1. ERM@HKUST Improving Staff Workflow and Patron Access
Hong Kong Innovative Users Group Conference
December 8-9, 2005, Hong Kong
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
9-Dec-2005

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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.
Fixed in the full Release 2005 or 2006LE?
The Hong Kong University of Science and Technology Library

15. 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

16. 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 (
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

17. 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

18. Practical ERM Examples from HKUST
9-Dec-2005

19. 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

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

21. 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

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

23. 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

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

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

26. 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

27. 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

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

29. Facilitating Reference Enquiries
19-Sep-18

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

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

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

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

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

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

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

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

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

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

40. 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

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

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

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

44.
19-Sep-18

45. 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

46. 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

47. Thank you
The Hong Kong University of Science and Technology Library