1. Managing Electronic Resources in Today’s ILMS Environment Beth Forrest Warner Director, Digital Library Initiatives, University of Kansas LC’s Digital Future & You Library of Congress March 13, 2003

2. Evolution of Access Card catalogs Online catalogs Online databases Online journals The Web Confusion!

3. Variety of E-Resources E-journals / e-serials Citation databases Full-text article databases Non-serial content such as e-books, government documents, numeric datasets, spatial data, eprints, images, audio, video, websites, etc. Content manipulation tools.

4. Today’s Access Issues Blurring of lines between what is owned vs. what is accessible vs. what exists Variety of formats Variety of access methods (http, ftp, print…) Content vs. carrier (aggregated resources) Accurate description Rights management Volatility of resources Trust factor.

5. A Community Challenge Identify what is owned / licensed / collected Identify works of interest for specific communities of users Show where a resource is located (locally, remotely) Indicate what can be done with it (rights) Get users to the resource quickly & easily… Bring people and content together accurately, easily, efficiently

6. User’s Perspective Don’t bother me with the details, just get me to the stuff I want – preferably online – preferably NOW!

7. Challenge Bringing it all together…

8. Management Issues Identifying resources Acquiring ownership / access Tracking ownership / access Description Integration –Searching / presentation Resource access User support / instruction Evaluation.

9. Core ILMS Functions Acquisitions Description / bibliographic control –including Authorities Inventory / holdings Access control / circulation Access / OPAC Reporting / Statistics.

10. Is the ILMS Enough…? ILMS Functions Resource Management / Access Needs

11. Is the ILMS Enough…? Full Resource Management & Access Functions

12. Management Functions Acquisitions –Traditionally: Ownership –Current: Ownership and Access Requirements –Selection / review process tracking Local / Consortial –License management and tracking Local / Consortial –Aggregated resource component management and tracking –Payment tracking / fund management –Technical management information tracking

13. Management Functions Description / Bibliographic Control –Traditionally: MARC, LCSH, LCC, DDC, stable resources –Current: Multiple descriptive formats, thesauri, volatile resources, past and present Requirements –Extensions to MARC (flexible, nimble) –New metadata formats (integration) –Multiple manifestations (relationships) & formats –Authority control in an uncontrolled environment (Web) –Ease of update for volatile resources –Direct links to external objects (link management) –Description vs. Access

14. Management Functions Inventory / Holdings –Traditionally: track owned items, call numbers, stable –Current: track owned, licensed, accessible items; URLS; volatile Requirements –Bring together multiple manifestations –“Appropriate copy” issues –Volatile holdings from aggregators –Tracking “free” Web resources –URL management / NRS

15. Management Functions Access Control / Circulation –Traditionally: track owned items, call numbers, stable –Current: control physical access, control virtual access (authentication / authorization); remote users; volatile Requirements –Interpreting license provisions –Integration with campus implementations for authentication / authorization (definitions) –Distance learners / remote users

16. Management Functions Access / OPAC –Traditionally: access to local materials; search against controlled records (MARC, LCSH); extension to A&I files –Current: access to local & remote materials; search against controlled & uncontrolled records; multiple formats, sources Requirements –Interpreting / presenting license provisions for users –Integration with institutional implementations for A/A –Distance learners / remote users –Integrating multiple sources (local, remote) –Integrating multiple record, format, & search types

17. Management Functions Reporting / Statistics –Traditionally: circulation statistics, searches in databases –Current: circulations, searches, resource access, web use… Requirements –defining what the relevant measures are today –determining how to measure them accurately –moving from “counting” to “managing”

18. Functionality Needs Pre-purchase evaluation tracking Interpret, categorize, track, publicize license provisions “Acquire” / track free resources Accommodate new metadata formats Track details of resource components and multiple manifestations of content Manage volatility of content, links

19. Functionality Needs (cont.) Provide better resource discovery functions – federation, aggregation Integration with institutional I/A/A infrastructure Provide easy access to and use of materials, both physical & digital Handle “appropriate copy” issues

