Steve McCrackenPeter McCracken, MLSSerials Solutions, Inc.

Electronic Resource Management System

Overview & Development Status

Mike ShowalterProduct Manager

This document may not be delivered outside your local library staff without

permission of Serials Solutions

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

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

Electronic Resource Lifecycle

ERMS – our newest solution

Electronic Resource Management System Manage all of the processes throughoutthe 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

Electronic Resource Lifecycle

Goal: build tools that help during each step of the

resource lifecycle

ERM Feature Categories

BibliographicAcquisition AccessSubscription Licensing Analysis

•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

ERM Feature Categories

BibliographicAcquisition AccessSubscription Licensing Analysis

•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

ERM Feature Categories

BibliographicAcquisition AccessSubscription Licensing Analysis

•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

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

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.

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

3rd-party applications

AMS-ERMS Feature Comparison

AMS and ERMS share features

and functionality

AMS-ERMS Feature Comparison

ERMS provides new features and benefits

AMS-ERMS Development Path in Future

AMS/ERMS ERMS

• Bibliographic control• Access management• Limited analysis tools• Product-specific

features

• Subscription management

• Acquisition management

• Licensing management• Enhanced analysis

tools

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.

Discovery solution: e-Catalog

Use the e-Catalog to search the entire electronic knowledge base

Discovery solution: e-Catalog

Search by provider, database or journal name

Discovery Solution: e-Catalog

Alternate and abbreviated titles searches supported

Discovery Solution: e-Catalog

View title-level metadata

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 newresources have beenidentified for tracking

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?

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

Evaluation Solution: Overlap Analysis

Drill down within overlap analysis to see list of titles that are unique

Evaluation Solution: Overlap Analysis

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

Evaluation Solution: Benchmarking

Predict ballpark usage for resource with benchmarking tool

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

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

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.

Resource Metadata

Manage resource administrative

metadata

License Manager

Licenses can be applied at any level: provider, database, journal

View and manage all resource licenses from a

single interface

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

Resource Licenses

Record detailed license information, including custom status, license

type and reviewer

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

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

Notes Manager

Keep track of additional details about the original note

Contact Manager

Contact manager provides easy access to all resource contacts

Customize contact types and roles to reflect local needs

Contact Manager

Contact can have more than one role

Menu Manager

Customize menus for contact, report and license managers

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

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

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.

Access Solution: Proxy and URL customization

Access Solution: Resource Discovery Tools

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

Terms of Use Display

Terms display for each journal holding, pulled directly from the prevailing terms of use recorded

in an ERMS license

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?

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.

Evaluation Solution: Click-through Statistics

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

Evaluation Solution: Subject Stats

Evaluation Solution: Benchmarking

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

Management Solution: Data Manager

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

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

Do you want more information?Contact me at mikes@serialssolutions.com

or

1- 866-737-4257 ext. 30

Thank you for your time!