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A Consortial Approach to Information Management. Rick Burke SCELC IFLA Pre-Conference Electronic Resource Management Systems University of the Western Cape Cape Town, South Africa August 16, 2007. What is SCELC?. The S tatewide C alifornia E lectronic L ibrary C onsortium

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A Consortial Approach to Information Management

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A Consortial Approach to Information Management

Rick Burke

SCELC

IFLA Pre-Conference

Electronic Resource Management Systems

University of the Western Cape

Cape Town, South Africa

August 16, 2007


What is SCELC?

  • The Statewide California Electronic Library Consortium

    • Founded in 1986

    • Works with over 95 private academic and research libraries throughout California to:

      • License electronic resources

      • Share information and expertise

      • Provide reciprocal borrowing and interlibrary loan cooperation among members

  • Licensing is SCELC’s principal activity

    • We make premium content affordable for smaller libraries

    • We finance our operation via surcharges to subscriptions


SCELC Internal Operations Database

  • Developed a Filemaker Pro-based application for tracking called “WISDOM”

  • WISDOM contains the following information

    • Member information

    • Vendor information

    • Databases (electronic resources)

    • Subscriptions

    • Contacts

    • Invoices

    • Reports

    • Order form generation

    • Third party billing


Institutional Savings Report Example


Why a consortial ERMS?

  • To make visible and accessible our consortial contracts

    • Exposes data now contained in our WISDOM database

      • Vendor contacts, subscribers and product information

  • License Terms

    • Meets vendor requirements for providing license terms and conditions to end users

  • Encourages cooperative collection development

    • Can readily view which products are offered through SCELC

    • Shared library data on electronic resource holdings

    • Guides acquisition decisions for databases on multiple platforms, i.e. APA databases

  • SCELC has purchased access to the consortial ERMS for all 96 members


Overview of ERMS Functionality

  • Contact management

  • License management

  • Notes management for incident reports

  • Alerts management

  • Linkage to e-journal title management

  • Overlap analysis between similar products

  • The next slide displays the “home screen” that links to these functions


ERMS - Home Screen


Subscribed Databases

  • The next screen illustrates how the ERMS displays databases in alphabetical order

  • Subscription status is indicated

  • Publisher/vendor and number of titles held in the database is also indicated

  • Select a particular database to get to the license terms and conditions


Subscribed Databases


Individual License View

  • The next slide illustrates how one would view and access a single license

  • Note that this license is entered at the “provider” or publisher level


Individual License View - Provider Level


License Details

  • The next slide illustrates what you will seen once you select “Values” in the side panel of the license view

  • This screen displays the authorized users (subscribers) to this provider’s products


License Details View - Authorized Users


License Details (2)

  • The next two slides illustrate some of the license terms stored in the ERMS for each license

  • These terms are labeled relative to the DLF ERMI (Digital Library Federation Electronic Resource Management Initiative) standard for describing license terms


License Details View - Terms


License Details View - Terms (2)


Alerts

  • The next two slides illustrate the Alerts function

  • In the first slide one can see that the ERMS can be used to alert all SCELC members of a new database trial or an impending renewal

  • In the second slide, one can configure other types of alerts

    • SCELC has not yet utilized this feature


Alerts


Alert Configuration


Account Permissions

  • The next slide illustrates how you can control access to the various levels of ERMS functionality

  • For each user you can customize a particular set of permissions

    • For example, allowing someone to only view data in one instance, but edit data in another


Account Permissions


Knowledgebase

  • “Knowledgebase” refers to the information Serials Solutions has compiled on the universe of electronic resources

  • Their knowledgebase is one of the most complete and comprehensive available

  • Access to their knowledgebase saves the libraries much time and effort otherwise spent compiling their own knowledgebase of their subscribed resources

  • The following slides illustrate how the ERMS searches and displays information from the knowledgebase


Accessing the Knowledgebase


Knowledgebase - List of Titles


Results Screen - Specific Vendor


E-Journal Portal

  • The next three slides illustrate the database and title-level public view via the ERMS

  • Individual e-journal titles can be accessed by the public

  • End users can view license terms and see which databases hold the titles in which they are interested


E-Journal Portal - Database Level View


E-Journal Title Level - Public View


Public View - License Terms


Information Management Framework

  • SCELC’s information management framework is the combination of the WISDOM database for internal administration, and ERMS as a tool for the libraries

  • WISDOM has been purchased by three other consortia

    • License terms encourage customization and sharing of improvements among consortia

    • SCELC wants to promote the enhancement of information management among consortia


ERMS and Cost Management

  • SCELC manages costs within WISDOM, whose data is kept internally in the SCELC office

  • ERMS now has this capability but it has not been deployed to the libraries due to “pricing confidentiality” concerns and to maintain good relationships with hesitant vendors

  • This data is the consortium’s and can be shared among its members

  • Vendors need to overcome concerns about pricing appearing in a consortial ERMS


ERMS - Future Improvements

  • Our ERMS is Serials Solutions first attempt at a consortial ERMS

  • SCELC is one of the first consortia to fully implement such a system

  • Future improvements include

    • Integration with the WISDOM database to migrate data from one system to the other, reducing redundancy of data input

    • Make it easier for a library to migrate data from the consortial ERMS to their local ERMS, ultimately from Serials Solutions ERMS to any vendors’ system

      • Much like the sharing of common bibliographic data


ERMS - Future Improvements (2)

  • ERMS usage statistics module will evolve

  • Currently can link to a vendor’s statistics URL

  • Looking forward to having analytical tools that gather usage statistics, analyze them, and provide a variety of reports

    • The SUSHI initiative will help with harvesting of statistics

    • Serials Solutions will have a separate module, “360 Counter,” that will integrate with the ERMS but will have to be purchased separately by each library


ERMS - Future Improvements (3)

  • License terms and conditions must be entered manually

  • ONIX initiative or other efforts may help streamline this process, making it possible for publishers to deliver license information in a standardized way via XML directly to an ERMS without requiring manual input


ERMS - Future Improvements (4)

  • SCELC has entered most of its licenses at the “provider” level as in most instances one license applies to multiple resources from one vendor

  • This makes it difficult to view database-level subscription information for each member

  • Will work with Serials Solutions to provide database-level information, perhaps through integration with data from the SCELC WISDOM database


Conclusion

  • SCELC wants to promote ideas for consortial information management among all library consortia

  • Providing a direct benefit to members, such as our ERMS, helps our libraries and provides a better sense of “belonging” to a common consortium, in spite of the diversity of the member institutions

  • Greater inter-consortial networking and collaboration is a primary goal

  • SCELC is interested in making WISDOM available to international consortia as well


For Further Information

  • SCELC contact information:

    • Rick Burke, Executive Director, SCELC

      • rburke@scelc.org

      • http://scelc.org

  • To obtain a fully functional demonstration version of the SCELC WISDOM database, contact the SCELC office:

    • admin@scelc.org

    • You will need to download a fully functioning 30-day trial of Filemaker Pro to use the demonstration version. This can be downloaded from http://www.filemaker.com

      Thank you for your kind attention!


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