http://www.flickr.com/photos/kevenlaw/2278566739

Electronic Resources ManagementA Day in the Life

Guest lecture for MLIS 7440

Valdosta State University

07/09/2012

Tessa Minchew

Systems & Electronic Content Librarian

Georgia Perimeter College

The Current Spectrum of Electronic Resources Software Databases Institutional repositories Websites E-books, e-journals Playaways Podcasts And so on …

E-Resources Are Not … Music CDs Videos on DVD

Rule of thumb, e-resources are items that require the use of a computer. (See, AACR2 Appendix D, Electronic Resource)

ERM or ERMS or ERMs??? Electronic Resources Management

Principles and practices libraries use to manage information electronic resources

Also the software systems that do the managing

What Is in an ERM? Product names & descriptions Vendor contact data Licensing data Payment history Access/admin URLs and login info Renewal data Usage data, or assistance with collecting it And so on …

What Do We Want Out of an ERM? 2010 Survey (Collins & Grogg)

Workflow management License management Statistics management Administrative information storage Acquisitions functionality Interoperability (The Holy Grail of ERMs)

A Few of the Players (Proprietary ERMs) Innovative Interfaces: Electronic Resource Management

(ERM) Ex Libris: Verde OCLC: Web-scale Management Services EBSCONET: ERM Essentials CO Alliance of Research Libraries: Gold Rush Serials Solutions: 360 Resource Manager

Fuller List @ http://www.diigo.com/list/tminchew/erms

A Few of the Players (Open Source ERMs) University of Wisconsin-La Crosse: ERMes University of Notre Dame: CORAL North Carolina State University: E-Matrix Simon Fraser University: CUFTS

Fuller List @ http://www.diigo.com/list/tminchew/erms

You’re Not In It Alone E-resources librarianship is not a solitary pursuit. You have to

be able to work well with: IT Dept. (Their support is invaluable.) Vendors (Sales reps, after sales customer service, technical

support) Other librarians (Your internal patron base) Patrons (Faculty, students, FoL, community members, etc.)

Where Do Records Come From? OCLC WorldCat

Vendor-provided (includes e-resource vendors and cataloging vendors)

You! (Original records)

Single Record or Separate Record? Single record = All manifestations on one record

Separate records = One record for each manifestation

Your choice will depend on local needs, but separate records are emerging as the national standard.

Other Considerations What/how much are you going to catalog? Who’s responsible for link checking and weeding? To classify or not to classify?

Pros (Aids in collection assessment; Provides access through a call number browse.)

Cons (Added time and effort for an item that rarely requires a shelving device; Confusing to patrons who might look for the resource on the shelf. A shelving prefix or suffix can help.)

Standardized local genre headings?

Provider-Neutral Records Provider-Neutral E-Monograph MARC Record Guide

http://www.loc.gov/catdir/pcc/bibco/PN-Guide.pdf Program for Cooperative Cataloging released this policy in

late 2009. Required for PCC-member WorldCat cataloging. Optional,

but encouraged, for non-PCC members on WorldCat. Records not in compliance will be upgraded or merged. (Starting in January 2010.)

Separate record approach.

What You Don’t Need in Provider-Neutral Records No notes and/or added entries regarding providers, file

formats, or access restrictions.

Do not include (with certain exceptions): MARC fields: 256, 500/550, 506, 516, 530, 533, 534, 538, 540,

583, 700-730, 773, & 800-830

AACR2 Chapter 9 (Electronic Resources) AACR2 9.0B

Chief source of information Where you get the data you’re putting in the record

Prescribed sources of information Where you get the data for particular fields (title, statement of

responsibility, edition, etc.) Information taken from outside prescribed sources must be enclosed in

square brackets.

