1. E-Matrix: Electronic Resource Management at NCSU Andrew K. Pace NCSU Libraries May 11, 2006

2. 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

3. 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

4. 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)

5. 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

6. 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

7. 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

8. 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

9. 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.

10. 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

11. 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!!!!

12. 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

13. The Previous NCSU Libraries ERM System

14. 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

15. How: NCSU Libraries E-Matrix July 1999 – NCSU “E-Shepherding” specification written (and shelved) 2000-2002 – 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

16. 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]

17. 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

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

19. 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

20. 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

21. 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

22. 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

23. 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

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

25. 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

26. 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…)?

27. 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

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

29. 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

30. 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…

31. 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

32. 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

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

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

36. Journals & E-Matrix E-Matrix brings together different manifestations of a single work Includes print and electronic Will be able to make a distinction between library selected titles and aggregated titles

37. 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, SFX Subjects, and Fund codes from our catalog mapped to web subjects when imported into E-Matrix

38. 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

42. Journal discovery

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

44. Demo

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

46. 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)

47. 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

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

49. How will we share? Oracle Java Sirsi SFX Etc…. We welcome your thoughts http://www.lib.ncsu.edu/ematrix

50. Thank You. Andrew K. Pace Head, Information Technology NCSU Libraries andrew_pace@ncsu.edu http://www.lib.ncsu.edu/staff/presentations