Re-Implementing ERM

MENA-IUG 5th Annual Conference1-2 November 2010

What is it ?

Record Structure

What does it do ? – Back Office• Inventory and describe electronic resources –

names, descriptions, urls, usage info• Store administrative and statistical

links/usernames/passwords• Track problems and changes• Send renewal, trial end reminders• Track orders & budget• Statistics – download, generate reports

What does it do - Public Displays

• Data can be used to create public interfaces

• OPAC Displays – resource, e-journals, e-books

• Encore Integration

Principles• Maintain a thing in one place – e.g. URL’s• Re-use metadata rather than re-create it• Consistency of presentation – names, subject

groupings, etc.• Make resource data broadly available to

enable staff to work together• Provide different paths – lists, searches,

contextual documents (e.g. subject pages) for different users

Initial Implementation

Implementation Milestones• Data model & implementation plan – 12/07• Resource, license, contact records – 12/07-

01/08• Generation of web pages – 02/08• Tracking renewal dates and ticklers – 02/08• Generate/load e-journal records & coverage –

03/08• OPAC Displays public ready – 03/08

Successes• Description – uniform names and

descriptions, links• Linked records – eJournal MARC• Administration – URL and password

storage, remembering miscellany• Renewals – more consistency• Access improvements – OPAC

searchable, database pages

AUS Database Pages

Problems• Consistent Maintenance• Record Quality• eJournal/Coverage – need to delete

every time• Incomplete data for reports, e.g. Cost

per Use

More Implementation

Implementation Milestones• Begin order record creation – 09/08• Scanning, uploading, linking licenses – 09/08• First effort at incrementally loading e-journal

records & coverage – 12/08

Order Record Creation• Fund Created• Order Records Created• Receiving - ticklers

License Scanning• Licenses Scanned• Uploaded to internal web server• Linked to License records

Incremental Coverage/MARC Load I

Getting Real

Reality• Hire ERM Librarian – 03/10• Reassess/reallocate staff

responsibilities• Revisit/improve existing procedures,

practice and data model

Activities• Lots of checking, updating, verifying• Example – Resource Type• Update contacts and role delineation• Continue scanning, uploading, linking

licenses• Continue order record creation, fund

tracking

Milestones• WebBridge and Research Pro

maintenance and updates – 04/10• Add records, links, holdings for public

access databases – PubMed, Google Scholar, DOAJ – 05/10

• Incremental Serials Holdings Load– 06/10

Incremental Coverage/MARC Load II

Journal Finder

Encore

Future Tasks

Ongoing• Revisit/improve existing procedures,

practice and data model• Continue scanning, uploading, linking

licenses• Update contacts and role delineation• Continue order record creation, fund

tracking• Monitor WebBridge and Research Pro

To Do• Statistics importing, SUSHI setup• Serials control integration – tracking

electronic registration, miscellaneous titles, Serials Solutions, etc.

• EZProxy configuration generation• Management Support – “The

Spreadsheet” and “Periodicity”

Conclusions• ERM is not a static thing, it needs to be

consistently maintained• ERM Module needs an owner who uses

it just like Cataloging or Circulation• Implementation is more about your

organization and procedures than the actual module

Thank you

Questions?

Outline• What is ?• Record Structure• What Does Staff ?• What Does Public ?• Principles• Initial Milestones• Successes• Database Pages• Initial Problems• More Milestones• Order Records• License Scanning• Incremental Coverage

• Reality• Activities• Reality Milestones• Incremental Coverage II• Ongoing• To Do• Conclusions