20. Functionality Needs (cont.) Better measures of successful resource provision Provide easy, accurate troubleshooting information

21. Making the Match… So how well is the basic ILMS addressing these new functional requirements? Depends on how we continue to define the ILMS

22. The “I” in ILMS… I ntegrated Library Management System Not all-Inclusive… I nteroperable Resource Management / Access Needs ILMS Functions

23. Redefining the “I”… Shift focus from integration into the ILMS to integration of the ILMS … ILMS

24. Creating the "RME” Need to create the Resource Management Environment Key: openness, interoperability, and integration with external systems and services –standard data formats –standardized application interfaces, services –standardized data transfer protocols Look beyond current library developments and standards…

25. RME Components Electronic Resources Management –Workflow management / tracking systems –License component management / tracking –Examples: Electronic Resource Management Initiative (ERMI) New module development by traditional ILMS vendors

26. RME Components (cont.) Metadata, extended / linked description –DC, EAD, VRA, FGDC, etc. –ONIX Content management services –Serials Solutions, TDNet, Ebsco, etc. Linking standards –OpenURL Identifiers / Name Resolution services –Handles, DOIs, purls, URIs, URNs

27. RME Components (cont.) Search protocols / standards –Z39.50, http, XML gateways Web services / search engines –Google, AlltheWeb, Intelliseek, etc. Discovery methods –Federation (ex. ENCompass, MetaLib)ENCompass –Aggregation (ex. OAI harvesters / services)

28. RME Components (cont.) Repository services –Eprints services, DSpace repositories –Content management services Content manipulation / analysis tools –Page-turning software, image viewers, GIS viewers / mapping tools, statistical analysis

29. RME Components (cont.) Authentication / Authorization services –LDAP, Internet2 middleware, EduPerson, certificates –Rights Management tools Portals –personalization / customization Management statistics redefinition

30. The End Result? A one-stop client-oriented access environment that organizes and personalizes the available information descriptions, resources and tools to the specific needs and characteristics of the person visiting the site.

31. RME Characteristics Overcomes geographical boundaries Overcomes informational barriers Is information driven, not system driven Systems are capable of forming instant partnerships Fluid forms (no rigid organizational structures…) Ability to respond with exceptional speed and agility to environmental changes

32. Current Environment User Interface Bibliographic Database Z39.50 Database Z39.50 Database Z39.50 Database Z39.50 Database Z39.50 Database Databases Via HTTP Z39.50 Database Z39.50 Database XML Gateways User Interface

33. Enhanced Environment User Interface Bibliographic Database Z39.50 Database Z39.50 Database Z39.50 Database Z39.50 Database Z39.50 Database Databases Via HTTP Z39.50 Database Z39.50 Database XML Gateways Access Aggregator

34. Basic Components Presentation / Navigation Resource Discovery Repositories Policies Procedures

35. Local Metadata Access Repositories Remote Metadata Repositories Remote Object Repositories Search / Retrieve Display Interface(s) Object / Metadata Masters Repositories Naming Conventions Object Format Standards Metadata Standards Responsibilities Rights Economics Object Registry Metadata Creation Access Management Navigation Processes Controlled Vocabularies Specialized Tools Manipulation Processes Object Creation Migration Services Policies & Guidelines Access Registration Design IR Protocols Consolidated Metadata Repository Dynamically generated derivative Extracted Data

36. Conclusions How well does the ILMS stack up? Depends on expectations Not well as a total solution Just fine as a core component to a broader solution Key: open, interoperable, modular, standards-based systems

37. ILMS as Core: Key Points Focus on data portability Focus on using existing industry standards for new services –develop only what’s truly unique

38. ILMS as Core: Key Points Focus on enhancing the openness and interoperability of current systems with external systems (including non-library…) Focus the core ILMS on what it was designed to do – and still does well today

39. Questions?? Beth Forrest Warner Director, Digital Library Initiatives, University of Kansas bwarner@ku.edu

40. Copyright Statement Copyright, Beth Forrest Warner, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors

41. ENCompass at KU Demonstration of the KU Digital Library System http://www.diglib.ku.edu