"Dis-integrated Library Systems and
Electronic Resource Management"
Dismantling Library Systems
Andrew K. Pace
Head, Systems
NCSU Libraries
andrew_pace@ncsu.edu
Confessions of a Systems Librarian
• What’s in a name?
• Everyone is entitled to my opinion.
• The Systems Department raison d’être.
• The bait-and-switch.
Classic Integrated System
MARC
Records
Patron
Records
WEBPAC
circulation
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
Authentication
& Authorization
institutional
Serials
TDNet
SFX
Solutions
repository
alert
MyLibrary
services
• websites (856)
• e-books
• e-journals
• databases
Moving to second generation electronic
resource management systems
• manage data not
supported by the ILS
• more ambitious resource
management objectives
• generate e-journal and
database web lists
• more sophisticated
public displays
• data models, simple
tools (e.g., MS Access)
• complex data models,
advanced database
tools (e.g., Oracle)
• data often maintained
in two places
• single authoritative data
stores
NCSU Libraries E-matrix
• 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
E-Matrix objectives
Acquisitions manage electronic and print subscriptions,
bundles
Collection support licensing, product evaluation;
Management manage and use faculty-provided data
Discovery and enhance access points; improve user
display displays
E-Matrix development
• Principles for sustainability and data quality
• migrate legacy applications into E-Matrix
• define a single authoritative data store for each data element
• query existing data stores in real time wherever possible
• E-Matrix as test-bed
• Use both FRBR and a user-centered approach to inform design
• Develop in a system not bound by MARC or ILS functionality
E-MATRIX
statistics
technical
support
remote
access
evaluative
data
vendor
data
L
S
Website
Data
Repositories
Catalog
E
M
A
T
R
I
X
Evaluative
Tools
DATA
HOOKS
Other Databases:
E-journal finder
ETDs
Instn’l Repository
Etc.
LAYER
subscription info
I
PRESENTATION
licensing
A
D
M
I
N
I
S
T
R
A
T
I
V
E
M
E
T
A
D
A
T
A
E-resources
Alert Services
Local DBs &
Collections
Digital
Archives
E-matrix Challenges
• Public interface is
secondary concern
• Leveraging existing
ILS data
• Build real evaluative
tools
• Avoid solutions
looking for problems
What Do We REALLY Want
• Evaluation tool- DBs, e-journals, serials
• Licensing management tool
• Tool that will allow library to leverage
the authoritative ILS database with the
other descriptive and administrative
metadata for comprehensive display &
management
Getting started
•
•
•
Stakeholders: Cataloging, Acquisitions,
Serials, and Collection Management
Identify data that are already being kept
Identify data that are needed for
evaluation, longevity, and various
services
What Did We Do?
• Formed more groups
– Database evaluation
– Statistics
– Licensing
– Metadata/Data Elements
– Integrated Library System Data
– Interface
What Did We Do Next?
• ILS MIGRATION
• Digital Library Federation Electronic
Resource Management Initiative
• “Borrowed” DLF’s data element scheme /
definitions
• Mapped to our existing data sources
• Added additional elements for NCSU’s
needs
What Did We Do Next?
• Expanded scope to include print
subscriptions
• Incorporated the Collections Enrichment
Project
• Tried to keep from expanding the
product any further before we had
version 1.0
Finding Data Elements
•
•
•
•
•
•
•
•
•
•
•
Field Name
Field Type: text, number, date, dollar
Estimated field size: number of characters
Required field: y/n
Multiple occurrences: y/n
In ILS: y/n
Already stored electronically? (i.e. Access/Excell)
Field applies to: book, database, journal, all
Data entry by: cataloging, acquisitions, collmgmt
Example of data
Notes
Data Elements
• Descriptive –Title, identifiers, provider,
holdings (27)
• Licensing – Parties, terms of use, rights,
business terms (74)
• Access – URI, authorization, proxy (10)
• Administrative – Accounts, configuration,
usage statistics, tech support, contact info
(51)
• Evaluative – Resource assessment, impact,
faculty contact enrichment (20)
Current Development
 Data Modeling
 Data Migration
 Data Hooks
 Workflow Design/Interface
E-MATRIX
Resource
FIND
RESOURCES
BIBLIOGRAPHIC
DETAILS
ACQUISITIONS
DETAILS
LICENSING
ACCESS
INFO
EVALUATIVE
ELEMENTS
ADMINISTRATION
INFO
work ID
Related Titles
resource type
156
Title
Vendor
Provider
Publisher
select
Add
Add
ISSN
e-ISSN
OCLC
Location: library & call number
Print holdings: link to OPAC OR summary holdings
E-holdings: summary holdings [for this manifestation]
Embargo period: [days]
Update freq.:
#
[unit]
CEP PROCESSING
Format
REPORTS
Subjects / Descriptions
Full Text
[print, electronic]
[yes, no, some]
E-MATRIX
FIND
RESOURCES
BIBLIOGRAPHIC
DETAILS
ACQUISITIONS
DETAILS
Resource
work ID
Subjects / Descriptions
Related Titles
156
Title
Vendor
ISSN
e-ISSN
Holdings
[work ID
related titles
clickable]
LICENSING
ACCESS
INFO
EVALUATIVE
ELEMENTS
Related titles [from MARC linking fields for serials]
Title
ADMINISTRATION
journal of x
INFO
associate
CEP archives of x
PROCESSING
associate
REPORTS
ISSN
Relationship
[e.g., succeeding,
preceding]
Holdings
How user displays are generated
[model staff view]
1. User searches are run against title index
WorkID (as
Titlewell as other indexes)
format vendor ISSN eISSN
25 Search
Journal Journal
of AgingofStudies
p
Elsevier 1234-5789 … ….
