ERMS couperin Jérôme Kalfon Head of the studies and forecasting Department SELL Porto 2011

2 A project enabling members to:  manage e-resources life-cycle and metadata  gather e-resources usage statistics  analyze overlapping collections A project to deal with the needs of Couperin for:  managing its negotiations  storing and sharing e-resources and negotiations metadata with its members  better identifying its members’ collections Project’s goals

3 Managing : Négociations workflow and 500 databases / packages for COUPERIN Up to 200 databases / packages For each member ; Between 200 and 300 metadata for each resource ; Not doing what others have already done Project’s goals

4 Sharing an ERMS solution is the best solution: to address the needs of libraries having small collections and lack of staff 70% to 80% of descriptive and administrative metadata values are the same for all members due to “ Big deals ” to improve the quality of negotiation and acquisition activities of Couperin to define a source of enhanced information on electronic resources, covering French-speaking publishers and French products Why having chosen a shared ERMS solution ?

5 The mass of electronic resources to manage is more and more important its management is more and more complex Integrated library systems can’t manage flows (fluid information) The solution: ERMS: a software associated with an up-to-date knowledge base General issues

6 7th december 2010, the ERMS project is launched with SerialsSolutions (Proquest) January 2011, the software is installed in the five pilots institutions:  INRIA,  Université Lyon 2,  Université Bordeaux 1,  Université Paris Descartes,  PRES de Toulouse Five pilots institutions

7 Stumbling point: Metadata inheritage and ERMS architecture : modifying resources at the local level is not possible Major defaults The AtoZ (360 portal) is beyond what we asked for Research possibilities are weak Cost metadata management is not available at a local level Trainings and documentation are not in french Problematic points

8 Minor defaults Notes system is heavy Alerts are not well managed Dynamic export to websites or portals is not available Files downloads are difficult to use Problematic points

9 Positive Points Complete and up-to-date Knowledge base MARC records export The link between the different modules (ERMS, reporting, knowledge base) Ergonomics of the software Positive points

10 ● Serials Solutions software doesn’t allow a centralized consortial management ● Improvements are planned but for december 2012 ● The project team is having a meeting in early june to decide wether to continue the pilot or not How is the situation today ?

11 A new orientation is about to be taken by the team leading the project: ● focus on ERMS local functionalities ● Couperin becomes a development partner alongside the ERMS project What are we up to ?

12 This pilot allows to test the same software in several institutions It allows a real co-operation Problems are solved for six institutions at the same time (thanks to two coordinators and one ingeneer) It brings experience on negotiation with an american provider ACQUISITION OF EXPERTISE ON ERMS General positive points

13 The calendar (the new product will be available only in late 2012) Members are thinking about chosing a local temporary ERMS solution but in that case of a temporary subscription, they have to make sure they can leave their provider with all the metadata put in their system focusing on the local level is a problem for institutions working like a consortium (INRIA, PRES Toulouse) Problematic points for some members

14 Integrated library systems are only a part of the whole process giving access to electronic resources Integrated library systems can’t manage flows Other systems are required for that How connecting ERMS knowledge base and resources cataloguing by the ABES (Bibliographic Agency for Higher Education) General issues

15 A shared software for french academic libraries AND a private knowledge base ? A european-wide knowledge base ? What other solutions ?