Electronic Resource Management Who – libraries, vendors, patrons What – the scope and extent of ERM When – a timeline of work thus far Where – in libraries, at vendors Why – advantages and risks How – development efforts at NCSU Libraries

WhoWhat WhenWhere WhyHow Presentation outline

What is ERM? Digital Library Federation Electronic Resource Management Initiative (DLF ERMI) As libraries have worked to incorporate electronic resources into their collections, services and operations, most have found their existing Integrated Library Systems to lack important functionality to support these new resources. - Digital Library Federation Electronic Resource Management Initiative Report August 2004

DLF ERMI (continued) Who is working on ERM? Goals  Describe architectures needed to manage large collections of licensed e-resources  Establish lists of elements and definitions  Write and publish XML Schemas/DTDs  Promote best practices and standards for data interchange Team  Ivy Anderson (Harvard)  Adam Chandler (Cornell University)  Sharon E. Farb (UCLA)  Timothy D. Jewell (Chair, University of Washington)  Kimberly Parker (Yale)  Angela Riggio (UCLA)  Nathan D.M. Robertson (Johns Hopkins)

DLF ERMI (continued) Who is working on ERM?  46 pages of text  Describes the problem  Outlines existing solutions and efforts  Introduces the appendices....  Appendix A: Functional Requirements  Appendix B: Workflow Diagram  Appendix C: Entity-Relationship Diagram (ERD)  Appendix D: Data Element Dictionary  Appendix E: Data Structure  Appendix F: XML Investigation

Who is working on ERM? CARL / TLC – Gold Rush EBSCO Electronic Journal Service Elsevier / Endeavor – Meridian Ex Libris – Verde Innovative Interfaces – ERM module Serials Solutions – ERMS SirsiDynix – Horizon Electronic Resource Management TDNet – e-Resource Manager VTLS – VERIFY Vendors

Who is working on ERM? Boston College Library California Digital Library Cornell University Emory University Griffith University Johns Hopkins Kansas State University MIT Penn State Tri-College Consortium UCLA University of Georgia University of Minnesota University of Washington Yale University Libraries

Who does ERM affect? EVERYBODY Serials Librarians Acquisitions Staff Catalogers Digital Library Developers Collection Managers Systems Librarians Web Librarians Reference Librarians ILS Managers Bibliographers Faculty Staff Students ILS Vendors Knowledge Base Vendors Subscription Agents Publishers

What is ERM, and why get involved? Electronic Resource Management is an attempt to address the shortcomings of existing systems, processes and procedures for managing collections that are available in electronic format and generally subject to licensing terms, conditions and restrictions.

Classic Integrated System MARC Records item holdings serial holdings Patron Records circ transactions reserve records Acquisitions Records websites (856) e-books e-journals databases datasets WEBPAC Patron self- service Serials Control Records

Dis-integrated Library System websites (856) e-books e-journals databases datasets alpha list of databases subject list of databases e-journal finder Serials Solutions TDNet web subject guides Licensing Files ILL Files Collection Management Files Helpdesk Files Statistical Files institutional repository Authentication & Authorization Library Portal alert services SFXOpenly SERIALS!!!!

Serials? Dude, that’s not cool. This isn’t NASIG, man. I wanted to hear about ERM! I won’t even touch that serials stuff, getting involved with that is just throwing your whole life away…

Serials? 1.E-journals are, well, still journals 2.Databases Subscription oriented – commit payments on a continuing basis Content is licensed and leased – access is based on a continuing relationship with a publisher or vendor Contain serial content that is updated on a continuing basis

Serials? Format fetishism vs. management functions

It’s the economy, stupid.

It’s the SERIALITY, stupid.

