consortia, evaluation of course relevancy, and budget considerations. The document also highlights differences in staffing and technology use among the institutions, indicating varying capacities to handle electronic resource management.
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Electronic Resources Workflows: Three Approaches
- 1. Electronic Resources Workflow: ThreeApproaches Jessica Morales The University of Toledo Collection Management Librarian jessica.morales@utoledo.edu Tina Beis Union Institute & University Electronic Resources Librarian tina.beis@myunion.edu
- 2. Capital University FTE 3,500| No Library Director Staff of 8 Acquisitions Librarian (Jessica) Web Reference Librarian (Tina) Union Institute & University FTE 1,000 | Fully Online Library Staff of 3 Technical Services and Electronic Resources Librarian (Tina) University of Toledo FTE 18,500 | Academic, Health Science and Engineering Libraries Staff of 21 Librarians and 23 Professional and Paraprofessionals Collection Management Librarian (Jessica)
- 3. Capital University Statement requiredthat addressed the following: • Interest • Relevancy to the curriculum • Specific classes and course assignments Requests for new resources submitted by library staff and faculty via email or website form Web Reference Librarian set up trial via consortia or vendor
- 4. Union Institute &University • No formal statement required, but we investigate relevancy to courses, programs, number of students Requests for new resources submitted by library staff and faculty via email or website form Electronic Resources Librarian sets up trial via consortia or vendor
- 5. University of Toledo Requestsfor new resources submitted by library faculty and faculty via direct communication or web form Electronic Resources Team evaluates: • Relevancy to the curriculum • Authority • Uniqueness • User Experience Collection Management Librarian sets up trial via consortia or vendor
- 6. • Communicated withconsortia representatives to determine best pricing and contractual agreements • OhioNET and OhioLINK • Only communicated directly with the vendor as a final option if no consortial agreements are available • Final license reviewed by University Counsel Web Reference Librarian + Acquisitions Librarian Associate Provost Capital University
- 7. Union Institute &University • Communicate with consortia representatives to determine best pricing and contractual agreements • WALDO, VT Libraries • License reviewed by Electronic Resources Librarian and Library Director • ILL, Authorized users, terms of access Electronic Resources Librarian and Library Director
- 8. University of Toledo •Collection Management Librarian reviews license for key elements: ILL permissions, access, authorized users and perpetual access terms • Final license reviewed by Contract Manager and University Counsel Electronic Resources Team • Led by Collection Management Librarian • Self-elected committee • Communicate with consortia representatives to determine best pricing and contractual agreements • OhioNET and OhioLINK
- 9. Capital University • ContactedOhioNET to add EZProxy • Head Technical Services Librarian downloaded a MARC record for the catalog EDS • Selected item in Holdings Management in EBSCOAdmin • Selected item in EDS Database list if available • Added item as an asset in LibGuides • Used in A-Z list and Subject Guides • Added link on Library website - Databases by Subject page Web Reference Librarian:
- 10. Union Institute &University • Update config.txt file for EZProxy • Add MARC record to custom catalog in EDS • Select item in Holdings Management in EBSCOAdmin • Select item in EDS Database list if available • Add link on Library website - Databases page Electronic Resources Librarian:
- 11. University of Toledo Directorof Collections and Systems Librarian: • Manages Web Access Management (WAM) table in Sierra Cataloging Librarian: • Manages MARC record loads for the local catalog • Manages Electronic Resource Records, A-Z database list Director of Collections: • Outputs file to update EDS • Selects item in Holdings Management in EBSCO Admin Electronic Information Services Librarian: • Selects item in EDS Database list if available • Adds item as an asset in LibGuides to use in Subject Guides Collection Management Librarian: Serves as a backup
- 12. Capital University • WebReference Librarian contacted library staff • Liaison librarian notified appropriate department • Email sent to Faculty listserv • Advertised on library website • Survey for EDS • RefWorks Day • Talk Like a Pirate Day • EDS Launch Programming
- 13. Union Institute &University • Electronic Resource Librarian contacts Library Staff • Share information at Library Committee meeting • Send Campus Community emails • Blog Posts to the Library Website • Announcement post to LMS • Create Tutorials
- 14. University of Toledo •Collection Management Librarian notifies library faculty • Subject librarians notify appropriate colleges • Subject librarians and Collection Management Librarian update relevant subject guides
- 15. Capital University Acquisitions Librarian: •Reviewed budget Electronic Resources Team: • Reviewed usage statistics and discussed importance of resources Acquisitions and Web Reference Librarian: • Completed consortial surveys
- 16. Union Institute &University Library Director: • Reviews budget • Meets with Electronic Resources Librarian Reference Librarian and Electronic Resources Librarian: • Collect usage statistics • Create annual statistics overview document
- 17. University of Toledo CollectionManagement Librarian: • Reviews budget • Communicates with Electronic Resources Team, subject librarians and faculty (if applicable) • Team reviews statistics, cost per use and criteria outlined in rubric • New procedure - Send out survey to gather feedback Director of Collection Services: • Pulls usage statistics
- 18. Capital University • Issuescommunicated to Web Reference Librarian • Troubleshooted in Vendor Admin • Communicated with consortia and vendor when needed • Notified staff of issues
- 19. Union Institute &University • Issues communicated to Electronic Resources Librarian • Troubleshoots in Vendor Admin • Communicates with consortia and vendor when needed • Use Access Database to communicate to Library Staff
- 20. University of Toledo •Issues communicated via web form • Collection Management Librarian or Collection Services Director troubleshoots in Vendor Admin • Systems Librarian troubleshoots in Sierra's Electronic Resources Management system, WAM and with university IT
- 21. University of Toledo •III's Sierra • Maintains A-Z Database List • Provides central location for admin credentials • Stores license information Capital University • Had a subscription to EBSCO ERM Essentials, but was cancelled due to lack of use and staff Union Institute & University • No ERM due to very small staff • Utilize documents, spreadsheets, and create checklists
- 22. • Lack ofLibrary Director and staffing levels • Transparency and communication Capital University Union Institute & University • Online Library; no ILS • Serving staff and students globally University of Toledo • Interim Leadership • Staffing levels
- 23.