Lessons Learned in Getting Started with ERM

Barb Anderson &Marian Simonson

Introduction

Who is the Cleveland Clinic Alumni Library? Why we needed ERM Why we chose Innovative’s ERM ERM training & coverage load from III Examples of records & clean-up Questions

Cleveland Clinic Alumni Library

Print, electronic, & media collections of health/life sciences material only

Primary clients: physicians, physicians-in training, nursing & allied health professionals (and their support staff)

Primary use of collection: support patient care & health sciences research

Why we needed ERM software

Budget– Centralized location for usage statistics,

expenditures, vendors

Administration– Simplify reporting to Library Director

Management– Better utilization of our WebOPAC– Back-up solution to Serials Solutions

Why we chose Innovative’s ERM

Evaluated EBSCO, Innovative, and Serials Solutions ERM software

Selected III ERM– Cost comparable to other vendors– Integrated with our WebOPAC– Vested in III software including WAM– Able to use Serial Solutions data file to pre-

populate e-journal holdings– Training & implementation available

Training preparation

Downloaded file of holdings from Serials Solutions & sent subset to III for testing

III loaded Millennium ERM & set up resource, license & contact records

III pre-populated ERM with some 200 resource records from common vendors

ERM basic records

Resource, contact & license Many people stop here, but… Coverage load extends the utility of ERM III trainer made this step painless

Coverage load

Downloaded our serials holdings from Serials Solutions A-Z List (360 Core)

Edited downloaded file to remove our print and non-health sciences journals –remember– our collection consists of health sciences material only

Saved edited file as two files to make it easier to load

Coverage load reports

3 reports are created:– Coverage updates successful– Coverage resources partially updated– Coverage resources not updated

Be sure to save each report Millennium Guide, Page #105993

What coverage load accomplishes

Creates/updates bib records Creates/updates checkin (holdings) records

Examples from our Milerm & OPAC

Show records before & after coverage load for:– Resource– Bib– Checkin– Web OPAC

ERM topics covered so far

Create, edit & update of– Resource records– License records– Contact records

Screen shots of Millennium & Web OPAC records related to ERM

Tying order records to resources

Create order record for bib. Resource record links to bib records using

the ‘related order’ function. Milacq for serials started after ERM training. Click ‘create report’ under Financial tab of

resource record to view payment &/or invoice totals.

Usage statistics

2 options:– Manual import– Automatic import

Only investigated manual import so far

Importing usage statistics manually

Obtain Counter JR1 report as xml file From resource record, click usage statistics

tab. Click “import” to bring statistics into

Millennium.

Converting XLS to XML

Download/install Perl on local pc Save perl script from Cornell on local pc Follow conversion instructions at

http://www.library.cornell.edu/elicensestudy/usage/counter/jr12xml/

Reference: Millennium Page #106446

Viewing usage statistics

On usage statistics tab of resource, click “export”.

Results exported as an excel file. Cost per use automatically calculated

annually – Requires use of Milacq– For automatically imported statistics only– Haven’t tested this feature—can’t draw any

conclusions.

Clean-up tasks

Entering order & invoice records for bibs Linking orders to resources Finish editing checkin records for each bib

– Delete overlapping– Update permanent checkin with vendor,location,

and library has data Expand subjects for “Medicine and health” Attach subjects to resources

Conclusions

ERM –work in progress– Results and reports only as good as the data you

enter/import

3 days of III training =– 3 library staff trained in ERM & Milacq– ERM resource records loaded & updated– Coverage data loaded– Resource, contact, license, acq templates created

Training = Indispensable, worth every $$

III documentation on CSDirect

FAQs Training Resources:

– ERM agenda– Quick Start Guide to ERM

Presentations at previous meetings Service commitments if you’ve already

implemented ERM & want to make changes

Contact information

Marian Simonson– 216-445-7334, simonsm@ccf.org

Barb Anderson– 216-445-7347, andersb3@ccf.org

Mailing address– Cleveland Clinic Alumni Library – 9500 Euclid Ave, NA30– Cleveland, OH 44195