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E-Resource Management, Workflow, and Discovery in the Digital Age
INFO 2012 Workshop | Tel Aviv, Israel
Bonnie Tijerina Introduction
Current Work Assistant Director for Collections Services
at Claremont Colleges Library Founder, ER&L/ Electronic Resources &
Libraries ALA's Digital Content & Libraries Working
Group
Past Work Editor, JERL/ Journal of Electronic
Resources Librarianship Digital Collections, UCLA Eresources Management,
GeorgiaTech
bon
nie
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About Bonnie
Things I like when I’m not working Yoga Hiking Oatmeal Travel Aunt
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Introduction
About you! Do you work in a library? Which library types? Which library roles? Do you work for a company
supporting libraries? Which types of products or services?
What is ER&L?
Electronic Resources & Libraries
Founded in 2005 by
eresources librarian 100 person gathering in
2006 600+ attendees/ online
attendees in 2012 2012 , most heavily
tweeted and blogged conference
Practical, tactical, honest and strategic work from all levels
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ctroniclib
raria
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What was it like to attend ER&L?
Great networking and camaraderie More sessions than you could possibly fit in 3 days
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Who attended ER&L 2012?
Electronic Resources Librarian
Electronic Serials Librarian
Cataloguer
Head of Collection Development
Serials Acquisitions Librarian
Scholarly Communications Librarian
Licensing Specialist
Digital Resources Librarian
Systems Librarian
Webservices Librarian
Metadata Librarian
Assistant Director
Health Sciences Librarian
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eresourcesdirector/ associate directorserialsacquisitionscollectionstechnical/tech serviceshealth/medicalsales/ marketing
What was it like to present at ER&L?
Lightning talk opportunities for attendees 50+ Panels, workshops and keynote
sessions
Pro
gra
m se
arch
tool
ER&L Tracks
Managing e-Resources in Libraries Collection Development & Assessment Workflow & Organizations External & User Relationships Emerging & Future Technologies Scholarly Communication & Licensing Library as Publisher
ER
&L Tra
ck deta
il
ER&L’s tracks are annually reviewed and updated by volunteers on the Program Planning committee.
Agenda: E-Resources Management Lifecycle
09.00-10.30 | E-Resource Management Lifecycle, Part 1: Overview of the lifecycle and new models for Collection Development and Acquisitions
10.30-11.00 | Break
11.00-12.00 | E-Resource Management Lifecycle, Part 2: Workflow Analysis, E-Resource Maintenance, and Standards Updates
Agenda cont.Users in the Digital Age
12.00-13.00 | TDNet presentations\
13.00-14.30 | Lunch break
14.30-15.30 | Use, Users and Assessment: An investigation of measuring impact and determining value and ROI (return on investment).
15.30-16.00 | Break
16.00-17.00 | E-Resource Discovery and Promotion: An evaluation and exploration of discovery services
What is your agenda for today?
I’m here today to
learn _________.
Group Question…
My greatest challenge in managing eresources is ________.
Overview of the lifecycle and new models and workflows for Collection Development and AcquisitionsE-Resource Management History
15 Years of E-resource Management
Future… Open access managemen
t?
1997 | Advent of e-resources (JSTOR, SIAM)
2012 | Demand driven
tools (Get-It-Now, GIST)
2011 | Multiple discovery tools
on market (Summon,
EDS, Primo)
2009 | Flip to e-access over print purchase
(ARL)
2004 | Commercial
ERMs on market (ERMS,
Verde)
2003 | Metasearch
tools (Metafind, Ex
Libris)
2001 | Advent of e-resource
management tools (DLF,
Serials Solutions,
TDNet)
Current Environment
Reworking workflows Fully implementing ERMS Measuring Usage, Value and ROI Value and Use of Discovery Tools Licensing and negotiation skills Useful patron-driven acquisition Dismantling the Big Deal User Experience Leadership in libraries
Does this all sound
familiar?
Overview of the lifecycle and new models and workflows for Collection Development and Acquisitions
E-Resource Management Lifecycle | Part 1: Overview of the lifecycle and new models for Collection Development and Acquisitions
Questions / Comments
What is TERMS?
