Using CORAL to support workflow and document e-resources

The future is flexible, extensible, and community-based: stories of successful electronic resources management

Scott VieiraElectronic Resources Librarian

Fondren LibraryRice University(713) 348-2621

svieira@rice.edu

Getting Started in E-Resourceso No previous experience working with E-Resources o Fiat to go forth and populate existing ERM product

So over the next year what did I learn about E-Resources?

Acquiring E-ResourcesI learned that forcing the acquisitions of E-Resources into a linear workflow felt like training tortoises to walk in a straight line.

Managing E-Resources…and managing access to E-Resources can be like herding cats!

Lack of documentation

I wasted a lot of time looking for licenses, title lists and invoices in my efforts to determine what we had access to, and whether that access was perpetual.

+

Ineffective E-Resource Management

I discovered that we were spending a lot of money on e-resources never activated or even discoverable to our users.

Electronic Resource ManagementIn conclusion I learned that I needed an ERM that was robust enough to:

o Help manage non-linear workflowo Help document e-resourceso Provide easy access and discovery of the

documented e-resourceso Flexible enough to fit into existing workflows

Discovering CORAL

Perpetually Beta Workflow orHow I use CORAL’s flexibility to continuously improve management of E-Resources

CORAL’s Workflow Tool: The Basics

CORAL Workflow Steps

Using Templates & Custom Notes

Template

Custom Note

E-Resources Librarian TemplateElectronic Resources Workflow Template 

Order from Vendor:-------------------------------------------------------------License Signed & Filed:-------------------------------------------------------------License Loaded In CORAL:-------------------------------------------------------------Expressions added in CORAL:-------------------------------------------------------------Add Contact Info to CORAL:-------------------------------------------------------------Add Librarian’s Webpage:-------------------------------------------------------------MARC Records Availability:-------------------------------------------------------------Content Coverage Documented: -------------------------------------------------------------Update ER Budget Worksheet-Add/Drop List:-------------------------------------------------------------Add Fiscal Year Note in CORAL: -------------------------------------------------------------Perpetual Access:---------------------------------------------------------------Dark Archive:______________________________________

Firm Order Purchase Date: --------------------------------------------------------------Access Activated:-------------------------------------------------------------Add to EZProxy:-------------------------------------------------------------Setup in AtoZ: -------------------------------------------------------------AtoZ Custom Link: -------------------------------------------------------------EDS Custom Link: -------------------------------------------------------------Test Linkresolver/EDS:-------------------------------------------------------------EDS Setup Notes: -------------------------------------------------------------Notify Requestor/Dept./Library of Setup: --------------------------------------------------------------------------------------------------------------------------Post Notice on Wiki: -------------------------------------------------------------Add A-Z Database Name Alias (only when different than resource name): --------------------------------------------------------------Clear Project Email:  

Monographic Acquisitions Librarian Template

eBook Acquisitions Workflow Template Order from Vendor:-------------------------------------------------------------Add Order to SIRSI. PO#:-------------------------------------------------------------License Addendum Signed & Sent to Vendor:-------------------------------------------------------------Add/Update Contact Info to CORAL:-------------------------------------------------------------MARC Records Availability:-------------------------------------------------------------ACQ Order Bib Record:-------------------------------------------------------------Add PO# to CORAL Record:______________________________________ACQ Order notes:-------------------------------------------------------------Does Scott need to set-up (A-Z, etc.)? Y/N-------------------------------------------------------------Add 899 code note (Cataloging) in CORAL: ______________________________________Update “ER_Budget_2011 and following” Add spreadsheet (Z drive): ______________________________________

Anatomy of the Electronic Resources Workflow Note

Another Template Example

Acquisitions/ER Maintenance Note

Developing New Templateso Breaking up the workflow into granular

templates will allow easier delegation and sharing of workflow steps—task based vs. position based

o Try to use more steps that collect useful dataLicensingPerpetual Access including dark archive info,

vendor title lists and invoicesCollect or update contact and administration

infoDocument setup in EDS and SFX

Contact Info – Questions Welcomed

Scott VieiraElectronic Resources LibrarianFondren LibraryRice University(713) 348-2621svieira@rice.edu

For more on CORAL check out http://coral-erm.org

Photo References"Creación de Adán (Miguel Ángel)" by Michelangelo Buonarroti - See below.. Licensed under Public Domain via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:Creaci%C3%B3n_de_Ad%C3%A1n_(Miguel_%C3%81ngel).jpg#/media/File:Creaci%C3%B3n_de_Ad%C3%A1n_(Miguel_%C3%81ngel).jpg

"ThinkingMan Rodin" by I, Satyakamk. Licensed under CC BY-SA 3.0 via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:ThinkingMan_Rodin.jpg#/media/File:ThinkingMan_Rodin.jpg

"Osman Hamdi Bey - The Tortoise Trainer - Google Art Project" by Osman Hamdi Bey - 3AFvsWCD87FIWg at Google Cultural Institute, zoom level maximum. Licensed under Public Domain via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:Osman_Hamdi_Bey_-_The_Tortoise_Trainer_-_Google_Art_Project.jpg#/media/File:Osman_Hamdi_Bey_-_The_Tortoise_Trainer_-_Google_Art_Project.jpg

"Charmeur de tortues" by L. Crépon - Catalogue of Batıya Yolculuk (Travel to the West) exhibition at Sakıp Sabancı Museum. Licensed under Public Domain via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:Charmeur_de_tortues.jpg#/media/File:Charmeur_de_tortues.jpg

Menacing Cat Photo https://www.flickr.com/photos/felinest/4394881615

"2010-07-20 Black windup alarm clock face" by Sun Ladder - Own work. Licensed under CC BY-SA 3.0 via Wikimedia Commons - http://commons.wikimedia.org/wiki/File:2010-07-20_Black_windup_alarm_clock_face.jpg#/media/File:2010-07-20_Black_windup_alarm_clock_face.jpg

Trash can photo http://pixabay.com/p-33874/?no_redirect

Burning money photo https://www.flickr.com/photos/purpleslog/3040508093