ERM on a Shoestring Dalene Hawthorne, Emporia State University, [email protected]

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7th Annual E-resource Workshop "Black Cats & Broken Links: Dispelling E-resource Superstitions" July 20, 2007 Mitchell Memorial Library, Mississippi State University. ERM on a Shoestring Dalene Hawthorne, Emporia State University, [email protected] - PowerPoint PPT Presentation

Transcript of ERM on a Shoestring Dalene Hawthorne, Emporia State University, [email protected]

  • 7th Annual E-resource Workshop "Black Cats & Broken Links: Dispelling E-resource Superstitions" July 20, 2007 Mitchell Memorial Library, Mississippi State University ERM on a ShoestringDalene Hawthorne, Emporia State University, [email protected] Watson, University of Tennessee Health Science Center, [email protected]

  • University of Tennessee Health Science CenterThree tools to manage e-resourcesFilemaker ProBlackboardEMS (MySQL)

  • ERM at Emporia State UniversityDalene HawthorneHead of Systems & Technical Services

  • BackgroundESU has not purchased an ERM systemWerent registering e-journals Werent tracking licenses very wellWere relying on Serials SolutionsOpen positions created workload problems

  • New DirectionHired Head of Systems and Technical ServicesAssigned responsibility for e-resources & tracking licenses, using DLFs ERMI workflow document

  • Tool Selection: RegistrationSubscribed to EBSCOhost Electronic Journals Service Enhanced versionRegistration trackerEnd User Access NotesJournal listsAdmin AlertsStudent registers and monitors e-journals

  • Tool Selection: LicensesTracking down license agreementsCreate suppressed brief bib records in the catalogUsing DLF Data Element DictionaryScanning licensesCreating e-reserves course with password

  • Tool Selection: Usage StatisticsStill not collecting usage statistics regularlyPlanning to hire Serials and Electronic Resources Librarian

  • Tool Selection: InvoicesUsing Millennium Acquisitions to record payment of invoices

  • Thank You!

    Dalene Hawthorne, Emporia State University, [email protected]

    Jennifer Watson, University of Tennessee Health Science Center, [email protected]

    Please note that these notes are intended to accompany the slides for ERM on a Shoestring, presented at the North American Serials Interest Group (NASIG) conference in June 2007, Louisville, Kentucky. They may not reflect the actual content of the presentation.