Based on the electronic resources lifecycle, each segment of the lifecycle has been developed to give the basic techniques used.
Workflows are shared via an open dropbox site
TERMS is an attempt to create an internationally crowdsourced best practices for electronic resource management.
Where is TERMS available?TERMS is freely available from three
social media sites:
Facebook: TERMS group pageTUMBLR: http://6terms.tumblr.com/TWITTER: @6terms
Documentation regarding the best practices are posted to Facebook & Tumblr sites
Future of TERMS
Working with JISC Collections in the UK to find the best place to openly share within their web site environment
TERMS will be presented as a poster session at LIBER this summer, and at various events in 2013
TERMS will be published as an ALA Technical Report in April 2013
eResource Management Lifecycle – Selection/ Evaluation CriteriaContent
• Relevance to research and/or curriculum needs• Depth and breadth of content
Access
• Simultaneous multiple user or single user• User interface, response time and reliability• Digital Rights Management (DRM)
Technical
• Authentication• Support (local and vendor)• Customization• Provision of usage statistics, cataloging records
Cost
• 1-time or Subscription• Platform/hosting fees
Purchase/own or Lease e-content Pay-per-view (articles)o Library-sponsored or end-user service such as
DeepDyve Single-user or Multiple-user Institutional or Consortial purchaseso Shared licensing and content; discounted cost
Aggregator, “Big Deal” or Title-by-titleo Fulltext databases; Publisher eJournal
collections; Individual eJournals User demand-driven acquisition (DDA) or
Librarian-selected eContent
eResource Management Lifecycle – Purchasing/ Pricing Models
Thoughts on eResources Models…
Models are publisher-driven, in most cases, but when given a choice, libraries must assess which model is most cost-effective for each e-resource.
Authorized use and userso Limits on use or userso Downloading and printingo Fair Use, Inter-Library Loan
Country rights (outside of N. America) Governing Law
o Stipulate local laws govern Cancellation and Archival rights
o What happens to content already purchased?
Model license available at LIBLICENSEhttp://liblicense.crl.edu/licensing-information/model-license/
eResource Management Lifecycle – Licensing considerations
New titles identified by eBook supplier for DDA service o Based on library-selected subject/non-subject
parameters Bibliographic records loaded to catalog for users
to discovero Creates an expanding database of relevant titles
Users can access eBook for 24-hour loan periods Short-term loans trigger a purchase after library-
defined threshold (3 loans, 4 loans, etc.) Automated ordering & e-invoicing of purchased
eBooks (Depends on vendor) Expenditure data for loans and purchased
available (From vendor and eBook aggregator)
eBook Demand-Driven Acquisitions - Key Aspects
Patron-Driven Acquisitions Case Study
eBook Demand-Driven Acquisitions - A Case Study
Colorado State University – July 2011Rationale
o Declining budget for books/eBookso Low use of books purchased via approval plan or
librarian selectionsUsed existing subject/non-subject parameters for weekly records load for new eBooks4 short-term-loans before eBook purchase triggeredAfter 8 months, total US dollars spent on short-term-loans and purchases considerably less than what would have been spent on print approval plan shipmentsGiven the cost savings, library is considering broadening scope of eBook titles available for users to discover
eBook Demand-Driven Acquisitions - A Case Study
Demand-Driven Acquisitions Metrics
eBook Demand-Driven Acquisitions
Do you provide
access to eBooks?
Do your users use eBooks?
Break
E-Resource Management Lifecycle, Part 2: Workflow Analysis, E-Resource Maintenance, and Standards Updates
Many institutions both in the US & UK are mapping out their processes for various electronic resource management workflows
Mapping workflows help to understand workflow process overlaps in different departments & duplications of efforts via various management tools
Workflow Mapping
Duke University library - Case Study
Duke University Methodology
staff responsibility
matrix
staff interviews
workflow diagrams
analysis
assessment of best practices
recommendations
Questions / Comments
Duke University Case Study
Duke University Case Study
Duke University Case Study
Recommendations
Proactive troubleshooting strategies Working more with vendors Extensive cross-training Leverage tools and technology to
maximize efficiencies Improve/expedite loading of MARC
records Improve transparency of e-resource
workflow
Workflow Mapping Benefits
Understand | Mapping helps to outline problems in processes.