Aging Studies
GO
25
Journal of Aging Studies e
Elsevier …
holdings
2. All manifestations of the work are retrieved using
25
Journal of Aging Studies e
Ebsco
…
the work ID [staff view]
25
Journal of Aging Studies
e
Gale
…
3. What should display
look like?
[model public
view] [public view]
Title
format
holdings

need
user
interface
testing
Journal of Aging Studies (1995-present)
full text
selected articles
electronic
print
electronic
electronic
19951997-2002
19971995-2001
location
URL for Sciencedirect
HQ1060 .J25
URL for Wilson db
URL for Ebsco db
Electronic Resource Management
Vendor Efforts
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•
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•
•
•
•
•
Innovative Interfaces’ ERM
Endeavor ENCompass
Sirsi SingleSearch
Ex Libris MetaLib
CARL Goldrush
EBSCO EJS
MuseGlobal
Various Ejournal Finders
http://www.library.cornell.edu/
cts/elicensestudy/
Or
Google=web hub
Library Efforts
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
DLF Electronic Resource
Management Initiative
California Digital Library
Cornell University
Emory University
Griffith University
Johns Hopkins
Kansas State University
MIT
Penn State
Tri-CollegeConsortium
UCLA
University of Georgia
University of Minnesota
University of Washington
Yale University
Emerging Standards
• XML Schema for E-resource Management
– Workflow, specifications, data elements, schema
• NISO/EDItEUR
– Serial subscription data exchange
• NISO Metasearch Initiative
• Liblicense
– Basic terms for licensing electronic resources
• COUNTER and E-Metrics
– Statistical counts
• OpenURL, HANDLE, PURL, Global registry
– Persistent identifiers
• Shibboleth: Internet2/Mace authentication project
Existing ILS Data
• Know your ILS RDBMS (or hope that it
is relational!)
– Database schema
– ERD (Entity Relationship Diagram)
• Leverages a lot of historical data
– Holdings data
– Pricing data
– Order, claiming, and licensing information
• Minimizes re-synching data
Solve Only Known Problems
• Can the library lend this pdf article?
• How do we manage subscription agent
changes?
• How does Acquisitions handle renewals for
50 different schedules?
• How do we represent an embargo period?
• How do I inform all the stake-holders in the
library any time there is a change?
• etc….
If we had it to do over…
• Migrating existing data, or using the data
where it resides
• Content Enrichment Program (patron input
into the database)
• Total integration with current print periodicals
and associated holdings
• Facilitation of enhanced set of evaluative
tools
• Treatment of the Serial Work, including
proper display of all manifestations of a given
serial work
Lessons Learned So Far
• Open up conversations about managing
bibliographic items in the electronic
environment
• E-Matrix serves as a fertile test-bed for
experimentation and innovation
• Taking something apart exposes all the
bad things about the way it was put
together in the first place
E-matrix / ERM Future
• Use data to populate public interface –
OPAC/Website
• Enhance statistical elements/tools as
data becomes normalized
• Taking the “E” out of E-matrix
• Is the ILS superfluous?
• Is MARC dead?
• Will libraries or their vendors corner the
ERM market?
Thank you.
Andrew K. Pace
Head, Systems
North Carolina State University Libraries
andrew_pace@ncsu.edu
http://www.lib.ncsu.edu/staff/pace