STOCKHOLMS UNIVERSITETSBIBLIOTEK Te l e f o n v x l: 0 8-1 6 2 0 0 0 F ax: 0 8-15 2 8 0 0 w w w.s u b.s u.se

A New Organization Built on a New Tool?

Wilhelm WidmarkHead of Department of E-resources

Stockholm University LibrarySweden

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Stockholm University

• Will in 2008 become Swedens largest university, when we merge with The Stockholm Institute of Education

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Stockholm University

• 4 faculties och 75 institutions

– Humanities– Social Science– Law – Science

• 40 000 students• 4 700 employees

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Stockholm University Library

• One main library, 12 branch libraries

• 120 employees • 1,5 million visitors per

year • 1,5 million web

visitors per year

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Stockholm University Library

• 2,5 million printed books and journals

• 12 000 e-journals• 30 000 e-books• 150 databases

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My presentation

1. Reorganization of the work with e-recourses2. Implementation of an ERM system3. Conclusions

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Library organization in year 2004

• At Stockholm University Library we had a traditional organization with four faculty groups

• In the faculty groups they handled all library work concerning their subjects

• It was an library organization completely built upon the printed environment

• We had made minor organizational adjustments in order to handle the e-recourses

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SUBs organization 2005

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Organization of e-resources 2005

E-resource coordinator

E-journal group E-book group Databas group

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Problems with the organaization

• 15 persons from seven different departments working with e-resources

• Different how much actual time they spent working on e-resources, from 5% till 100% of a full time

• The faculty group leaders had the responsibility for the staff

• We could manage the daily work• Difficult to make any progress in organizing

and administrating e-resources

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Investigation of the working process of the e-recources

• The e-resource coordinator got a commission to investigate the work flow

• He activated a process group containing the heads of the faculty groups

• The result should be a working flow chart on the work concerning e-recourses

• We drew a chart during our discussions

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Working flow chart in progress

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Avd. chef. Ja, nej

Nat biblgrpGeo biblgrp

e-ansv.avdelning

Samordningsansvarig e-

Avd. chef nat/geo

Gå vidare? Ja, nej

Förlag, test och pris

Birgit, ip nr, teknik

Db ansv. grp Lägger in i db över db/bort

Glenn

Aktuellt redaktionen

Institutioner

Ämnesbiblio

Avd chef

Samord e-E-ansv avd

chef. budg Ja, nej Samord. e-

E-ansv avd

Förlag

Avtal Faktura

E-ansv avdSamord. e-

Öb undert.

Diariet

Db ans avd

Katalogchef

Aktuellt red.

Marnadsf.Utb. Int/ext

Katlog

Raindance

Förhandlare

Maria

Scanning

Betalningsmot.

Attest.Betalning

Inköpsförs-lag

Förvärv av e-media processkarta 1 050407/WWFörslagsställare: Leverantör, Användare, Biblioteket

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Analyzing the working flow chart

• When we came to an agreement of the working flow chart we started to analyze it

• Time-consuming• To many persons involved in each step• The performance differed between the

faculty groups• Making a wishing working flow chart

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Avd. chef. Ja, nej

Nat biblgrpGeo biblgrp

”e-enhet”

Avd. chef natGå vidare? Ja, nej

Förlag, test och pris

Lägger in i db över db

Aktuellt redaktionen

Institutioner

Ämnesbiblio

Avd chef

chef. budg Ja, nej

Förlag

Avtal FakturaÖb undert.

Diariet

Lägger in i db Katalogchef

Aktuellt red.

Marnadsf.

Utb. Int

Katlog

Raindance

Betalningsmot.

Attest.Betalning

Inköpsförs-lag

Förvärv av e-media processkarta 3 050519/WWFörslagsställare: Leverantör, Användare, Biblioteket

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Quality safe the work with e-resources

• One problem that we discussed was how we could quality safe the work with e-resources

• Information about licences were scattered in different spreadsheets and e-mails

• We were two persons with much of the information and know how in our minds

• We needed some sort of electronic system to handle the administrative work

• Should we build one or acquire an ERM-system?

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New organization for the work with e-resources

• June 2005, proposition to the library management group on how to reorganize

• Form a central department with specialists that worked full time with e-resources

• The staff should work on all subjects• The budget for the subject specific resources

should remind in the faculty groups• The e-resource department should handle the

actual managing• Acquisition of an ERM system was a condition of

the reorganization

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Aims with the new organization:

• get a limited number of skilled personnel to work more concentrated on e-resources

• get better possibilities to work with the progress of administrating the e-resources

• work more efficiently • emphasize the importance of the e-resources• better quality safe the e-resources • get stronger mandate to manage and develop

the work concerning e-resources • to build the new organization on a new tool

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Acquire ERM system

• Choose between Meridian and Verde• Endevour offered us a price as early

adaptors • Signed contract in October 2005

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Implementation of Meridian

• Received software in February 2006• While we where waiting we discussed how to

work with the implementation• Which elements should we populate and how• Possible to fill in over 400 different data

elements when you are describing resources• You cannot be a good librarian and fill all

fields• Decide which elements that were most

important for our library and patrons

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Organization of the work

• Different persons in the new department were responsible to gather and find out how to fill in the different e-recourse types

• Only the staff at the new department got training in the system

• The e-resource staff will in the future train the rest of the staff that need to use the system

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Bibliographic data to import

• E-journals• E-books• Databases

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Gathering of data

• license start, end and execution dates • ill, course reserve, course pack and other

permissions • authorized users and locations • walk in use • concurrent users • administrative pages • passwords and usernames • contact information • urls, IP-ranges

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To fill in manually

• Neither of this information was available in one place

• We had the data in e-mails, spreadsheets and word document

• Collect licenses and scan them• Pricing information

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Problems with the implementation

• Every thing took much longer time than we had expected

• We signed the contract in October 2005 and went into production phase in November 2006

• We had different technical problems with the imports

• Still we had a lot of data to fill in manually in Merridian but this was expected

• We could not use Meridian to keep track of the budget

• Even though we have a ERM system we had to keep track on information via spreadsheets

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Ex Libris acquire Endevour

• In December 2006 we recieved information about the acquisition

• Ex Libris will only continue with Verde• We will migrate from Meridian to Verde

during this year• We had to many problems with Meridian to

continue working in it• It is better to migrate and learn the system

you will be working in the future

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Conclusions

• The new organization has becomed solid• The new tool hasen’t been as successful as I hoped• We have learnt a lot about ERM systems the last year

and how we can work with one• There are always problems as early adoptors that you

can’t predict• We where first in Sweden with an ERM system and it

can be hard to stand alone• It is important to talk to your providers how you can

recieve information in electronic format• I hope that much information in the future can go via

electronic feeds from the provider to our ERM system

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Conducting a trial

Negotiating a licence

Troubleshooting problems

Renewing access

Providing access

Evaluating resources

Quality safe the life cycle of e-resources

Acquiring content

Life cycle of e-resources