Electronic Resource Management
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Who – libraries, vendors, patrons
What – the scope and extent of ERM
When – a timeline of work thus far
Where – in libraries, at vendors
Why – advantages and risks
How – development efforts at NCSU
Libraries
Presentation outline
Who
What
When
Where
Why
How
What is ERM?
• Digital Library Federation
Electronic Resource Management Initiative
(DLF ERMI)
As libraries have worked to incorporate electronic resources into their
collections, services and operations, most have found their existing
Integrated Library Systems to lack important functionality to support
these new resources.
- Digital Library Federation
Electronic Resource Management Initiative Report
August 2004
Who is working on ERM?
DLF ERMI (continued)
Goals
Team
 Describe architectures needed
to manage large collections of
licensed e-resources
 Establish lists of elements and
definitions
 Write and publish XML
Schemas/DTDs
 Promote best practices and
standards for data interchange
 Ivy Anderson (Harvard)
 Adam Chandler
(Cornell University)
 Sharon E. Farb (UCLA)
 Timothy D. Jewell
(Chair, University of Washington)
 Kimberly Parker (Yale)
 Angela Riggio (UCLA)
 Nathan D.M. Robertson
(Johns Hopkins)
Who is working on ERM?
DLF ERMI (continued)
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46 pages of text
Describes the problem
Outlines existing solutions and efforts
Introduces the appendices. . . .
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Appendix A: Functional Requirements
Appendix B: Workflow Diagram
Appendix C: Entity-Relationship Diagram (ERD)
Appendix D: Data Element Dictionary
Appendix E: Data Structure
Appendix F: XML Investigation
Who is working on ERM?
Vendors
• CARL / TLC – Gold Rush
• EBSCO Electronic Journal Service
• Elsevier / Endeavor – Meridian
• Ex Libris – Verde
• Innovative Interfaces – ERM module
• Serials Solutions – ERMS
• SirsiDynix – Horizon Electronic Resource Management
• TDNet – e-Resource Manager
• VTLS – VERIFY
Who is working on ERM?
Libraries
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Boston College Library
California Digital Library
Cornell University
Emory University
Griffith University
Johns Hopkins
Kansas State University
•MIT
•Penn State
•Tri-College Consortium
•UCLA
•University of Georgia
•University of Minnesota
•University of Washington
•Yale University
Serials Librarians
Acquisitions Staff
Who does ERM affect?
Catalogers
Digital Library Developers
Collection Managers
Systems Librarians
Web Librarians
EVERYBODY
Reference Librarians
ILS Managers
Bibliographers
Faculty
Staff
Students
ILS Vendors
Knowledge Base Vendors
Subscription Agents
Publishers
What is ERM, and why get involved?
Electronic Resource Management is an
attempt to address the shortcomings of
existing systems, processes and procedures
for managing collections that are available in
electronic format and generally subject to
licensing terms, conditions and restrictions.
Classic Integrated System
MARC
Records
Patron
Records
WEBPAC
circ
transactions
serial
holdings
Serials
Control
Records
item
holdings
Acquisitions
Records
reserve
records
Patron
selfservice
• websites (856)
• e-books
• e-journals
• databases
• datasets
Dis-integrated Library System
• Licensing Files
alpha list of
databases
• ILL Files
• Collection Management Files
• Helpdesk Files
• Statistical Files
subject list of
databases web
subject
e-journal
guides
finder
Serials
Solutions
institutional
repository
alert
services
TDNet
SFX
Openly
Authentication
& Authorization
Library
Portal
• websites (856)
• e-books
• e-journals
• databases
• datasets
Serials?
Dude, that’s not cool.
This isn’t NASIG, man.
I wanted to hear about ERM!
I won’t even touch that serials stuff, getting
involved with that is just throwing your whole
life away…
Serials?
1. E-journals are, well, still journals
2. Databases
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Subscription oriented – commit payments on a continuing basis
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Content is licensed and leased – access is based on a continuing
relationship with a publisher or vendor
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Contain serial content that is updated on a continuing basis
Serials?
Format fetishism
vs.
management functions
It’s the economy, stupid.
It’s the SERIALITY, stupid.
The Previous
NCSU Libraries ERM System
The David Goldsmith
v2002 ERM System
Pros:
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Intelligent query interpretation logic and
reasoning (uses fuzzy logic technology)
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Capable of learning/adapting to new
scenarios
Cons:
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10s of thousands of dollars per year to
maintain
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Shuts down completely in sleep mode
for 7-8 hours per night
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Availability to staff subject to meeting
schedule of a department head
How: NCSU Libraries E-Matrix
• July 1999 – NCSU “E-Shepherding”
specification written (and shelved)
• 2000-2002 – the square peg and round
hole era  “ERM” begins to emerge;
DLIF-ERMI takes shape
• Fall 2002 – electronic resources in the
catalog; E-Journal Finder; SFX; Licensing
database; Collection Management OASIS
database E-Matrix begins to emerge
NCSU Libraries E-Matrix
• An ad hoc committee charge
• The ad hoc E-Matrix Committee will
implement a prototype electronic
resources management system to
support acquisition and licensing,
collection management, and resource
discovery for the Libraries' electronic
resources [and all the print journals, too,
please]
E-Matrix
statistics
technical
support
remote
access
evaluative
data
vendor
data
L
S
E
M
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R
I
X
Evaluative
Tools
Data
Repositories
DATA
HOOKS
Other Databases:
E-journal finder
ETDs
Instn’l Repository
Etc.
