"Dis-integrated Library Systems and Electronic Resource Management"

1. "Dis-integrated Library Systems and Electronic Resource Management" Dismantling Library Systems Andrew K. Pace Head, Systems NCSU Libraries andrew_pace@ncsu.edu

2. Confessions of a Systems Librarian • What’s in a name? • Everyone is entitled to my opinion. • The Systems Department raison d’être. • The bait-and-switch.

3. Classic Integrated System MARC Records Patron Records Patron self-service WEBPAC circulation transactions • websites (856) • e-books • e-journals • databases • datasets reserve records serial holdings item holdings Serials Control Records Acquisitions Records

4. Dis-integrated Library System • Licensing Files • ILL Files • Collection Management Files • Helpdesk Files • Statistical Files alpha list of databases subject list of databases web subject guides Authentication & Authorization • websites (856) • e-books • e-journals • databases e-journal finder institutional repository Serials Solutions TDNet SFX alert services MyLibrary

5. Moving to second generation electronic resource management systems • manage data not supported by the ILS • generate e-journal and database web lists • data models, simple tools (e.g., MS Access) • data often maintained in two places • more ambitious resource management objectives • more sophisticated public displays • complex data models, advanced database tools (e.g., Oracle) • single authoritative data stores

6. NCSU Libraries E-matrix • The ad hoc E-Matrix Committee will implement a prototype electronic resources management system to support acquisition and licensing, collection management, and resource discovery for the Libraries' electronic resources

7. E-Matrix objectives Acquisitions manage electronic and print subscriptions, bundles CollectionManagement support licensing, product evaluation;manage and use faculty-provided data Discovery anddisplay enhance access points; improve user displays

8. E-Matrix development • Principles for sustainability and data quality • migrate legacy applications into E-Matrix • define a single authoritative data store for each data element • query existing data stores in real time wherever possible • E-Matrix as test-bed • Use both FRBR and a user-centered approach to inform design • Develop in a system not bound by MARC or ILS functionality

10. E-MATRIX ADMINISTRATIVE METADATA licensing I L S Data Repos- itories Website Catalog E-resources Alert Services Local DBs & Collections Digital Archives subscript-ion info statistics E-MATRIX DATA HOOKS PRESENTATION LAYER technical support remote access Other Databases: E-journal finder ETDs Instn’l Repository Etc. evaluative data Evaluative Tools vendor data

11. E-matrix Challenges • Public interface is secondary concern • Leveraging existing ILS data • Build real evaluative tools • Avoid solutions looking for problems

12. What Do We REALLY Want • Evaluation tool- DBs, e-journals, serials • Licensing management tool • Tool that will allow library to leverage the authoritative ILS database with the other descriptive and administrative metadata for comprehensive display & management

13. Getting started • Stakeholders: Cataloging, Acquisitions, Serials, and Collection Management • Identify data that are already being kept • Identify data that are needed for evaluation, longevity, and various services

14. What Did We Do? • Formed more groups • Database evaluation • Statistics • Licensing • Metadata/Data Elements • Integrated Library System Data • Interface

15. What Did We Do Next? • ILS MIGRATION • Digital Library Federation Electronic Resource Management Initiative • “Borrowed” DLF’s data element scheme / definitions • Mapped to our existing data sources • Added additional elements for NCSU’s needs

16. What Did We Do Next? • Expanded scope to include print subscriptions • Incorporated the Collections Enrichment Project • Tried to keep from expanding the product any further before we had version 1.0

17. Finding Data Elements • Field Name • Field Type: text, number, date, dollar • Estimated field size: number of characters • Required field: y/n • Multiple occurrences: y/n • In ILS: y/n • Already stored electronically? (i.e. Access/Excell) • Field applies to: book, database, journal, all • Data entry by: cataloging, acquisitions, collmgmt • Example of data • Notes

18. Data Elements • Descriptive –Title, identifiers, provider, holdings (27) • Licensing – Parties, terms of use, rights, business terms (74) • Access – URI, authorization, proxy (10) • Administrative – Accounts, configuration, usage statistics, tech support, contact info (51) • Evaluative – Resource assessment, impact, faculty contact enrichment (20)

