Optimizing eResources Pain Management
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A brief exploration of some of the problem and pain points of the current state of ERMSs, especially relating to journals and serials holdings lists and perpetual rights. The slides use animations. Download for best results.
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Optimizing eResources Pain Management
- 1. E-Resources Management Athena Hoeppner eResources Librarian University of Central Florida
- 2. Connecting Users with Content Linking & Access Discovery Authorization
- 3. Outcomes of Well Managed eResources Discovery system includes metadata or user has a working persistent link Link system has correct holdings turned on Link system has correct URL to content Authentication system properly configured Vendor recognizes library/organization (IP or Shibb) Library has current license/access rights Vendor recognizes the access rights Access available at that moment (SU limits) Content host and delivery mechanism is working Network is up, browsers accepts cookies and runs scripts…
- 4. Psyching Users with Inaccessible Content
- 5. Why? Outcomes of Flawed eResources Management Cant find content Not purchased/licensed (or licensed lapsed) Not in the discovery system index/OPAC/database list/searched source Bad metadata in discovery system Variant title, ISSN or other data searched/indexed Can’t access content Not purchased/licensed Not turned-on or configured in access-support systems Incorrectly turned-on or configured (incorrect holdings in resolver, incorrect or missing EZproxy configuration Out of date, broken URLs
- 6. eResources Management Ecosystem Management & Assessment Linking & Access Discovery Authorization Communication & Organization
- 7. Workflow of E-Resource Management Provide Support Evaluate Monitor Provide Access Register IP Addresses Portals/ Access lists Proxy servers Campus authentication URL maintenance Acquire User IDs Preferences (store) Holdings lists Access restrictions View rights for use Problem log Hardware needs Software needs Contact info Troubleshoot/ triage Trial use Assess need/budget License terms Price Evaluate Administer Usage stats Downtime analysis Review problems User feedback Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch
- 8. E-Resource Pain Management Provide Support Evaluate Monitor Provide Access Register IP Addresses Portals/ Access listsProxy servers Campus authentication URL maintenance Acquire User IDs Preferences (store) Access restrictions View rights for use Problem log Hardware needs Software needs Contact info Troubleshoot/ triage Trial use Assess need/budget License terms Price Evaluate Administer Usage stats Downtime analysis Review problems User feedback Holdings lists
- 10. Since 2004 … Verde® Millennium™ ERM 360 Resource Manager ERM Essentials™ Open ERAM HERMIS SwetsWise eSource Manager Gold Rush ERMes CUFTS Unified Resource Management Web-scale Management Service (WMS) CORAL
- 11. consider acquisition recommend to consortia? notify consortia of product consideration notify internal staff of product consideration product trial? no yes negotiated trial license required? product trial start initiate trial licensing process yes no yes yes activate trial in public interface announce trial deactivate trial in public interface gather and consider trial feedback proceed?1 no no log decision and reason not to proceed no yes to A p.2 determine if trial will be public public trial? public trial? yes noyes no from E p.4 product trial end trial license terms acceptable? negotiate trial license terms negotiation progress expected? noyes supply authentication info (IP addresses) to provider record administrative info: contact, problem procedures, etc. notification of new product Electronic Resource Management Workflow Flowchart p. 1 of 4 end Electronic Resource Management Workflow Flowchart p. 2 of 4 license required? technically feasible? 3 plan technical implementation initiate licensing process license terms acceptable? negotiate license terms negotiation progress expected? no yes yes interrupt other parallel processes no yes consider business issues: price, interface, archiving, reliability, etc.4 business terms acceptable? negotiate business terms negotiation progress expected? yes no log decision and reason not to proceed no no yes from A p.1 to B p.3 This line indicates the end of parallel processing. After all processes leading to this line are complete, the next step in the flowchart may begin. This line indicates the start of parallel processing. The processes leading from this line may be done simultaneously or in any order. 2 log licensing info yes end Electronic Resource Management Workflow Flowchart p. 3 of 4 from B p.2 required order or registration process? confirm details of consortia or solo purchase order/register/ formally sign license no authentication info (IP addresses, etc.) to provider yes customize interface notify catalogers and service administrators of live product instruction guides is this a renewal? no public display(s); announce item captured locally? useful usage data available from vendor? product in usage capture schedule periodic request for improved usage data from vendor yes no no yes yes to C p.4 from D p.4 product implemented and service administrators of impending product 6 activate/install product receive activation info or item from vendor ensure completeness of admin info about product usage data harvested from vendor also? yes no This page includes