Catalog
E-resources
LAYER
subscription info
Website
I
PRESENTATION
licensing
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M
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T
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Alert
Services
Local DBs &
Collections
Digital
Archives
The Crew
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Andrew Pace, Systems, Chair
Kristin Antelman, Administration (IT)
Karen Ciccone, Natural Resources Library
Karen Letarte, Cataloging
David Goldsmith, Acquisitions
James Jackson Sanborn, Digital Library Initiatives
Sandra Logeson, Systems (Programmer)
Stephen Meyer, Project Fellow
Tim Mori, Systems
Greg Raschke, Administration (Collections)
Shirley Rodgers, Systems
Rob Rucker, Distance Learning Services
Will Wheeler, Collection Management
E-matrix Challenges
• Public interface is
secondary concern
• Leveraging existing
data—all of it!
• Workflow,
Workflow, Workflow
• Avoid solutions
looking for problem
• Embrace the serial
work
E-Matrix Objectives
Acquisitions
manage electronic and print serial
subscriptions, other e-resources, support
licensing; local control
Discovery and
display
enhance access points; improve user
displays; leverage local metadata; access
at the work level
Collection
Management
support resource selection, allocation, and
evaluation; manage and use facultyprovided data; integrated data reports
Acquisitions
• 19% of total collections budget spent on
electronic resources
• 28% of serials budget on e-resources
• Still in a bi-model mode for many titles and
divergent workflow is costly
Licensing
• Systematically tracking terms and
conditions of materials
• Digital Rights Management (DRM) will
govern use over fair use rights
• Breach control will increase as vendor
monitoring methods become more
sophisticated
Patron
Database
MyLibrary
MyTOCs
MyAccount
SJERMs
My
Courses
Bib Data
Journals / Serials
Collection
Mgmt
evaluative data
Electronic Resources
Course
Reserves
Local
subjects
Acquisitions
and licensing
data
Databases
Statistical
Data
Search /
Browse
The public sphere of E-Matrix
Modeling the facets of access to
article databases, data stores and
our journal collection
Database Descriptions:
real world examples
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articles - mixed scholarly,
popular, news, trade
articles - news
articles-scholarly, plus other
scholarly materials
biological data
books - ebooks, catalog,
WorldCat
citation trails
company information
conference proceedings
digital collections
directories
dissertations
financial data/accounting/taxes
GIS
grant information
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images
industry information
information about journals
job and career information
legal and government information
maps
marketing and advertising
patents and trademarks
physical data/properties
portal/website
preprints
reference/quick facts (handbooks,
encyclopedias, dictionaries, etc)
social data / statistics / demographics
standards
technical reports
Description of Databases
container vs. content
Container
What kind of
resource is it (e.g.,
article database,
online data set,
electronic reference
work…)?
Content
What is inside of, or
indexed by, the
container (e.g.,
citations, images,
statistics…)?
Description of Databases (cont’d)
content description - aboutness
Content description
What is the content within a resource
about (i.e., which web subject will it fall
under)?
