Transcript Placeholder

Tools for Mature Management of Electronic
Resources Lifecycles in Libraries
Kimberly Parker
Head, Electronic Collections
Yale University Library
IFLA 2007
16 August 2007
Outline for Today
1. Background and e-resource management
functions with DLF ERMI history
2. The uses of the DLF ERMI report
3. An exercise in using the workflow piece
4. DLF ERMI 2
5. Maturing of the concept
On the Road to ERM Systems
•
•
•
•
Mid 1990’s: E-Journals on the web
Late 1990’s: E-resource positions in large libraries
2000: DLF Spring Forum
2001: DLF Study on Acquiring E-Resources &
ALA informal gatherings
• 2002: NISO workshop & DLF ERMI charged
• 2004: DLF ERMI Report issued
Context for E-resource Management
• High demand for “24x7” access
• E-resource budget shares continue to grow
(when do you expect to go over 75%?)
• Budget and other issues driving a shift to e-only
journal access
• Dynamic marketplace & business models
• “Google-ization” (Digital Ambience)
• E-resources are complex (to describe, fund, and
support)
• Impact of licensing
Some E-resource tasks not supported by
current integrated library systems
• Generating and maintaining alpha and subject lists
• License term negotiation, tracking, and communication
processes
• Wide staff involvement in selection & support -communication and workflow
• Problem tracking
• Escalation/triage support
• Planned, cyclical product reviews
• Systematic usage reporting
• Result: creation of many separate documents and/or
applications
The DLF
E-Resource Management Initiative
Tim Jewell (University of Washington)
Ivy Anderson (Harvard)
Adam Chandler (Cornell)
Sharon Farb (UCLA)
Angela Riggio (UCLA)
Kimberly Parker (Yale)
Nathan D. M. Robertson (Johns Hopkins)
ERMI Deliverables
• Problem Definition/Road Map/Final Project Report
• Workflow Diagram
– How do tasks inter-relate
• Functional Requirements
– What do the systems need to do or support
• Entity Relationship Diagram (“Tree”)
– How do pieces of information interact
• Data Elements and Definitions
– Data Element Dictionary (“Leaves”)
– Data Structure (“Where the Leaves Go”)
• XML Investigation
Use of ERMI Deliverables
• Workflow Diagram
– Re-examining organization approaches
• Functional Requirements
– Local and Vendor system planning
– Source for RFP’s
• Entity Relationship Diagram (“Tree”)
– Local and Vendor system planning
• Data Elements Dictionary
– Local and Vendor system planning
– Implementation planning
• Data Structure
– Local and Vendor system planning
Functional Specifications
• Support the ‘Life Cycle’ of electronic
resources
–
–
–
–
Selection and acquisition
Access provision
Resource administration and support
Renewal and retention decisions
Functional Requirements Outline
• Introduction and Goals
• Guiding Principles
• Functional Specifications (47 main points)
– General (4)
– Resource Discovery (7)
– Bibliographic Management (2)
– Access Management (5)
– Staff Requirements (29)
• General interface requirements (4)
• Selection and evaluation processes (9)
• Resource administration and management (11)
• Business functions (5)
Functional Specifications: (Excerpt)
38. Support the administration of e-resources
38.1 Store administrative URIs, IDs and passwords and associated
notes, and make these available to authorized staff
38.2 Store subscriber numbers used to register online journals that
are tied to print
38.3 For configuration options including but not limited to features
such as institutional branding, hooks to holdings, Z39.50,
OpenURL support, and live reference links:
38.3.1 Identify whether a given title supports the feature and whether it has
been implemented, with associated notes
38.3.2 Generate reports of all materials that do or do not support the specified
feature, including implementation status
...
Entity-Relationship Diagram
is licensee
negotiates
negotiates
ORGANIZATION
CONSORTIUM
vends
WORKFLOW RULES
PROCESSING
WORKFLOW
LOCATION
USER GROUP
ACQUISITION
CONSORTIAL
PARTICIPATION
AVAILABLE AT
AVAILABLE TO
LIBRARY
PARTICIPATION
PARTNER LIBRARY
publishes
provides
TRIAL
ELECTRONIC PRODUCT
LIBRARY
ACCESS
INTERFACE
INFO
TERMS DEFINED
delivers
ADMIN
E-RESOURCE
INFO
WORK
PREVAILING TERMS
CONTACT
includes/
is part of
LICENSE
PRINT VERSION
E-PRODUCT/
LICENSE
CONTACT
RESPONSIBILITIES
is licensor
ERD: Major Entities and Relationships
ELECTRONIC PRODUCT
INTERFACE
delivers
E-RESOURCE
includes/
is part of
ERD: Major Entities and Relationships
ACQUISITION
ELECTRONIC PRODUCT
INTERFACE
delivers
E-RESOURCE
LICENSE
includes/
is part of
E-PRODUCT/
LICENSE
Data Element Dictionary
ERMS Data Structure
Administrative Information Entity Support Group
Definition:
Used to record information necessary to support use of the electronic resource
Elements
Hardware Requirements, Software Requirements, Maintenance Window Value, Provider System Status Uniform Resource Indicator,
Provider System Status Uniform Resource Indicator Type, Resource Unavailable Flag, Resource Advisory Note, Incident Log,
Training Information, Administrative Documentation, User Documentation
FS36.5
Notes
Element
Definition
Element System Use /
Type
Functionality
Hardware
Requirements
Software
Requirements
Maintenance
Window Value
Provider System
Status Uniform
Resource Indicator
Information about hardware requirements
text
R
N
Information about software requirements
text
R
N
R
N
R
N
Provider System
Status Uniform
Resource Indicator
Type
The type of URI used to post system status
information
text
RA
N
Resource
Unavailable Flag
Resource Advisory
Note
A flag that indicates that a resource is not
available
A note used to describe a problem with a
resource, provide advance notice of
anticipated downtime, or convey other
temporary information.