19. Current Development • Data Modeling • Data Migration • Data Hooks • Workflow Design/Interface

20. E-MATRIX Update freq.: [unit] Format [print, electronic] # Full Text [yes, no, some] Resource Subjects / Descriptions Related Titles FINDRESOURCES BIBLIOGRAPHIC DETAILS ACQUISITIONS DETAILS LICENSING ACCESS INFO EVALUATIVE ELEMENTS ADMINISTRATION INFO CEP PROCESSING REPORTS work ID resource type 156 select Title Add Vendor Provider Publisher Add ISSN e-ISSN OCLC Location: library & call number Print holdings: link to OPAC OR summary holdings E-holdings: summary holdings[for this manifestation] Embargo period: [days]

21. E-MATRIX Resource Subjects / Descriptions Related Titles FINDRESOURCES BIBLIOGRAPHIC DETAILS ACQUISITIONS DETAILS LICENSING ACCESS INFO EVALUATIVE ELEMENTS ADMINISTRATION INFO CEP PROCESSING REPORTS work ID 156 Title Vendor ISSN e-ISSN Holdings [work ID related titlesclickable] Related titles [from MARC linking fields for serials] Title ISSN Relationship Holdings journal of x [e.g., succeeding, preceding] associate archives of x associate

22. Search Journal of Aging Studies GO How user displays are generated [model staff view] WorkID Title format vendor ISSN eISSN holdings 25 Journal of Aging Studies p Elsevier 1234-5789 … …. 25 Journal of Aging Studies e Elsevier … 25 Journal of Aging Studies e Ebsco … 25 Journal of Aging Studies e Gale … 1. User searches are run against title index (as well as other indexes) 2. All manifestations of the work are retrieved using the work ID [staff view] 3. What should display look like? [public view]  need user interface testing [model public view] Title format holdings location Journal of Aging Studies (1995-present) full text electronic 1995- URL for Sciencedirect print 1997-2002 HQ1060 .J25 selected articles electronic 1997- URL for Wilson db electronic 1995-2001 URL for Ebsco db

23. Innovative Interfaces’ ERM Endeavor ENCompass Sirsi SingleSearch Ex Libris MetaLib CARL Goldrush EBSCO EJS MuseGlobal Various Ejournal Finders DLF Electronic Resource Management Initiative California Digital Library Cornell University Emory University Griffith University Johns Hopkins Kansas State University MIT Penn State Tri-CollegeConsortium UCLA University of Georgia University of Minnesota University of Washington Yale University Electronic Resource Management Vendor Efforts Library Efforts http://www.library.cornell.edu/cts/elicensestudy/ Or Google=web hub

24. Emerging Standards • XML Schema for E-resource Management • Workflow, specifications, data elements, schema • NISO/EDItEUR • Serial subscription data exchange • NISO Metasearch Initiative • Liblicense • Basic terms for licensing electronic resources • COUNTER and E-Metrics • Statistical counts • OpenURL, HANDLE, PURL, Global registry • Persistent identifiers • Shibboleth: Internet2/Mace authentication project

25. Existing ILS Data • Know your ILS RDBMS (or hope that it is relational!) • Database schema • ERD (Entity Relationship Diagram) • Leverages a lot of historical data • Holdings data • Pricing data • Order, claiming, and licensing information • Minimizes re-synching data

26. Solve Only Known Problems • Can the library lend this pdf article? • How do we manage subscription agent changes? • How does Acquisitions handle renewals for 50 different schedules? • How do we represent an embargo period? • How do I inform all the stake-holders in the library any time there is a change? • etc….

27. If we had it to do over… • Migrating existing data, or using the data where it resides • Content Enrichment Program (patron input into the database) • Total integration with current print periodicals and associated holdings • Facilitation of enhanced set of evaluative tools • Treatment of the Serial Work, including proper display of all manifestations of a given serial work

28. Lessons Learned So Far • Open up conversations about managing bibliographic items in the electronic environment • E-Matrix serves as a fertile test-bed for experimentation and innovation • Taking something apart exposes all the bad things about the way it was put together in the first place

29. E-matrix / ERM Future • Use data to populate public interface – OPAC/Website • Enhance statistical elements/tools as data becomes normalized • Taking the “E” out of E-matrix • Is the ILS superfluous? • Is MARC dead? • Will libraries or their vendors corner the ERM market?

30. Thank you. Andrew K. Pace Head, Systems North Carolina State University Libraries andrew_pace@ncsu.edu http://www.lib.ncsu.edu/staff/pace