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Tools for Mature Management of Electronic Resources Lifecycles in Libraries IFLA 2007 16 August 2007 Kimberly Parker Head, Electronic Collections Yale University Library

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Tools for Mature Management of Electronic Resources Lifecycles in Libraries. IFLA 2007 16 August 2007. Kimberly Parker Head, Electronic Collections Yale University Library. Outline for Today. 1. Background and e-resource management functions with DLF ERMI history - PowerPoint PPT Presentation

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Page 1: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Tools for Mature Management of Electronic Resources Lifecycles in Libraries

IFLA 200716 August 2007

Kimberly ParkerHead, Electronic Collections

Yale University Library

Page 2: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Outline for Today

1. Background and e-resource management functions with DLF ERMI history

2. The uses of the DLF ERMI report3. An exercise in using the workflow piece4. DLF ERMI 25. Maturing of the concept

Page 3: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 4: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 5: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 6: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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)

Page 7: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 8: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 9: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Functional Specifications

• Support the ‘Life Cycle’ of electronic resources

– Selection and acquisition– Access provision– Resource administration and support– Renewal and retention decisions

Page 10: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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)

Page 11: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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 notes38.3.2 Generate reports of all materials that do or do not support the specified feature, including implementation status

. . .

Page 12: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Entity-Relationship Diagram

ELECTRONIC PRODUCT

PRINT VERSION

WORK

E-RESOURCE

ACQUISITIONUSER GROUP

AVAILABLE TO

LICENSE

LIBRARY

CONSORTIALPARTICIPATION

ORGANIZATION

is licensee

publishes

provides

vends

includes/is part of

TERMS DEFINED

E-PRODUCT/LICENSE

negotiates

ACCESSINFO

ADMININFO

is licensor

LOCATION

AVAILABLE AT

CONSORTIUM

PARTNER LIBRARY

INTERFACE

delivers

WORKFLOW RULES

CONTACT

PROCESSINGWORKFLOW

TRIAL

PREVAILING TERMSCONTACT

RESPONSIBILITIES

negotiates

LIBRARYPARTICIPATION

Page 13: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

ERD: Major Entities and Relationships

ELECTRONIC PRODUCT

E-RESOURCE

includes/is part of

INTERFACE

delivers

Page 14: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

ERD: Major Entities and Relationships

ELECTRONIC PRODUCT

E-RESOURCE

ACQUISITION

LICENSE

includes/is part of

E-PRODUCT/LICENSE

INTERFACE

delivers

Page 15: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Data Element Dictionary

Page 16: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

ERMS Data StructureAdministrative 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

Notes FS36.5

Element Definition ElementType

System Use /Functionality Values Optionality Cardinality Notes / Examples

HardwareRequirements

Information about hardware requirements text R N

SoftwareRequirements

Information about software requirements text R N e.g., browser versions, plug-ins, fonts, andspecial client software

MaintenanceWindow Value

The provider's regularly-scheduleddowntime window for this resource

text FS36.2 R N

Provider SystemStatus UniformResource Indicator

The URI at which the provider posts systemstatus information

text hypertext linkfunctionality.Paired elementwith ProviderSystem StatusUniformResourceIndicator TypeFS36.4

Layout: URI.Latest Draft:UniformResourceIdentifiers (URI):Generic Syntax(RFC 2396)(August 1998)

R N

Provider SystemStatus UniformResource IndicatorType

The type of URI used to post system statusinformation

text Paired elementwith ProviderSystem StatusUniformResourceIndicatorFS36.4

URL, URN, etc RA N

ResourceUnavailable Flag

A flag that indicates that a resource is notavailable

logical public displayFS9

Yes / No O N may trigger a particular action

Resource AdvisoryNote

A note used to describe a problem with aresource, provide advance notice ofanticipated downtime, or convey othertemporary information.

text may be used forpublic displayFS6.2, FS9,FS10, FS36.6

O N

Local PerformanceMonitoring Notes

Information concerning Web sites orprograms that do local performancemonitoring

text FS36.3 O N

Incident Log A log of downtime and problem reports andtheir resolution

text FS36.7 O N An external call tracking system may be usedinstead.

TrainingInformation

Information about special arrangementsavailable for training, for example, tocircumvent simultaneous user restrictions

text FS34.1, FS34.3 O N May also include training contact names andother general information

Value might be a URI pointing to trainingdocumentation or interactive tutorials.

AdministrativeDocumentation

Information about and/or location ofdocumentation available for resourceadministrators

text FS34.2 O N

User Documentation Information about and/or location ofdocumentationavailable for end users

text FS34.2 O N

Page 17: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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)

Page 18: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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?

Page 19: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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.

Page 20: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Product licensing

licenserequired?

initiate licensingprocess

license termsacceptable?

negotiatelicense terms

negotiationprogress

expected?

no

yes

yes

no

no

log licensinginfo

yes

end

Page 21: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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?

Page 22: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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?

Page 23: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Product Routine Maintenance

impendingexpiration?

routine productmaintenance 6

productdiscontinuedor moving to

newprovider?

no

yes

no

yes

troubleshooting and resolving problems, routine product changes from the vendor (such as URL revisions), revisions to public documentation, etc.

Page 24: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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?

Page 25: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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?

Page 26: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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.

perpetualaccess and/or archival

rights?

no

productmoving to

newprovider?

no end

productcancellation

productdiscontinued

Page 27: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

DLF ERMI Completion

http://www.diglib.org/pubs/dlfermi0408

Page 28: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

DLF ERMI 2

• Usage Statistics– SUSHI

• License Expression– Work with EdiTEUR

• Interoperability issues– Core elements

Page 29: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Future Assumptions (adapted from ACRL)• There will be an increased emphasis

on digitizing collections, preserving digital archives, and improving methods of data storage and retrieval.

• The skill set for librarians will continue to evolve in response to the needs and expectations of the changing populations that they serve.

• Patrons will increasingly demand faster and greater access to services.

• Debates about intellectual property will become increasingly common.

• The demand for technology related services will grow and require additional funding.

• Distance services will be an increasingly common option and will co-exist but not threaten the traditional bricks-and-mortar model.

• Free, public access to information stemming from publicly funded research will continue to grow.

• Privacy will continue to be an important issue in librarianship.

What's to come, is still unsure …William Shakespeare. Twelfth Night, ACT II SCENE III.

Page 30: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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

Page 31: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Recap

1. Background and e-resource management functions with DLF ERMI history

2. The uses of the DLF ERMI report3. An exercise in using the workflow piece4. DLF ERMI 25. Maturing of the concept

Page 32: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

Discussion and Questions

[email protected]

Page 33: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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.”

Page 34: Tools for Mature Management of Electronic Resources Lifecycles in Libraries

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.