David Fox Head, Information Technology Services University of Saskatchewan Libraries

1. Electronic Journals – National Licensing and Local Impact: Getting Ready for CNSLP at the University of Saskatchewan David Fox Head, Information Technology Services University of Saskatchewan Libraries

2. Starting point: • 1 e-journal subscription prior to CNSLP - JBC • 5 CNSLP e-journal services already owned by ½ to 2/3 of participants • Other participants: • CNSLP represented an opportunity to divert funds to other expenditures • had already incorporated CNSLP titles into their finding tools • UofS: • CNSLP was an opportunity to catch up • needed to develop systems and procedures for importing large numbers of titles ASAP CLA Annual Conference, Winnipeg

3. Starting point, continued: • E-journal db with ~ 2000 free e-journals • The Catalogue ~ with a few 856 links to e-journals • Journal of Biological Chemistry online CLA Annual Conference, Winnipeg

4. GRCNSLP Committee – October 2000 Immediate Goal • add CNSLP content to the Catalogue ASAP (expected to have to find or create our own MARC records) Larger Goal • build a system to import and manage other full text E-journal AND article aggregator services • single place to look • one time data entry CLA Annual Conference, Winnipeg

5. Issues and assumptions Assumptions • some sort of automated process – batch retrieval and load • needed a way to manipulate and customize records for local use Question • Should we continue to maintain the E-journal database? CLA Annual Conference, Winnipeg

6. EJDB vs. The Catalogue • Catalogue is the “official” Library database, contains print holdings • EJDB includes many more e-journal titles • EJDB expected to be the vehicle for generating catalogue records • EJDB includes records for titles in “article aggregator” services • concern about quality, accuracy • reluctance by some members to include these records in Catalogue Decision: • Continue to maintain both for the time being • Catalogue and EJDB have become increasingly interdependent CLA Annual Conference, Winnipeg

7. Options for obtaining MARC • JAKE? • local development? CLA Annual Conference, Winnipeg

8. JAKE: (Jointly Administered Knowledge Environment) • an open source database of E-journal data, along with software tools for searching and manipulating this data • originated at Yale, replicated at SFU, Openly Jake • intended to be a universal source of e-journal metadata to support acquisitions, cataloguing and search applications • includes lists of publications from over 194 different databases • includes basic information for each publication: title, ISSN, sources, jakeID • utility written by Mark Jordan for generating skeletal MARC records CLA Annual Conference, Winnipeg

9. MARC Output from JAKE 000 00334nms 22001217a 4500 005 20010530193329.0 022 $a0002-8762 050 00 $aE171.A57 082 00 $a973.05 245 00 $aAmerican Historical Review$h[computer file] 590 ## $aDerived from jake, http://jake.med.yale.edu/ using jakeid 9612. 650 #0 $aHistory 650 #0 $aUnited States -- History CLA Annual Conference, Winnipeg

10. Problems with JAKE • database lists incomplete, out of date • Canadian sources not included (CBCA databases) • MARC records too skimpy • skeptical that shortcomings would be overcome in time for us to use it. • a clever idea – but too ambitious? • 60-70% accuracy not good enough CLA Annual Conference, Winnipeg

11. UofS EJDB vs JAKE: Full Text Coverage of CNSLP Products May 30, 2001 CLA Annual Conference, Winnipeg

12. UofS EJDB vs JAKE: Full Text Coverage of non-CNSLP Products May 30, 2001 CLA Annual Conference, Winnipeg

13. Local Development D atabase Access (for) R ecord R etrieval (in) Y our L ibrary CLA Annual Conference, Winnipeg

15. E-journal management system: user functions E-Journals database • Browse and display by title, publisher, vendor, database, subject • Quick Search (exact title) • Advanced Search (title and subject keyword; boolean, phrase search) • Recent additions (last 30 days) CLA Annual Conference, Winnipeg

17. E-journal management system: admin functions Data retrieval functions • scripts for harvesting e-journal data from vendor sites • scripts for harvesting MARC records from LC, AMICUS E-Journals admin interface • add/edit/delete: titles, vendors, publishers • Reports: • Titles Missing Publisher • Pending/Incomplete Titles • URL Validation Report • Database Information CLA Annual Conference, Winnipeg

18. Process: Initial Load • harvest data from vendor’s list • capture title, ISSN, coverage information • search for MARC records in LC, AMICUS via Z39.50 • load MARC data into EJDB • review and edit MARC data. Add 916 tags • load revised MARC records into Catalogue CLA Annual Conference, Winnipeg

22. MARC Tag 916 916 $aEJDB$bAcademic Press$cIDEAL $a = Electronic Journals database $b = Vendor $c = Database CLA Annual Conference, Winnipeg

24. Integrating the EJDB and the Catalogue • reciprocal links between records based on ISSN • source and coverage information maintained in the EJDB CLA Annual Conference, Winnipeg

29. Loading and Maintenance Issues • multiple records for different formats facilitates batch loading, removal • tag 916 facilitates merging of duplicates • periodic updates will be required • how to retain changes to catalogue records? • Catalogue bib number stored in the EJDB record facilitates overlay CLA Annual Conference, Winnipeg

31. Outcomes • loaded 700 catalogue records for CNSLP e-journals on March 30 • developed a robust system for retrieving and batch loading e-journal record sets into the Catalogue and the EJDB • developed a process for making decisions and solving problems relating to managing access to electronic journals • library staff from diverse backgrounds shared expertise to solve technical problems CLA Annual Conference, Winnipeg

32. Next steps • loading records for article aggregator services into the Catalogue? • integrated maintenance of catalogue and EJDB • direct access to articles using Open URL standard CLA Annual Conference, Winnipeg

33. Conclusions: local impact Drexel Study: Framework for assessing the impact of an electronic journal collection on library costs and staffing patterns Carol Montgomery, JoAnne Sparks, 2000. • lower unit costs for content but higher staff and infrastructure costs • savings in circulation, shelving, print reserve, document delivery more than offset by increased costs for systems, license administration, cataloguing, information services • significant retraining of staff and “re-engineering” of technical processes • “We plan to stay the course – to aggressively continue with our transition to electronic journals” CLA Annual Conference, Winnipeg

34. Where are we now? • We have implemented a large number of e-journals in a short space of time • What is required now is to make adjustments to staffing and procedures to improve efficiency • We can’t go back! CLA Annual Conference, Winnipeg

35. E-journal management system: technical details • e-journals database runs on MS SQL Server 7.0 and NT 4.0 • web server is Apache 1.3.19 on Digital Unix 4.0F, using a combination of Perl and PHP 4 to provide the web interface. • FreeTDS (www.freetds.org) supplies the interface between the Unix machine and the SQL server • Sybase and MS SQL Server use the TDS protocol to communicate with client applications • MARC records from LC and AMICUS are harvested, via Z39.50 using a combination of Perl and the Yaz Z39.50 toolkit utilities CLA Annual Conference, Winnipeg

37. The next generation… CLA Annual Conference, Winnipeg