1. COULD INNOPAC & SUMAS BE YOUR "HEAVEN SWORD & DRAGON SABER" FOR MANAGING E-RESOURCE SUBSCRIPTIONS? Bill Tang: Serials & E-Resources Librarian Angus Lam: Serials & E-Resources Management (ALO I) Lingnan University, Hong Kong

2. Overview • Managing E-Resource Subscriptions • The New Challenges • A New Hope: INNOPAC + SUMAS • Benefits of the Implementation • Acknowledgement

3. What is a Subscription? • A transaction wherein the buyer purchases a product or service for a period of time. www.bbn.com/glossary/S • In a digital library, a payment made by a person or an organization for access to specific collections and services, usually for a fixed period.www.cs.cornell.edu/wya/DigLib/MS1999/glossary.html • For E-Resources: A type of Licensing Agreement by which a Licensee pays for access to digital information by payment of a periodic fee.www.library.yale.edu/~llicense/definiti.shtml

4. Managing E-R Subscriptions A Critical Mission

5. “The OPAC reborn” • The future of an ‘any time, any place’ library… is centered on electronic resources.” McRacken, Peter. (2004), “The OPAC reborn”, NetConnect, Summer, p.32

6. A Variety of E-Resources • Online Contents: • Book, Dictionary, Dissertation, Financial Data, Image, Journal / Newspaper, Music, Encyclopedia, etc…. • Online Tools: • Bibliographic Management, Cataloguing, E-Journal Portal, etc…

7. E-Resources can be obtained by: • Acquisition • Subscription • Acquisition + Subscription • Institutional repository • Open access • and managed by: • Your library • Member of consortium

8. …different Contents & Subscription Period • Contents: • One or more than one databases • Back files only • Back files + New contents • New contents only • Subscription Period: • Perpetual ownership • For a fixed period

9. …different Payment Methods • One-time payment + Annual access fee • Pay once for an annual contract • Pay annually for a multi-year contract • Upfront payment • Partial payment

10. …different Documents • License agreements / Contracts • Supplements / Addendums • Invoices • Quotations • Title Lists

11. …different Terms & Conditions 11 • Subscription period • Access • Limited / Unlimited • Resources included in the package • Payment methods / Charges • Intellectual property rights • Eligible users • Inter-library loan

12. …different Information / Data 12 • Contacts • Sales contact • Technical support contact • E-Resources management • Admin site (URL, Login / PW) • Access management • Download title list / MARC • Collection development • Usage statistics

13. “the need and the realization” • …electronic resources differ from print in the way they are acquired, accessed, and licensed. Sadeh, T. and Ellingsen, M. (2005), "Electronic resource management systems: the need and the realization", New Library World, Vol. 106 Nos 1212/1213, pp. 208-18.

14. New Challenges… For the Team: • Record management • Document management • Access management • Timeliness • Cooperation • Evaluation

15. …what we need… • System supports … • Record keeping • Document management & preservation • Aid as a secretary: • E-Mail alert • Instant report • Business Process Reengineering

16. INNOPAC + SUMAS How Does the Heaven Sword & Dragon Saber Work?

17. INNOPAC at Lingnan • Millennium Acquisitions • Millennium Serials • Millennium Cataloging • WebOPAC

18. City of SUMAS • Located at the Canada-US border, 60 miles east of Vancouver, B.C. • Population : 1,069 in 2005, • Importance as the junction of three railroads and a border crossing into Canada.

19. SUMAS at Lingnan • Subscription Management Solution • Record management • Document management & preservation • E-Mail alert • Instant report

20. INNOPAC + SUMAS

21. Bibliographic Record • Bibliographic information • Access to the online content

22. Vendor Profile • Contact information • Vendor statistics

23. Order Record • Transaction management • Funding maintenance

24. Connecting SUMAS… • A locally developed system transforms data of e-resource subscriptions into readily available subscription management information! >>>

25. Subscription Record… • Quotation • Cost Per Access (CPA) • Details of subscription • Invoice & payment

26. Subscription Record… • Digital copies of: • Agreements / Licenses • Quotations • Invoices 50,000 50,000 19,444 19,444 19,444 19,444 88,888

27. E-Resources Administration… • Admin site info • Holdings • ILL info • Setup status • Technical contact

28. E-Mail Alert… • Remind you: • Process a subscription renewal / Process a payment 90 >>>> 60 >>> 30 >> 15 > 7, 6, 5,…2, 1

29. Instant Report… • Process monitoring: • On order • Invoicing • Status of renewal • Status of payment • Evaluation: • By subject • By usage and CPA • Expenditure

30. Instant Report… • E-Resources Administration • Admin site (Login Name / Password / URL) • Technical contact • Occurrences (e.g. an access problem)

31. Data Security • Access Management: • SUMAS • Records • Documents • Instant reports • System and data backup

32. Data Migration • Millennium SUMAS  • Millennium (Create List) • Export to an excel file • Import data to SUMAS • SUMAS Excel File  • SUMAS (Create List) • Export to an excel file

33. Business Process Reengineering Managing E-Resource Subscriptions: • New approach for: • Creating / Updating records • Archiving documents • Processing payments • Generating reports

34. INNOPAC + SUMAS When two weapons are used against each other… • Hidden books & scrolls for managing e-resource subscriptions = +

35. Managing E-Resource Subscriptions We need……..

36. To manage your E-R Subscriptions • Resources • Vendor support • Team work

37. Benefits of Implementing SUMAS • For E-Resources Subscription Management: • Information available instantly • For Collection Management: • A full picture (what you see = what you have) • For the Team: • Automated business processes • Organizational learning

38. Behind the Scene • Review Records & Documents • Create / Update records • Digitization

39. Acknowledgements • Support from the University • Dr. Frederick Nesta, & Mr. Owen Tam • My Teammates: • Angus Lam, Johney Hui, Lorita Low and Mi Leung • HKIEd – hosting the HKIUG annual meeting

40. Thank You! Email: bill@Ln.edu.hk Email: kolam@Ln.edu.hk