ERM@HKUST Improving Staff Workflow and Patron Access Hong Kong Innovative Users Group Conference December 8-9, 2005, Hong Kong ERM@HKUST Improving Staff Workflow and Patron Access Presented by Edward Spodick, Information Technology Manager and Ming-kan Wong, Acquisitions Librarian The Hong Kong University of Science and Technology Library {lbspodic,lbmkwong}@ust.hk 9-Dec-2005

What is ERM? Integrated environment for management and tracking of and access to all kinds of Electronic resources Centralized system for all related functions “Tools for managing the license agreements, related administrative information, and internal processes associated with collections of licensed electronic resources.” -Digital Library Federation The Hong Kong University of Science and Technology Library

What is ERM? [2] Assist with evaluating, acquiring, accessing Tracks-Access restrictions Registered IP addresses Negotiation details Contract details Copyright permissions/restrictions If integrated with the OPAC Display information to users (system availability, access restrictions, holdings data, ILL rules, courses pack permissions, etc.) The Hong Kong University of Science and Technology Library

Why HKUST Wants ERM Coordination of information and effort, especially between different departments (Acq., Cat., Coll. Dev.) Reduce/Manage workload by increasing staff efficiency Immediate access to more and better details by all Librarians Information about the resource Current access status of the resource The Hong Kong University of Science and Technology Library

Why Innovative? Can hide fields/data from public view Leverage existing investment Integrated with OPAC License advisory/display Ticklers Integration with WebBridge for user access to full-text at the article level from citation databases (including Google Scholar) The Hong Kong University of Science and Technology Library

Time Line Evaluation: Fall 2004 Installation: 19 January 2005 Experimentation: January -> April ERM Task Force established: March Training: 26 April Pilot project: 23 June ~2000 thesis records The Hong Kong University of Science and Technology Library

Time Line [2] Retrospective Conversion Rollout Phase 1 –e-Journals (~15,000 records with holdings in 599) May->June – record conversion programming/testing 30 June -> 15 July - phase 1 implemented (records converted) Phase 2 – 15 September -> 29 October databases, e-books / monographs /proceedings (>10,000) Rollout During each phase, ERM data became visible on the staging WebPAC. After Phase 1, ERM display was enabled for all users Some duplication of linking display until the 856 links moved from BIB to holdings records and item records were deleted The Hong Kong University of Science and Technology Library

Questions to Address What is the primary focus? For us, the focus was on improving staff workflow and efficiency. Enhancing the OPAC was secondary. Task force with representatives from ALL Library units, because all units are affected Some unexpected units may be collecting or duplicating ERM-related data What workflow changes will be needed? What should the OPAC display look like? The Hong Kong University of Science and Technology Library

Questions to Address [2] Some standalone e-resources Should they be in ERM? Retrospective conversion - how will it work? Matching issues Whether to create contact records in ERM, duplicating existing vendor file, which must be retained etc. The Hong Kong University of Science and Technology Library

Retrospective Conversion ERM Coverage Load only matches on title/ISSN HKUST has multiple bib records with same ISSN (formats) Load profile for batch loading to create checkin records Acquisitions first creates resource records to link to 95% of bib records processed via Systems programs with batch loading Multiple runs needed because cannot batch link different checkin records to multiple resource records (same journal with multiple vendors). Ran in 12 batches. Some records needed manual processing (3-5%) Identification of owning resource record by scripted or direct link rather than ISSN Bib record frozen during migration The Hong Kong University of Science and Technology Library

Retrospective Conversion [2] Migration of holdings details and links from item to holdings (checkin) record Cannot use Coverage Load, which only takes start date and end date (and embargo later) Used batch loading with load profile Created a text field to hold out AACR2-formatted holdings details By using a separate field, we could still use the Coverage Load for populating the WebBridge database Extremely tedious and complex process Done in phases (Theses, e-Journals, Databases, e-Books) The Hong Kong University of Science and Technology Library

OPAC - Web Interface WebPAC Issues Immediate 24/7 access to resource details In OPAC and Staff Millennium License and Access issues / problems Non-standard ILL issues / restrictions Resource advisories Access limits Lending limits The Hong Kong University of Science and Technology Library

OPAC - Web Interface [2] Many resources no longer display location in ‘extended browse’ We use item-level location, especially due to reserve items With no item record, no location displays WebPAC should display the location from bib record when no item record exists The Hong Kong University of Science and Technology Library

OPAC - Web Interface [3] WebPAC resource record display Titles linked to the resource records slow to display and not sorted alphabetically We chose not to provide resource search/browse for this reason e.g. http://ustlib.ust.hk/search/y?ieee+xplore Fixed in the full Release 2005 or 2006LE? The Hong Kong University of Science and Technology Library