    University of Tennessee Health Science Center is located in Memphis. We have approximately 2000 students, 1000 faculty, and 2,300 e-journals (includes free & database titles). When we have our full complement of staff, we have about 31 people working in the library. In chronological order, weve used 3 tools to manage our e-resources:Filemaker Pro, Blackboard, and our EMS system, built using My SQL.Filemaker Pro is database software, like Microsoft Access or Inmagic DBTextworks. It costs is $299 full price or less with an academic discount. We pay $142 at UT.We obtain journal information from 3 sources-Ask vendors for spreadsheets-Get spreadsheets from free e-journal sites such as BioMed Central, PubMed Central, DOAJ-Type data into FilemakerWe then added useful information such as passwords, expiration dates, cost, publishers phone numbers and usage statistics. We also color coded the fields for easier reading. Filemaker was set up to automatically generate MARC 856 field to add to the catalog and HTML for the A-Z e-journal list on our web page using calculation fields.This is the Calculation field used to generate the HTML coding. This is probably the hardest thing to do in Filemaker.The MARC 856 field generated by Filemaker could simply be copied and pasted into the relevant catalogue record.Heres an example of the HTML coding, also generated using a calculation field, exported from Filemaker. This could then be pasted onto the librarys website to produce an A-Z list of our e-journals.Heres how our webpage looked with the A-Z list. The list was pasted in and then links to each letter of the alphabet (for navigation) were added by hand. Benefits of FilemakerEasy to learn how to useNo IT staff neededNo annual subscription feesEasy to generate static HTML pageCan buy add-on for more dynamic webpagesCan have linked databasesDisadvantagesCouldnt incorporate A-Z list into websites new Content Management SystemDidnt have licenses and invoices includedEveryone has to have software installed on their computer (expensive) and learn to use software (staff time) Blackboard or WebCT are available on many campuses to manage student courses. These products can be adapted to manage licenses and invoices. We have Blackboard Basic Edition - yours may look different.Benefits of Blackboardfree to you if campus already has iteasy to use no special skills neededno software to download nothing to maintaindifferent levels of access for different usersaccessible from anywhere with an internet connectionDisadvantagesdoesnt integrate with other e-resource systemsdoesnt link well to affected titlesDependent on campus to maintain support for Blackboardmay be restrictions on who can be given Blackboard access Creating a course is easy. Just log in, click on Courses and Create.Here Im naming the course and choosing a button style. Then I went into Manage Course MenuAnd deleted all the course features I wouldnt be usingLeaving me just with my invoice folder and a link to the librarys websiteSimple structure:-documents on e-resources that are in the process of being purchased or renewed - in active invoices folder-once all work on an e-resource is complete for that year, its moved to paid invoices folder Within the active and paid folders are individual folders for each subscription period of each e-resource. For instance, in the example above you can see we have a folder for our 2006 subscription to CINAHL.Within each e-resource folder are all the documents and notes relating to that subscription years renewal invoices and drafts of license agreements, pasted-in e-mails, notes on phone conversations or actions taken. For insance, in this folder there are two items. The first is a note that I requested an invoice, and the second is the invoice in Word format.Adding a new item is easy. Just give it a name. In the Text area you can type explanatory text, a note, or paste in an e-mail. If you are adding a file such as a draft license agreement in Word or a PDF of an invoice you can add it here. We scan paper documents as jpgs or pdfs if we dont have an electronic version. Picture files like jpgs display right on the page. Word and PDF documents just display a link which you can click on to open them. Once work on a renewal or purchase is complete, the folder is marked *PAID* and moved to the paid invoices area. You can add any colleague with a Blackboard account through the enroll user link. I give all my colleagues instructor level access, which gives them full access. You might want to test other roles to limit access e.g. I dont think students can delete documents. Ive already outlined the pros and cons of Blackboard so I wont go over them again here, but just to add that we see Blackboard as a stopgap measure until our EMS system can handle this data. However, having good data in Blackboard will help us populate the EMS when we get that far. Heres our EMS system. Like Blackboard its web-based, so we have it password-protected. Our Web Services Librarian built this database using MySQL, along with Ruby on Rails, which is a web application development framework.We originally populated it with e-journal data from our Filemaker database. We have basically the same fields as in the previous database, but they are now organized under tabs to save scrolling. The web page is automatically populated by the database, which saves a lot of work. Database changes typically show up on the website after about 20 minutes, but can be posted instantly when necessary. The web page plays well with Drupal, the Content Management System we use on our website. The coolest feature (in my opinion) of the EMS is the smart URLs. Every link in the e-journal list is to our EMS server. The server counts hits, which is great for journals where we dont get vendor usage data, and detects whether the user is within the journals IP range. If they are, they go straight to the journal and if not, theyre prompted to log in to the proxy server. This all happens so fast, the users arent aware that they are being sent through the server. The IP range is specific to each journal as some vendors wont allow us to include our satellite sites, or only permit a few IPs. We try to ensure that only those who need to use the proxy to access a title are forced to login, as the proxy works much slower than direct access to a title. Weve been so pleased with the way our smart URLs have worked that were now in the process of adding our databases and e-books to the EMS. Proquest has converted many of our dissertations to PDF format and we recently loaded that data into the system, so we can add smart URLs to each thesis record in our catalog. Which reminds me we replaced all our regular e-journal URLs in the catalog with the smart URLs, so were getting the usage data and on/off-campus detection for our catalog users too. In the EMS we can see usage across all resources and also the top 25 most used resources. We have to ask our Web Services Librarian for more specific data, such as usage of a particular journal. Weve only had the EMS a year, and some features we had in Filemaker are not yet included in EMS, such as find and replace for making changes across multiple journals, and a place to store vendor usage data. Were currently testing another feature we miss from Filemaker the ability to load journal information from Excel spreadsheets. This enhancement is known as eggs. One feature thats much improved from Filemaker is the ability to export our e-journal data in a format that can be loaded into WebBridge, our OpenURL Link Resolver. This used to be a multistep process but now we can generate current data in a single click. Advantages of EMS systemWorks well with websites Drupal systemUpdates A-Z journal webpage automaticallySmart URLs track usage and detect whether user is on or off-campusWeb-based: no