1. Steve McCracken Peter McCracken, MLS Serials Solutions, Inc. Electronic Resource Management System Overview & Development Status Mike Showalter Product Manager This document may not be delivered outside your local library staff without permission of Serials Solutions

2. The Need for Electronic Resource Management Librarians need a solution that provides: Reduced time required for subscription management tasks Less duplication of data entry Ability to manage both full-text electronic journal content and non-journal electronic databases Direct integration of resource management with resource delivery Consistent, accurate knowledgebase Rapid deploy, easy admin, low cost

3. The Need for Electronic Resource Management Serials Solutions application requirements: Build on top of existing resource management module (AMS) and knowledgebase Support enhanced delivery of electronic resources to all clients through extended knowledgebase of non-journal resources Continued direct integration of resource management with resource delivery Rapid deploy, easy admin, low cost Phased development Use DLF-ERMI guidelines whenever possible

4. Electronic Resource Lifecycle

5. ERMS – our newest solution Electronic Resource Management System Manage all of the processes throughout the lifecycle of e-resources: Discovery Pre-acquisition evaluation Trial Reject or Acquire License management Subscription Management Contact management Customize Access and proxy management Post-acquisition evaluation Manage all activities from a single module

6. Electronic Resource Lifecycle Goal: build tools that help during each step of the resource lifecycle

7. ERM Feature Categories BibliographicAcquisitionAccessSubscriptionLicensingAnalysis Track acquisitions workflow Enable inter-staff communication Manage resource trials Record selection notes and decisions Exchange resource data with ordering system Record and manage financial metadata Manage administrative metadata Record problems in incident log Manage vendor contacts Track expiration & renewal dates Manage vendor usage statistics Resource termination & renewal management Resource alerts Manage resource licenses Link to local and vendor copies of license Keep track of terms of use and authorized user groups Deliver relevant terms of use to patrons Manage the library’s archival rights to a resource Record breaches in incident log Identify all bibliographic entities, subscribed and not subscribed See all versions of work in one interface Share bibliographic metadata with other applications Customize bibliographic metadata (URLs, dates, etc.) Track non- journal resources Export resource MARC records for ILS Integrate proxy information with resources Integrate bibliographic data with resource discovery tools Store lists of IP addresses used for access Communicate changes to vendors Identify overlapping coverage in resources Keep track of search stats Record and report patron click-throughs to resources Predict use of resource prior to acquisition Compare local usage stats to peer libraries Calculate cost- per-click metrics

8. ERM Feature Categories BibliographicAcquisitionAccessSubscriptionLicensingAnalysis Track acquisitions workflow Enable inter-staff communication Manage resource trials Record selection notes and decisions Exchange resource data with ordering system Record and manage financial metadata Manage administrative metadata Record problems in incident log Manage vendor contacts Track expiration & renewal dates Manage vendor usage statistics Resource renewal & termination management Resource alerts Manage resource licenses Link to local and vendor copies of license Keep track of terms of use and authorized user groups Deliver relevant terms of use to patrons Manage the library’s archival rights to a resource Record breaches in incident log Identify all bibliographic entities, subscribed and not subscribed See all versions of work in one interface Share bibliographic metadata with other applications Customize bibliographic metadata (URLs, dates, etc.) Track non- journal resources Export resource MARC records for ILS Integrate proxy information with resources Integrate bibliographic data with resource discovery tools Store lists of IP addresses used for access Communicate changes to vendors Identify overlapping coverage in resources Keep track of search stats Record and report patron click-throughs to resources Predict use of resource prior to acquisition Compare local usage stats to peer libraries Calculate cost- per-click metrics