Insight | Mapping depicts missing steps of management.
Alignment | Mapping helps all staff in the organization to understand what the current workflow is.
Troubleshooting access problems
Resolution of access problems often requires working multiple angles at once: Access: what device patrons are
using, what browsers are being employed for access, is the patron an authorized user
Service: What library services are being used to gain access: OpenURL, webpages, LibGuides, LMS
Drexel workflow for problem handling
Tools Used for Troubleshooting
Software ticketing programs like JIRA
Homegrown ticketing systems
SharePoint by MicroSoft
Google Forms
Added Features of Troubleshooting Tools
Knowing total number of problems with any given publisher
Have percentages for when spikes of troubleshooting requests come in to better manage staffing for troubleshooting
Find or distinguish trends with library management tools like OpenURL provider and where their targets can be improved
Standards & ER&L
Current Standards & Best Practices Updates
NISO: National Information Standards organizationCOUNTER: Usage data standard reports (Release 4)ESPRESSO: Establishing Suggested Practice Regarding Single
Sign-On [in use]I2: Institutional IdentifiersIOTA: Improving OpenURLs Through Analytics [in
development]KBART: Knowledgebases & related tools (KBART5)ONIX Suite: EDI for various processesSERU: Shared Electronic Resources Understanding [just
updated]SUSHI: Standardized Usage Statistics Harvesting Initiative [in
use] Electronic Resource Management (ERM) Data
Standards and Best Practices Working Group Open Discovery Initiative
Open Discovery Initiative
Identify efficiencies between libraries, publishers and discovery service providers
Identify needs and requirements of stakeholder groups
Create recommendations and tools to streamline ways to communicate with each other
Ways of assessing: 1. participation level of info providers in services2. breadth and depth of indexed content3. the degree that content is available and accessible to
the end users
Specific Deliverables
Standard vocabulary NISO Recommended practice
Data and format transfer Communicating context rights Level of indexing, content availability Linking to content Usage Statistics Evaluate Compliance
Spread this Information
ERM Data Standards & Best Practices Working Group
ERM Workflow Committee Findings
In most of these areas, targeted standards and best practices have evolved to fulfill and/or exceed the scope of the ERMI DD KBART COUNTER SUSHI 12 for Instititional Identities ONIX for Serials (SOH, SPS, SRN)
NISO should continue to encourage well-focused ERM Standards Development
Findings of the ERM Standards Development Team Continued
Workflows still a big issue
NISO should convene series of webinars in 2012 to identify common needs & best practices
Discuss findings at future conferences to guide further work
Break
Use, Users and Usage
Users
Users think, process, and manage information different Expect more personalization and instant
gratification Are Collaborative and multitask Learn experimentally through trial and error
rather than by formal learning and reading Prefer non-linear access to information Respond better to graphic than text Expect highly intutive interfaces and convenience
Usage | Why measure?
To assess how well the library’s resources support the needs of its users
To demonstrate value of the library to curriculum and research
To show Return on Investment an institution has made in the library and its electronic resources
What are we measuring?
