Implementing ERMs: Opportunities and Challenges

Jeff Campbell, Systems Librarian, UNC Chapel HillRebecca Kemp, Serials Supervisor, UNC Wilmington

2007 NC Serials ConferenceThe William and Ida Friday Continuing Education CenterChapel Hill, NCMarch 30, 2007

What is ERM / what does ERM do?Central database to hold information about e-

resources Contact record

Company name, address, contact name, address, phone, e-mail

Resource record Resource name, URL, administrative info, resource format,

resource advisory, usage statistics License record

Authentication method, number of concurrent users, perpetual access

Coverage information

Getting Started - UNCCH: The Taskforce to form the Taskforce Cross-library/Divisional Taskforce:

Health Science, Law, and Academic Affairs Libraries Serials Cataloging Systems

Charge Developing a plan for implementation.

UNCCH: ERM Task Force Recommendations A phased implementation

Management (Client) OPAC View (Public) A to Z list

To form and charge a new committee ERM Advisory Committee. Cross-Library/Divisional

Serials Cataloging Systems

Getting started - UNCW: Making Decisions

Assigning values to customizable fixed length and variable length fields

What fields should be indexed Deciding what will be displayed in OPAC Deciding whether to continue to use bib records for e-

resources, or just resource records, or some combination

For UNCCH: Brief Bib vs. Full MARC Record Decision to use coverage load functionality- requires

further configuration Meeting as a consortium to discuss decisions that affect

us all

Making Decisions: UNCW’s field codes

Making Decisions: UNCW’s Contact Record

Making decisions: UNCW’s Resource Record

Making Decisions: UNCCH Resource Record

Making Decisions: UNCW’s License Record

Making Decisions: UNCCH License Record

Organizing information

Documentation for the choices we have made

Keeping together information sources (recommend keeping a binder) Manual other people’s presentations meeting minutes relevant listserv posts

Workflow Changes

Division of labor at UNCW straightforward one librarian- all the licenses Another librarian- all the systems capabilities and

information RLK: coverage load (journal holdings) information

Workflow Changes, Continued A work in progress at UNCCH

Currently under the process of adding and testing existing resources to the ERM.

Will add new resources when purchased Workload

Graduate Student Employees Library Staff

Training / Retraining

Training ourselves: Learning how the different web OPAC displays

work, both in old OPAC and OPAC redesign Learning how new coverage load works; different

before switch to ERM When necessary, contacting the vendor Help

Desk for much needed instruction Training others

New Procedure: Coverage Load How coverage load works:

Obtain coverage spreadsheet from journal database provider / use Serials Solutions coverage data

Format spreadsheet for coverage load Batch input spreadsheet data into ERM coverage load

module Coverage load module creates and populates checkin

records for titles in spreadsheet Coverage information displays in the OPAC Coverage load data is stored for future use in the

Coverage Edit database

Coverage Load, continued: Spreadsheet of holdings

Coverage Load, continued: Coverage Edit

Coverage Load, continued: A finished checkin record

UNCW’s Implementation: OPAC display

UNCW’s Implementation: OPAC display, continued

UNCW’s Implementation: OPAC display, continued

UNCCH Implementation: OPAC Display Currently Under Review Decisions to be made:

Resource Record Should Resource Display? Should it be searchable?

Fields to display How much data from each record type?

Integration with already-existing practices and resources Resource records and bib records Vendor password spreadsheets – resource

records Usage statistics procedures- UNCW has yet to

determine how to incorporate into ERM module UNCW Librarian in charge of licensing will now

start the resource record and license record during license approval process

UNCCH: Serial Solutions data

Unexpected Challenges Helping develop product, documentation with

our vendor; degree to which information is gained by reading listserv postings rather than by talking with vendor reps

Purchasing an additional module to allow for a consortium to use ERM software

Coverage load database issues Overlaying of records Time needed

Questions? Discussion?

Thank you for attending!

Presenter Contact Information

Jeff Campbell216 Davis LibraryChapel Hill, NC 27599Phone (919)962-1288jcampbell@unc.edu

Rebecca KempRandall Library601 S. College Rd.Wilmington, NC 28403Phone (910) 962-7220kempr@uncw.edu