9. ERM Feature Categories BibliographicAcquisitionAccessSubscriptionLicensingAnalysis Track acquisitions workflow Enable inter-staff communication Manage resource trials Record selection notes and decisions Exchange resource data with ordering system Record and manage financial metadata Manage administrative metadata Record problems in incident log Manage vendor contacts Track expiration & renewal dates Manage vendor usage statistics Renewal & termination management Resource alerts Manage resource licenses Link to local and vendor copies of license Keep track of terms of use and authorized user groups Deliver relevant terms of use to patrons Manage the library’s archival rights to a resource Record breaches in incident log Identify all bibliographic entities, subscribed and not subscribed See all versions of work in one interface Share bibliographic metadata with other applications Customize bibliographic metadata (URLs, dates, etc.) Track non- journal resources Export resource MARC records for ILS Integrate proxy information with resources Integrate bibliographic data with resource discovery tools Store lists of IP addresses used for access Communicate changes to vendors Identify overlapping coverage in resources Keep track of search stats Record and report patron click-throughs to resources Predict use of resource prior to acquisition Compare local usage stats to peer libraries Calculate cost- per-click metrics

10. One-Stop Knowledgebase Maintenance... Leverage Serials Solutions Knowledgebase One change affects all of your access points: Federated Search A-to-Z Title list OpenURL link resolver ILS via updated MARC records Export data to third-party applications Maintain a single knowledgebase to support all of your access and management tasks

11. Why the Knowledgebase Matters Why focus on the knowledgebase? The knowledgebase, and the ability to customize it, are at the foundation of an efficient & accurate ERM solution. –A complete management & access solution for e- resources must deliver both software and data. Solutions for electronic collections require exclusive focus on those collections. –The software of an ILS system and an E-serials access and management system, even when provided by the same company, are often not integrated very well.

12. ERM: Foundation for Resource Discovery Serials Solutions Global Knowledge Base Library knowledgebase Global knowledgebase tier maintained by Serials Solutions staff daily Library-specific knowledgebase maintained by library staff using Serials Solutions data management tools Resource discovery tier for staff and patrons to find and use your electronic resources 3 rd -party applications

13. AMS-ERMS Feature Comparison AMS and ERMS share features and functionality

14. AMS-ERMS Feature Comparison ERMS provides new features and benefits

15. AMS-ERMS Development Path in Future AMS/ERMSERMS Bibliographic control Access management Limited analysis tools Product-specific features Subscription management Acquisition management Licensing management Enhanced analysis tools

16. Electronic Resource Lifecycle: Discover What aggregator packages are available and which journals are in them? Show me all sources for a journal in both subscribed and unsubscribed databases. Indicate my electronic coverage for my print journals.

17. Discovery solution: e-Catalog Use the e-Catalog to search the entire electronic knowledge base

18. Discovery solution: e-Catalog Search by provider, database or journal name

19. Discovery Solution: e-Catalog Alternate and abbreviated titles searches supported

20. Discovery Solution: e-Catalog View title-level metadata

21. Discovery Solution: e-Catalog Non-Journal Resources to be Tracked Manage all of your e-resources: A&I eBooks Reference Databases Image Archives Online Encyclopedias More than 2,000 new resources have been identified for tracking

22. Electronic Resource Lifecycle: Evaluate Pre-acquisition evaluation issues –Show me the unique titles we’ll gain if we add a package –What kind of use can my library expect from a database we’re considering purchasing?

23. Evaluation Solution: Overlap Analysis Overlap analysis takes coverage dates into account to determine overlap See overlap of resource under evaluation in context of other resources

24. Evaluation Solution: Overlap Analysis Drill down within overlap analysis to see list of titles that are unique

25. Evaluation Solution: Overlap Analysis

26. Evaluation Solution: Benchmarking Benchmarking based on peer group comparisons Carnegie classification system IPEDS enrollment data Medians calculated for each peer group level Data is updated daily, aggregated for the year Search stats, subjects and click-throughs all included View numbers for databases, even when not subscribed

27. Evaluation Solution: Benchmarking Predict ballpark usage for resource with benchmarking tool

28. Electronic Resource Lifecycle: Trial Add a resource as a trial Record trial metadata, such as login and password Provide access to trial Record feedback from trial participants

29. Trial Solution Resource can have a “status” attribute assigned Status is customizable by library Use e-Catalog to find resources by status Create trial notes using the Resource Notes Manager

30. Electronic Resource Lifecycle: Acquire We need to record the terms of use for a resource Where is the local copy of the physical license? Who is the licensing contact for the resource? We need to record and manage the subscription metadata.