Databases in E-Matrix
Backend storage of metadata used
by the redesigned public website
•Assignment of web subjects
•Assignment of resource types
•Assignment of content types
Web Subjects
Aerospace Engineering
Accounting & Finance
Adult & Community College
Education
Agricultural Economics
Agriculture
Animal Science
Anthropology
Architecture
Art
Astronomy & Astrophysics
Atmospheric Sciences
Behavioral Biology
Biochemistry
Bioinformatics & Biomathematics
Biological & Agricultural
Engineering
Biology
Biomedical Engineering
Chemical Engineering
Chemistry
Civil Engineering
Communication & Media
Computer Science
Criminology
Crop Science
Curriculum & Instruction
Earth Sciences
Ecology
Economics
Education
Electrical & Computer Engineering
Engineering Geology
Entomology
Environmental Science
Environmental Technology
Ergonomics
Family & Consumer Sciences
Film Studies
Fisheries & Wildlife Sciences
Food Sciences
Forestry
Genetics Genomics
Graphic Design
History
History of Science & Technology
Horticulture
Immunology
Industrial Design
Industrial Engineering
Information Science & Technology
Landscape Architecture
Leadership & Counselor Education
Linguistics
Literature
Business & Management
Marine Science & Engineering
Materials Science
Mathematics
Mathematics, Science &
Technology Education
Mechanical Engineering
Medicine, Human
Microbiology
Music
Natural Resource Management
Neuroscience
Nuclear Engineering
Nutrition
Operations Research
Parks, Recreation & Tourism Mgt
Pharmacology
Philosophy & Ethics
Physics
Physiology
Planning
Plant Biology
Plant Pathology
Political Science
Poultry Science
Psychology
Public & Environmental Health
Public Administration
Religious Studies
Science & Technology
Social Work
Sports Management
Sociology
Soil Science
Statistics
Sustainable Agriculture
Textile & Apparel Management
Textile Chemistry
Textile Engineering
Toxicology
Training & Development
Veterinary Medicine
Waste Management
Wood & Paper Science
Zoology
Resource types
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data set
digital collection
index
reference
– dictionary
– directory
– encyclopedia
– handbook
Content types
• annual reports
• articles
– popular
– news
– scholarly
– trade
• bibliographic citations
• books
• citations
• conference proceedings
• dissertations
• grants
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images
journals
maps
patents
preprints
scientific properties
standards
statistics
technical reports
trademarks
Real world / Data model crosswalks
(captured in E-Matrix)
articles - mixed scholarly, popular, news, trade

Container Type(s): Index
Content Included:
Scholarly articles, Dissertations,
Technical reports…
Real world / Data model crosswalks
(captured in E-Matrix)
biological data
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Container Type(s): Data set
Content Included:
Scientific properties
Subject(s):
Biology
Biological & Agricultural Engineering
Real world / Data model crosswalks
(captured in E-Matrix)
company information

Container Type(s): Index, Data set
Content Included:
Trade articles, Annual reports,
Statistics
Subject(s):
Business and management
Industry
How do we apply the data model
• Richer reports about our collection
• User-centered resource discovery…
Databases in E-Matrix
Initial Rollout coincides with a redesigned
NCSU Libraries website
– Database tab within the browse by subject
area will be managed through E-Matrix rather
than the catalog
– New Alphabetical List of Databases also
managed within E-Matrix
Databases in E-Matrix
Added Flexibility and Functionality
• Database-to-subject relevance ranking
• Subject-based descriptions
• Stable URLs
– http://www.lib.ncsu.edu/cgibin/proxy.pl?server=www.netadvantage.standardandp
oors.com/&resource=Standard+and+Poor+Net+Advantage
– http://www.lib.ncsu.edu/resolver?res=352
Databases in E-Matrix
Beyond Initial Rollout
• Additional info available for display
– Enhanced database descriptions
– Markers for content
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Fulltext
Scholarly
News
…
• Dynamic Database Lists
– Biological Data
– News Databases
Databases in E-Matrix
New Authoring Tools
• Mix and match Content, Containers and
Subjects to create new lists
• Author dynamic pages with stored queries
Journals & E-Matrix
• E-Matrix brings together different
manifestations of a single work
• Includes print and electronic
Managing the journal work
• E-Matrix will manage journals through a
locally assigned resource ID
• Data imported from SFX has been
matched against data imported from our
catalog
• LC Subjects from our catalog mapped to
web subjects when imported into E-Matrix
Collocating manifestations
Establishing a link between catalog records
and SFX Knowledgebase records enables:
• Summary availability of works –
Simultaneous display of electronic and print
• Intuitive presentation of holdings –
Dynamic retrieval of print holdings combined with
web link to SFX window to access online issues
Journal discovery
Future possibilities for journals
• Subject assignments for core journals
• Content included assignments for core
journals (e.g., scholarly articles…)
• Public aggregated title / provider displays
• …
Some expected (and unexpected)
discoveries
• Non-standard data ain’t so bad (SFX KB,
acquisitions, serials, etc.)
• Standard data ain’t as good as you think it is
• There’s a reason no one has provided a
definitive solution for expressing the “serial
work”
• ERM strongly suggests radical changes to
technical services workflow
• There’s as much data about data as there is
data (at least it seems that way)
E-matrix / ERM Future
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we must
Taking the “E” out of E-matrix
sure, what the heck
Standards
Is the ILS superfluous?
sort of
Is MARC dead?
I can dream, can’t I?
Will libraries or their vendors
yes
corner the ERM market?
definitely
• Would we do it again?
sort of
• Are we going to share the code?
Yes, we would do it again
• The Serial Work
• Migration of / Interoperability with existing
data
• Putting our development dollars where our
collections dollars are
How will we share?
http://www.lib.ncsu.edu/ematrix
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Oracle
Java
Sirsi
SFX
Etc….
• We
welcome
your
thoughts
E-Matrix Technical Framework
---------------- ORACLE --------------
------------------------- JAVA ------------------------JSP
SQL
Stored Java
Server Pages
E
M
A
T
R
I
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Database
tables &
data
SQL
Jakarta
Struts
SQL
XML
framework for
data flow
control
Tomcat
Web Server
HTTP requests
HTML output
PL/SQL
Packages &
Procedures
Web-based Staff Interfaces