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

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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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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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2 Flickr

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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

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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

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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

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