31. Resource Metadata Manage resource administrative metadata

32. License Manager Licenses can be applied at any level: provider, database, journal View and manage all resource licenses from a single interface

33. License Management: Resource License Resource Licenses Use prevail flag to indicate prevailing license when multiple active licenses apply Clone a license to save time on data entry when adding new version

34. Resource Licenses Record detailed license information, including custom status, license type and reviewer

35. Terms of Use Terms of use can be attached to license to indicate valid user groups, valid uses, and custom notes to provide additional details Use the public display flag to pass terms of use details to hosted products to inform patrons

36. Resource Notes Manager Keep track of resource outages and other issues with resource notes manager Customize note types and status options to reflect local needs Add notes to provider, database or journal levels

37. Notes Manager Keep track of additional details about the original note

38. Contact Manager Contact manager provides easy access to all resource contacts Customize contact types and roles to reflect local needs

39. Contact Manager Contact can have more than one role

40. Menu Manager Customize menus for contact, report and license managers

41. Electronic Resource Lifecycle: Customize Our ScienceDirect coverage begins in 1995, so we need to set cascading date limits across all journals in that database We need to add a custom note to a holding to let users know they need a login/password for access

42. Customize Solution Set custom date ranges at provider, database and holding levels Customize URLs, database names, and proxy information Add custom notes at database, journal and holding levels

43. Electronic Resource Lifecycle: Access We use a proxy and need to integrate it with the URLs for our resources. The resources we maintain in our library’s knowledge base should integrate directly with our patron-facing resource discovery tools.

44. Access Solution: Proxy and URL customization

45. Access Solution: Resource Discovery Tools

46. Terms of Use Display Terms of use can be viewed from within E-Journal Portal and Article Linker Patron can click on terms of use link to view detailed terms from staff-managed license

47. Terms of Use Display Terms display for each journal holding, pulled directly from the prevailing terms of use recorded in an ERMS license

48. Electronic Resource Lifecycle: Evaluate Post-acquisition evaluation –How many times did patrons click through to the resource when using a hosted product? –Which subjects are used the most in the subject browse feature in the E-Journal Portal? –I need a spreadsheet of the totals of all the search types used by patrons. –How does our use of a database compare to peer institutions?

49. Evaluation Solution: Click-Through Statistics View click-through stats at holding, journal, database or provider levels. UI allows you to easily navigate up and down the hierarchy.

50. Evaluation Solution: Click-through Statistics

51. Evaluation Solution: Search Stats View or export search stats that include line item totals and complete search and browse totals MARC Record and OpenURL searches are available for hosted 856 and Article Linker searches

52. Evaluation Solution: Subject Stats

53. Evaluation Solution: Benchmarking

54. Electronic Resource Lifecycle: Manage We need a single point of entry to manage our electronic resource data Library staff want to know at a glance which resources are available and their status One click access to metadata management, contacts and resource reports

55. Management Solution: Data Manager

56. Where do we go next? Continue development on ERMS 1.0 (ALA release) –Acquisition workflow manager –Vendor stats management –Non-journal resources Planning and requirements gathering for post-ALA development iteration (6 to 8 week release cycles) –Resource alerts –Renewal & termination management –Resource note routing –Cost tracking –Export resource-level MARC records –Extend metadata fields based on client feedback and backfilling ERMI requirements Future development efforts –Consortia resource management tools –Extend resource analysis tools –Collection development tools

57. Vendor Stats Management Vendor stats management developed in phases Phase 1 Record metadata about vendor stats Phase 2 Manage stats collection Phase 3 Aggregate Project Counter stats into single data set for reporting

58. Do you want more information? Contact me at mikes@serialssolutions.com or 1- 866-737-4257 ext. 30 Thank you for your time!