Some Fixed Fields You’ll Encounter Leader/06 (Type - Type of Record)

Code for the most significant aspect of the resource. Code "m" is currently used only for computer software (including programs, games, fonts), numeric data, computer-oriented multimedia, online systems or services.a - Language materialt - Manuscript language materialg - Projected mediumk - Two-dimensional nonprojected graphicr - Three-dimensional nonprojected graphico - Kits

p - Mixed materiale - Cartographic materialf - Manuscript cartographic materialc - Printed musicd - Manuscript musici - Nonmusical sound recordingj - Musical sound recordingm - Computer files

More Fixed Fields You’ll Encounter Leader/07 (BLvl - Bibliographic Level)

This depends on the e-resource. Some examples: i - Integrating resource (updating website)

m - Monograph/Item (e-book)

s – Serial (e-journal)

Leader/18 (Desc - Descriptive Cataloging Form) a - AACR2

006 (Additional Material Characteristics) Include field 006 for computer file, if Leader/6 (Type) is not coded

as "m“.

Yes, There Are Even More Fixed Fields 007 (Physical Description Fixed Field - Electronic Resource)

http://www.oclc.org/bibformats/en/0xx/007comp.shtm

008/21 (SrTp - Type of Continuing Resource) Left blank for anything other than continuing resources. Use “w”

for updating websites that do not fit one of the other codes.

008/23 or 008/29 (Form of Item - Form) s - Electronic

And On to the Variable Fields! 1XX / 7XX (Name or Uniform Title Added Entries)

Due to diffuse or corporate responsibility on websites, assigning a 1XX to them can be tricky.

For websites, 100 should only be assigned for listed authors/webmasters if the site being cataloged is personal in nature.

110 can be assigned for the official site for a corporate body or government agency.

Personal names and corporate bodies found in the item, and not receiving a 1XX can be traced in a 7XX.

More Variable Fields 245/246 (Title Statement/ Varying Form of Title)

245 usually taken from home page screen for websites, title page for e-books and journals.

GMD (General Material Designation) $h [electronic resource]

Variant titles can be taken from any place in the resource or cataloger supplied (in square brackets).

260 (Publication, Distribution, Etc.) With websites, the 260 is taken from any available contact and date

information. 300 (Physical Description)

Not used for websites, as they are considered non-physical resources.

More Variable Fields 500 (General Note)

“Always give the source of the title proper.” – AACR2 9.7B3 500 Title from title screen.

“For remote access resources, always give the date on which the resource was viewed for description.” -- AACR2 9.7B22 500 Description based on contents viewed Oct. 3, 2009.

Or you can combine them. Title from title screen (viewed on Oct. 3, 2009).

538 (System Details Note) Remember, you won’t have these for provider-neutral records, but

if you aren’t taking that approach, they are required if applicable.

More Variable Fields 856 (Electronic Location and Access)

Stop and think about the 2nd indicator (the relationship between the item the 856 links to and the item described by the record). Blank No information provided 0 Resource (e.g. a website) 1 Version of resource (e.g. record=print book, 856 = e-book) 2 Related resource (e.g. finding aid for archival collection) 8 No display constant generated

At the very least, an 856 has to have $u (Uniform Resource Identifier).

E-Resources Workflow @ GPC 5 campuses involved, so major e-resources purchases (like

databases or e-book collections) are committee-based & annual only.

Trial selection in Jan./Feb. Trials in March. Decisions in mid-April. Adds/drops take place on July 1. Piloting e-book purchases throughout the year at individual

campus level.

E-Resources Workflow @ GPC Statistics compiled monthly & manually using vendor reports

& Excel. LibGuides used to relay statistical data, trial information, etc.

to the selection committee. ERMes used to manage:

Database information Vendor data Admin/stats URLs and logins Payment history & renewal dates

E-Resources Workflow @ GPC MARC records for e-books

Vendor-supplied Batch-edited using MarcEdit (http://people.oregonstate.edu/~

reeset/marcedit/ html/index.php) Uploaded to the Voyager catalog using Bulk Import

References Collins, M. & Grogg, J. (2011). Building a better ERM. Library

Journal, 136(4), 22-28. Retrieved from http://bit.ly/qqS5fI

Hamaker, C. (2011). What’s New in Licensing Electronic Resources for Libraries? Searcher, 19(5), 32-36. Retrieved from Library, Information Science & Technology Abstracts (GALILEO).

Questions?

Tessa MinchewSystems & Electronic

Content Librarian678.891.3671

tessa.minchew@gpc.edu

http://www.diigo.com/list/tminchew/electronic-resources

http://www.diigo.com/list/tminchew/erms