Use• Journal Usage Statistics Portal (JUSP) – locally developed tool• Provides single point of access to COUNTER usage reports (UK
academic libraries)• 21 publishers participating• Automated gathering of usage data through SUSHI• Enables report comparisons across publishers and years
Transactions• Analysis of transaction logs measures system response times, hit
rates, session lengths, whether user is inside the library or not
Quality• SNIP - contextual citation impact• Impact Factor - perceived ‘prestige’ of a journal• Eigenfactor - measure of time researchers spends with a journal
Analysis
Make data meaningful Gather & analyze usage over time
o Multiple years vs. one point in time to identify trends
Factor in cost o Cost/use ratio, Cost-benefit analysis
Analyze by subject, publishers, or user typeo Variations may be meaningful and aid decision-
making Look beyond the numbers
o Barriers to use (user interface, training)o System/network/technical issues
Case Study - Value
California Digital Library - Value-based strategy utilizing objective metrics to calculate the value of scholarly journals
Used to identify titles that make a greater or lesser contribution to the University of California’s mission of teaching, research, and public service
Analysis for over 8,600 journals in 36 UC licensed e-journal packages
Use of locally developed Weighted Value Algorithm by Subject
3 vectors of value encompassing 6 data metrics: o Utility (usage and citations)o Quality (Impact Factor;1 SNIP 2)o Cost Effectiveness (cost per use, cost per SNIP
Case Study - Use
Understanding the Future: Next Wave of User Data Analysis - ITHAKA
Analysis of JSTOR usage data led to product enhancements▪ Turnaways resulted in providing content that is out of
copyright freely available to users▪ Proxy re-direct feature for users who started in Google
but weren’t authenticated even when they did have institutional access
Analysis of usage and turnaway data by disciplineo Patterns of use for current content and archival contento Impact have discovery services have on usage
Which tools are you using?
What data do you have? How do you use it?
Break
Resource Discovery & Promotion
An Evaluation and Exploration of Discovery Services
“…libraries are progressively less concerned with the accumulation of documents but more focused on providing access to the information that students and researchers need, regardless of the origin and documentformat.”
Before Discovery Services – Federated Search Engines
Slow response Databases are being searched, not indexes
Ranking by relevance not possible or problematic
Results not de-duplicated Not all of a library’s resources could be
searched Libraries selected which resources should be
searched—too many and search might time-out
What are Discovery Services?
Allow users to search internal and external library resources—print & electronic—simultaneouslyo Fulltext article databaseso Library OPACo Locally created digital collectionso Open-access content
Considerationso Simple, single searcho Results presented quicklyo Filtering & manipulation of search resultso Customization of interface by libraryo Mobile interface
Major Discovery Services
EBSCO Discovery Service (EBSCO) - 2010Primo Central Total Care (Ex Libris) - 2010Summon (SerialsSolutions/ Proquest) -2009
OCLC Worldcat Local - 2009
SerialsSolutions Summon
EBSCO Discovery Service
Comparison of Discovery Services –One Library’s Experience
Ecole Poytechnique Federale Lausanne (EPFL) Parallel comparison of Summon, EBSCO Discovery,
Worldcat Local and Primo (2011)o Original methodology included focus group with userso Technical & set-up issues resulted in shortened evaluation by only
librarians Looked at:
o Content & Relevance (Content gaps?)o Search functions (user interface, advanced search)o Results view and manipulation and subsequent result useo User account (integration with circulation to request/hold materials)o Administration (local expertise; vendor support)o Professional interface (permanent URLs to content records?)
“Be realistic, demand the impossible: Comparison of 4 Discovery Tools using real data at the EPFL (Ecole Polytechnique Federale Lausanne).” D. Aymonin, et al. http://infoscience.epfl.ch/record/172947
Comparison of Discovery Services - One Library’s Experience
What’s important for your library and users?oContent focus (local collections, articles, books)oCommercial databases (content-neutral or are some
databases excluded?)oUser interfaceoPrice
EPFL conclusion:No one ‘winner’, each service had strengths and weaknesses
Do Discovery Services Make a Difference?
Grand Valley State University, Michigan, USA
Implemented Summon in 2009 Used Google Analytics and vendor-
provided usage data to study impact of Summon on use of eResources
Results –o Use of abstracting & Indexing databases,
already declining, continued to decreaseo Use of fulltext resources increased
‘dramatically.’
Thoughts on Discovery…
Way, Doug, "The Impact of Web-scale Discovery on the Use of a Library Collection" (2010). Scholarly Publications. Paper 9. http://scholarworks.gvsu.edu/library_sp/9
“Web‐scale discovery services represent a dramatic change in how libraries provide access to collections. Silos that existed based on subject content, publisher or content provider in many ways no longer exist or are no longer important.”
Discovery Services - Discussion
Has the discovery service impacted eResource usage at your library?
Share your evaluation and/or implementation experience
Which discovery service have you investigated ?
Questions /
Comments
ER&L 2013 | March 17-20, 2013 Austin, TX & Online
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