many processes that must be completed before a product is fully implemented. Different institutions’ workflows may vary considerably at this point; therefore, many processes are depicted without much detail, and the order of some processes is somewhat arbitrary. Electronic Resource Management Workflow Flowchart p. 4 of 4 impending expiration? routine product maintenance 7 product discontinued or moving to new provider? no product review 8 license needs renewal? renew ? yes initiate license renewal process license terms acceptable? negotiate license terms negotiation progress expected? no yes no yes subscription needs renewal? yes yes no to E p.1 inform vendor and provider of product cancellation perpetual access and/ or archival rights? edit public display(s) to reflect changed holdings remove product from public display(s) no yes no no yes no no from C p.3 to D p.3 yes edit administrative data to reflect retirement edit administrative data to reflect changed status product moving to new provider? product moving to new provider? yes no product discontinued or moving to new provider? no yesyes end
- 12. Convolutions
- 13. Different Types of ERMSs 1. EBSCO’ ERM Essentials 2. Ex Libris’ Verde 3. Innovative Interface’ Innovative ERM 4. Serials Solutions’ 360 Resource Manager 5. TDNet’ TDNet ERM Solutions 6. Colorado Alliance’ Gold Rush 7. SirsiDynix’ E-Resource Central 8. Priory Solution’ Research Monitor 9. University of Notre Dame’ CORAL 10. Simon Fraser University Library’ CUFTS 11. University of Wisconsin-La Crosse’ ERMes 12. SemperTool’ Resource Management System - RMS 13. OCLC’ Web-share License Manager 14. MIT’ VERA 15. HARRASSOWITZ’ HERMIS 16. The Johns Hopkins University’ HERMES Electronic Resource Management: Progressive Trends. Dr. Nihar K. Patra
- 14. 10 14 7 8 7 12 9 8 7 9 7 9 9 5 8 4 0 2 4 6 8 10 12 14 16 ERMEssential Verde InovativeERM 360Resource… e-ResourceManeger CORAL CUFTS ERMes RMS WorldShare… VERA HERMIS HERMES GoldRush E-ResourceCentral ResearchMonitor Features Features Electronic Resource Management: Progressive Trends . Dr. Nihar K. Patra
- 15. Features and Compliance ≠ Flexibility and Fit
- 16. 3. What Electronic Resources Management System do you use? 1% 23% 2% 4% 5% 1%4% 30% 30% Verde Serials Solutions Alma EBSCO ERM Essentials CORAL ERMes OCLC WorldShare License Manager Other None OA in the library collection: The challenges of identifying and managing open access resources. Chris Bulock and Nathan Hosburgh.
- 17. Top 15 ERM Priorities Based on Librarian Survey 1. Workflow management 2. License management 3. Statistics management 4. Administrative Information 5. Acquisitions Functionality 6. Integration/interoperability with other systems 7. Subscription management 8. Public display 9. Vendor contact information 10. Support for collection evaluation 11. Consolidate ERM information 12. Package management 13. Holdings Management 14. Reporting 15. Usability At ERMS Length: Evaluating Electronic Resource Management Systems
- 18. Difficult Things • eBooks • Consortial PDA • Simultaneous User Limits • Accrued uses Limits • Check out = lock out • App and DRM requirements • Online Videos • DDA to lease • Lease expiration dates • Access • Volume of and multiple locations for URLs, PURLs, 856 • Google, OpenURL, Discovery, Catalog, Local list, EZproxy all in sync • Multiple knowledgebases • Inaccurate and incomplete knowledgebases • Acquisitions and Invoicing • reporting invoice dates, • how much expected to spend, etc.
- 19. REALLY Difficult Things • eJournals • eJournal consortial packages and shared pricing • Perpetual rights • Access only v Open Access v Licensed v Core Sub v Fresh Opt-in
- 20. Wiley Renewal Examples • Consortial subscription • UCF portion split between Main and CoM • Title lists, take overs, ceased, merged, dropped, opt in, etc. • Perpetual rights • Access rights
- 21. 2016 Wiley Journal Changes
- 31. Add or change bib and order records Close order records Turn on or off in Resolver Configure and check access Adjust Discovery and linking Figure out perpetual access… Figure out price changes… Figure out cost split… Do these tables this apply to me?
- 32. Is It Me? Get Organized Work faster Remember details Track progress Communicate effectively Get an ERM? Can I…
- 34. An Explosion of Access Only Journals to Manage 287 64 84 173 374 69 2235 327 243 1973 1387 679 ELSEVIER SCIENCE DIRECT CAMBRIDGE ᶧ ᶧ OXFORD SPRINGER WILEY SAGE ᶧ ᶧ # UCF Subs # Titles Accessible
- 37. Standards • Exchanging title lists (publisher to agent) • KBART, ONIX-SPS • Exchanging holdings lists (agent to library; agent to knowledge base vendor) • KBART, ONIX-SOH • Exchanging cost information (agent to library) • EDI, CORE • Exchanging license terms (publisher to agent; agent to library) • ONIX-PL • Exchanging usage data (publisher to library) • COUNTER, SUSHI Three S's of Electronic Resource Management. Todd Carpenter, Bob McQuillan, and Oliver Pesch
- 38. Tools I Use for ERM Tools I Don’t Use for ERM
- 39. o Frame pain points... Outline some of the problems that seem to be intractable... e.g. PDA and how to handle, streaming, renewals, moving packages, perpetual rights, access technology, keeping all configs and holdings in sync. Some of the tools and skills. o Talked about need for flexible reporting such as for finding resources that can be paid for with next year’s budget without interrupting service... o Concerns with relying on the one KB and what happens if package/resource being acquired/managed isn’t in the KB or is in the KB wrong...