Information concerning Web sites or
programs that do local performance
monitoring
logical
O
N
O
N
O
N
Local Performance
Monitoring Notes
The provider's regularly-scheduled
text
downtime window for this resource
The URI at which the provider posts system text
status information
text
text
Values
FS36.2
hypertext link
functionality.
Paired element
with Provider
System Status
Uniform
Resource
Indicator Type
FS36.4
Paired element
with Provider
System Status
Uniform
Resource
Indicator
FS36.4
public display
FS9
may be used for
public display
FS6.2, FS9,
FS10, FS36.6
FS36.3
Layout: URI.
Latest Draft:
Uniform
Resource
Identifiers (URI):
Generic Syntax
(RFC 2396)
(August 1998)
URL, URN, etc
Yes / No
Optionality Cardinality
Notes / Examples
e.g., browser versions, plug-ins, fonts, and
special client software
may trigger a particular action
The Work of E-Resources
• Workflow (lifecycle)
• Functional Specifications (how do we need
to do our work)
• Data Dictionary (what do we need to keep
track of)
Checking Our Thoughts
Against Real Life
• Parts of Workflow
– who does it in the real world at your institution?
• Questions about Functional Specifications
– the “hows” for your institution
• Questions about Data Dictionary
– the “whats” for your institution?
What is Workflow Good For?
• Facilitating the work that must be done
• Facilitating the rest of the work of the
library that may not directly involve
handling e-resources on a daily basis.
Product licensing
yes
license
required?
yes
initiate licensing
process
license terms
acceptable?
log licensing
info
no
negotiation
progress
expected?
yes
no
no
negotiate
license terms
end
Product Licensing Discussion (1)
• Who?
– Who reviews the license? Who negotiates the
license (if necessary)? Who signs? Who
handles the paperwork?
– What types of job groups are involved? Does
this vary from unit to unit in a large library
system?
• How?
– How does the communication about the license
happen? How are license negotiations
facilitated?
Product Licensing Discussion (2)
• What?
– What do you record for the license process?
What happens when a license is unacceptable?
– Do you record with whom the current change
request is?
– What are your default definitions or alternative
wordings?
Product Routine Maintenance
no
routine product
maintenance 6
impending
expiration?
yes
no
product
discontinued
or moving to
new
provider?
yes
troubleshooting and resolving problems, routine product
changes from the vendor (such as URL revisions), revisions
to public documentation, etc.
Product Routine Maintenance
Discussion (1)
• Who?
– Who is involved in troubleshooting? Who records (or
processes) routine product changes? Who revises
documentation? Who are the caretakers? Who knows
what?
– What types of job groups are involved? Does this
vary within the library?
• How?
– How does communication occur efficiently?
– How are changes populated to all the right places?
Product Routine Maintenance
Discussion (2)
• What?
– Where are changes recorded? What changes are
recorded?
– How much needs to be communicated? What
does not need to be communicated?
Does It Ever End?
• When a product no longer has a life in any form,
then our work if finally considered done.
• This almost never happens.
product
cancellation
perpetual
access and/
or archival
rights?
product
discontinued
no
product
moving to
new
provider?
no
end
DLF ERMI Completion
http://www.diglib.org/pubs/dlfermi0408
DLF ERMI 2
• Usage Statistics
– SUSHI
• License Expression
– Work with EdiTEUR
• Interoperability issues
– Core elements
Future Assumptions (adapted from ACRL)
• There will be an increased
• The demand for technology
emphasis on digitizing collections,
related services will grow and
preserving digital archives, and
require additional funding.
improving methods of data storage
and retrieval.
• Distance services will be an
increasingly common option and
• The skill set for librarians will
will co-exist but not threaten the
continue to evolve in response to
traditional bricks-and-mortar
the needs and expectations of the
model.
changing populations that they
serve.
• Free, public access to
information stemming from
• Patrons will increasingly demand
publicly funded research will
faster and greater access to
continue to grow.
services.
• Privacy will continue to be an
• Debates about intellectual property
important issue in librarianship.
will become increasingly common.
What's to come, is still unsure …
William Shakespeare. Twelfth Night, ACT II SCENE III.
Researcher's Use of Academic Libraries
(April 2007)
• a sharp fall in the number of researchers who
visit their institution's library regularly
• researchers use digital finding aids to locate
both digital and print-based resources
• growth of collaborative and inter-disciplinary
research teams
And, as you journey on your ways Serves as a road-map in your chaise …
George Keate. The Distressed Poet. 1787
Recap
1. Background and e-resource management
functions with DLF ERMI history
2. The uses of the DLF ERMI report
3. An exercise in using the workflow piece
4. DLF ERMI 2
5. Maturing of the concept
Discussion and Questions
[email protected]
Transforming Libraries
• 100+ years developing library practices in
support of traditional formats and publications
• 15 years adjusting to transformed formats and
communication trends
• Building on our strengths without becoming
chained to the past (traditions as touchstones,
not millstones)
… teach us how to teach, that we may sow thy truth, broadcast, o'er all the
fields below …
John Critchley Prince, Miscellaneous Poems. “Address Spoken at a New Religious
and Literary Institute, Ashton-under-Lyne.”
A Few Cautions
• Those who will not risk cannot win (John
Paul Jones)
• Those who try to do everything, find they
have done nothing well.
• You can please some of the people all of the
time, and all of the people some of the time,
but you cannot please all of the people all of
the time (variant of Abraham Lincoln).
Make not your thoughts your prisons …
William Shakespeare. Antony and Cleopatra, ACT V SCENE II.