Database Listings How to migrate the existing list to eliminate duplication of effort ERM implementations inadequate to needs Need to keep both Subject and A-Z access Built-in subject options are poorly done Subject list should be automatically populated Need to keep database descriptions DB descriptions added to resource records Reference needs editing access to resource records Programming work for this is still in process The Hong Kong University of Science and Technology Library

Statistics Statistics collection/examination changes Previously stored in 9xx field in bib record Usage statistics for e-resources Now available in ERM in beta – only for ERM records Prompted development of JURO (http://library.ust.hk/software/juro/) Better centralization of statistics Vendor-supplied data - processed automatically Also includes usage statistics for other resources The Hong Kong University of Science and Technology Library

Miscellaneous Value of ticklers for time-based advisories External linking - to PDFs of license files Innovative responsive to issues raised Some bugs when using Chinese Linking checkin records to resource records Can only do for one resource record at a time For batch loads, cannot specify 1->many linkage from checkin to resource records Create Lists – indirect/soft linkage problem Unable to select or work with fields across soft-linked records The Hong Kong University of Science and Technology Library

Practical ERM Examples from HKUST 9-Dec-2005

Outline of slides Facilitating timely user access to new and existing resources Facilitating reference enquiries Convenient access to secured and click-through licenses Convenient access to authorized uses of materials (e.g. ILL, course pack) Facilitating acquisitions workflow The Hong Kong University of Science and Technology Library

Facilitating User Access to New Resource (1 of 6) Creating a brief bib record 19-Sep-18

Facilitating User Access to New Resource (2 of 6) Creating a check-in record attached to the brief bib record Link provided by OECD to access the database Trial period 19-Sep-18

Facilitating User Access to New Resource (3 of 6) Creating a resource record Tickler message to automatically send emails reminding the product review date 19-Sep-18

Facilitating User Access to New Resource (4 of 6) Use Add Related Holding function to link the check-in record to this resource record 19-Sep-18

Facilitating User Access to New Resource (5 of 6) Creating a license record attached to the resource record 19-Sep-18

Facilitating User Access to New Resource (6 of 6) Public Display Hyperlink to SourceOECD 19-Sep-18

Facilitating User Access to Existing Resource (1 of 3) Creating a brief bib record for a journal subscription HighWire is an existing resource record Creating a check-in record attached to the brief bib record 19-Sep-18

Facilitating User Access to Existing Resource (2 of 3) Use Add Related Holding function to link the check-in record to this resource record 19-Sep-18

Facilitating User Access to Existing Resource (3 of 3) Hyperlink to American Journal of Botany via HighWire 19-Sep-18

Facilitating Reference Enquiries 19-Sep-18

Convenient Access to Secured License (1 of 3) 19-Sep-18

Convenient Access to Secured License (2 of 3) Enter User name and Password to gain access to secured server 19-Sep-18

Convenient Access to Secured License (3 of 3) 19-Sep-18

Convenient Access to Click-Through License (1 of 5) 19-Sep-18

Convenient Access to Click-Through License (2 of 5) e.g. terms and conditions for use 19-Sep-18

Convenient Access to Click-Through License (3 of 5) Find your journal from the alphabetical listing 19-Sep-18

Convenient Access to Click-Through License (4 of 5) Title selected Question selected Hyperlink to terms and conditions 19-Sep-18

Convenient Access to Click-Through License (5 of 5) Click-through License for American Journal of Botany 19-Sep-18

Convenient Access to Authorized Uses of Materials (1 of 2) 19-Sep-18

Convenient Access to Authorized Uses of Materials (2 of 2) Public Display of terms and conditions for use of electronic resources 19-Sep-18

Facilitating Acquisitions Workflow (1 of 4) Hyperlink to ACS Librarian Resource Center Instructions to gain access to usage statistics (e.g. Username and Password) may be listed for the convenience of authorized staff Hyperlink to ACS usage statistics page 19-Sep-18

Facilitating Acquisitions Workflow (2 of 4) 19-Sep-18

Facilitating Acquisitions Workflow (3 of 4) Click to key in Username and Password to access ACS usage statistics report 19-Sep-18

Facilitating Acquisitions Workflow (4 of 4) 19-Sep-18

http://www.library.cornell.edu/cts/elicensestudy/home.html 19-Sep-18

Some Advice ERM Task Force Invaluable See what other sites are doing Dozens of decisions needed to be made, from deciding what should be a “resource” (Journal? Publisher? Vendor?) to what fields should be used and how they should be named. See what other sites are doing But each implementation will need to be based on local practices, preferences, and peculiarities. The Hong Kong University of Science and Technology Library

Acknowledgements The authors gratefully acknowledge Mr. Ki-Tat Lam (Head of Library Systems) for his thoughts and feedback. Thanks are also due to Alan Ng (Library Systems Officer) for his unfailing programming efforts in the retrospective conversion phase and to all the staff of the various units who helped coordinate the ERM implementation. The Hong Kong University of Science and Technology Library

Thank you The Hong Kong University of Science and Technology Library