The Previous NCSU Libraries ERM System

The David Goldsmith v2002 ERM System Pros: Intelligent query interpretation logic and reasoning (uses fuzzy logic technology) Capable of learning/adapting to new scenarios Cons: 10s of thousands of dollars per year to maintain Shuts down completely in sleep mode for 7-8 hours per night Availability to staff subject to meeting schedule of a department head

How: NCSU Libraries E-Matrix July 1999 – NCSU “E-Shepherding” specification written (and shelved) – the square peg and round hole era  “ERM” begins to emerge; DLIF-ERMI takes shape Fall 2002 – electronic resources in the catalog; E-Journal Finder; SFX; Licensing database; Collection Management OASIS database  E-Matrix begins to emerge

NCSU Libraries E-Matrix An ad hoc committee charge The ad hoc E-Matrix Committee will implement a prototype electronic resources management system to support acquisition and licensing, collection management, and resource discovery for the Libraries' electronic resources [and all the print journals, too, please]

licensing statistics subscript- ion info technical support remote access evaluative data PRESENTATION LAYER ADMINISTRATIVE METADATAADMINISTRATIVE METADATA E-MATRIXE-MATRIX ILSILS Other Databases: E-journal finder ETDs Instn’l Repository Etc. DATA HOOKS Website Catalog E-resources Alert Services Local DBs & Collections Digital Archives Data Repos- itories vendor data Evaluative Tools E-Matrix

The Crew Andrew Pace, Systems, Chair Kristin Antelman, Administration (IT) Karen Ciccone, Natural Resources Library Karen Letarte, Cataloging David Goldsmith, Acquisitions James Jackson Sanborn, Digital Library Initiatives Sandra Logeson, Systems (Programmer) Stephen Meyer, Project Fellow Tim Mori, Systems Greg Raschke, Administration (Collections) Shirley Rodgers, Systems Rob Rucker, Distance Learning Services Will Wheeler, Collection Management

E-matrix Challenges Public interface is secondary concern Leveraging existing data—all of it! Workflow, Workflow, Workflow Avoid solutions looking for problem Embrace the serial work

E-Matrix Objectives manage electronic and print serial subscriptions, other e-resources, support licensing; local control support resource selection, allocation, and evaluation; manage and use faculty- provided data; integrated data reports Acquisitions Collection Management Discovery and display enhance access points; improve user displays; leverage local metadata; access at the work level

Acquisitions 19% of total collections budget spent on electronic resources 28% of serials budget on e-resources Still in a bi-model mode for many titles and divergent workflow is costly

Licensing Systematically tracking terms and conditions of materials Digital Rights Management (DRM) will govern use over fair use rights Breach control will increase as vendor monitoring methods become more sophisticated

SJERMs Journals / Serials Electronic Resources Databases Collection Mgmt evaluative data Acquisitions and licensing data Local subjects Bib Data Statistical Data Search / Browse MyAccount Patron Database My Courses Course Reserves MyLibrary MyTOCs

The public sphere of E-Matrix Modeling the facets of access to article databases, data stores and our journal collection

Database Descriptions: real world examples articles - mixed scholarly, popular, news, trade articles - news articles-scholarly, plus other scholarly materials biological data books - ebooks, catalog, WorldCat citation trails company information conference proceedings digital collections directories dissertations financial data/accounting/taxes GIS grant information images industry information information about journals job and career information legal and government information maps marketing and advertising patents and trademarks physical data/properties portal/website preprints reference/quick facts (handbooks, encyclopedias, dictionaries, etc) social data / statistics / demographics standards technical reports

Description of Databases container vs. content Container What kind of resource is it (e.g., article database, online data set, electronic reference work…)? Content What is inside of, or indexed by, the container (e.g., citations, images, statistics…)?

Description of Databases (cont’d) content description - aboutness Content description What is the content within a resource about (i.e., which web subject will it fall under)?

Databases in E-Matrix Assignment of web subjects Assignment of resource types Assignment of content types Backend storage of metadata used by the redesigned public website

Web Subjects Nutrition Operations Research Parks, Recreation & Tourism Mgt Pharmacology Philosophy & Ethics Physics Physiology Planning Plant Biology Plant Pathology Political Science Poultry Science Psychology Public & Environmental Health Public Administration Religious Studies Science & Technology Social Work Sports Management Sociology Soil Science Statistics Sustainable Agriculture Textile & Apparel Management Textile Chemistry Textile Engineering Toxicology Training & Development Veterinary Medicine Waste Management Wood & Paper Science Zoology Aerospace Engineering Accounting & Finance Adult & Community College Education Agricultural Economics Agriculture Animal Science Anthropology Architecture Art Astronomy & Astrophysics Atmospheric Sciences Behavioral Biology Biochemistry Bioinformatics & Biomathematics Biological & Agricultural Engineering Biology Biomedical Engineering Chemical Engineering Chemistry Civil Engineering Communication & Media Computer Science Criminology Crop Science Curriculum & Instruction Earth Sciences Ecology Economics Education Electrical & Computer Engineering Engineering Geology Entomology Environmental Science Environmental Technology Ergonomics Family & Consumer Sciences Film Studies Fisheries & Wildlife Sciences Food Sciences Forestry Genetics Genomics Graphic Design History History of Science & Technology Horticulture Immunology Industrial Design Industrial Engineering Information Science & Technology Landscape Architecture Leadership & Counselor Education Linguistics Literature Business & Management Marine Science & Engineering Materials Science Mathematics Mathematics, Science & Technology Education Mechanical Engineering Medicine, Human Microbiology Music Natural Resource Management Neuroscience Nuclear Engineering

