Necessity is the Mother of Invention: Using ERM to Manage Electronic Books A Poster for IUG 2014, Detroit

Presented by the University of Nevada, Reno Libraries Trish Tlapak ptlapak@unr.edu, Barb Wiley bwiley@unr.edu, and Dana Miller danamiller@unr.edu

Introduction

After a major outage of an e-book vendor in 2012 resulted in a lengthy cleanup project, UNR

Libraries’ Discovery Services team began adding net check-in records to all e-book

bibliographic records, linking e-book collections to corresponding ERM Resource records. This

change facilitates easy identification of the scope of an e-book collection, provides a place to

store contact and license information, and gives the Metadata & Cataloging Department a

place to store MARC record loading notes and administrative information.

Before ERM: Free-floating e-book records are very challenging to manage.

Implementation of ERM for E-books

Phase 1: Records for Existing E-books

1. Determine how to find records for a particular subscription, whether a set of individual titles, or a package. What criteria?

2. Create a new ERM record to which new e-book type check-in records will be attached.

3. Find all e-book records for a particular resource using Create Lists function.

4. Export bib record number, e-book title (MARC field 245). Use txt file to create coverage load file.

5. Using ERM coverage loader, load against review file created in step 3.

Phase 2: New E-books Records- General Workflow

1. When new e-book bibliographic records are received, the cataloger finds corresponding ERM record for the package.

2. The cataloger copies Resource ID information into 949 fields in e-book MARC records.

3. During load process, loader table produces new check-in records.

Necessity is the Mother of Invention: Using ERM to Manage Electronic Books A Poster for IUG 2014, Detroit

Presented by the University of Nevada, Reno Libraries Trish Tlapak ptlapak@unr.edu, Barb Wiley bwiley@unr.edu, and Dana Miller danamiller@unr.edu

After ERM: everything is connected! (net check-in records make it possible)

Results

44 new ERM resource records were created to represent e-book collections.

At the end of Phase 1, over 50,000 e-book bibliographic records were linked to ERM via

attached check-in records.

License records are now being attached, as well as other vendor information.

URLs for retrieving records, as well as login/password information and notes for MARC

record retrieval are now stored in ERM.

All records can be found in the “Summary view” of the ERM record. No longer is there

the need to run any review files to find them.

Maintenance of all phases of a package lifecycle can easily be shared by multiple

departments in Technical Services.

Ticklers can be set in ERM to remind catalogers to check for new records.