Resource types data set digital collection index reference –dictionary –directory –encyclopedia –handbook

Content types annual reports articles –popular –news –scholarly –trade bibliographic citations books citations conference proceedings dissertations grants images journals maps patents preprints scientific properties standards statistics technical reports trademarks

Real world / Data model crosswalks (captured in E-Matrix) articles - mixed scholarly, popular, news, trade  Container Type(s):Index Content Included:Scholarly articles, Dissertations, Technical reports…

Real world / Data model crosswalks (captured in E-Matrix) biological data  Container Type(s):Data set Content Included:Scientific properties Subject(s):Biology Biological & Agricultural Engineering

Real world / Data model crosswalks (captured in E-Matrix) company information  Container Type(s):Index, Data set Content Included:Trade articles, Annual reports, Statistics Subject(s):Business and management Industry

How do we apply the data model Richer reports about our collection User-centered resource discovery…

Databases in E-Matrix Initial Rollout coincides with a redesigned NCSU Libraries website –Database tab within the browse by subject area will be managed through E-Matrix rather than the catalog –New Alphabetical List of Databases also managed within E-Matrix

Databases in E-Matrix Added Flexibility and Functionality Database-to-subject relevance ranking Subject-based descriptions Stable URLs – oors.com/&resource=Standard+and+Poor+Net+Advantage –

Databases in E-Matrix Beyond Initial Rollout Additional info available for display –Enhanced database descriptions –Markers for content Fulltext Scholarly News … Dynamic Database Lists –Biological Data –News Databases

Databases in E-Matrix New Authoring Tools Mix and match Content, Containers and Subjects to create new lists Author dynamic pages with stored queries

Journals & E-Matrix E-Matrix brings together different manifestations of a single work Includes print and electronic

Managing the journal work E-Matrix will manage journals through a locally assigned resource ID Data imported from SFX has been matched against data imported from our catalog LC Subjects from our catalog mapped to web subjects when imported into E-Matrix

Collocating manifestations Establishing a link between catalog records and SFX Knowledgebase records enables: Summary availability of works – Simultaneous display of electronic and print Intuitive presentation of holdings – Dynamic retrieval of print holdings combined with web link to SFX window to access online issues

Journal discovery

Future possibilities for journals Subject assignments for core journals Content included assignments for core journals (e.g., scholarly articles…) Public aggregated title / provider displays …

Some expected (and unexpected) discoveries Non-standard data ain’t so bad (SFX KB, acquisitions, serials, etc.) Standard data ain’t as good as you think it is There’s a reason no one has provided a definitive solution for expressing the “serial work” ERM strongly suggests radical changes to technical services workflow There’s as much data about data as there is data (at least it seems that way)

E-matrix / ERM Future Taking the “E” out of E-matrix Standards Is the ILS superfluous? Is MARC dead? Will libraries or their vendors corner the ERM market? Would we do it again? Are we going to share the code? we must sort of I can dream, can’t I? yes sort of definitely sure, what the heck

Yes, we would do it again The Serial Work Migration of / Interoperability with existing data Putting our development dollars where our collections dollars are

How will we share? Oracle Java Sirsi SFX Etc…. We welcome your thoughts

E-MATRIXE-MATRIX Database tables & data PL/SQL Packages & Procedures SQL ORACLE E-Matrix Technical Framework Tomcat Web Server Jakarta Struts XML framework for data flow control JSP Web-based Staff Interfaces HTTP requests HTML output Stored Java Server Pages JAVA