We invited interested librarians via social media venues such as Facebook, twitter, Tumblr & a wiki. Come learn how this experiment worked and participate in the development of capturing the best practices of electronic resource management. The TERMS Library Technology Report will be made available to attendees.
Techniques for Electronic Resource Management: Crowdsourcing for Best Practices
1. TERMS: Techniques for Electronic
Resource Management: Crowdsourcing
for Best Practices
#6terms
This work is licensed under a
Creative Commons Attribution 3.0
Unported License
2. Introducing TERMS
Librarians and information specialists have been finding ways
to manage electronic resources for over a decade now.
However, much of this work has been an ad hoc and learn-
as-you-go process
The literature on electronic resource management is
segmented into many different areas of traditional librarian
roles within the library
Techniques in Electronic Resource Management (TERMS) is an
attempt to create an on-going and continually developing set
of management best practices for electronic resource
management in libraries
#6terms
3. Needs assessment
Collection development
“Over half of the libraries tried to address ER [Electronic
Resources] in some way. However, most policies contain
traditional language with a section on library ER inserted into
the latter portion of the document”
Mangrum and Mary Ellen Pozzebon (2012)
“a lack of established policies and procedures for assessment
puts a library at risk for financial loss…”
Thomas (2012)
“Many procedures are not documented and rely on informal
channels of communication”
Adlington (2006)
#6terms
4. Needs assessment
ERMs and workflows
“less like a silver bullet and more that a round of buckshot.”
Collins and Grogg (2011)
“[o]ver a third of librarians surveyed prioritized workflow or
communications management, and they called it one of the
biggest deficiencies (and disappointments) of ERMS
functionality.”
Collins and Grogg (2011)
“rethinking e-resources workflows and developing practical tools
to streamline and enhance various inelegant processes have
become the priorities.”
Han and Kerns (2011)
5. Pesch’s electronic resources life cycle. Source: Oliver Pesch,
“Library Standards and E-Resource Management: A Survey
of Current Initiatives and Standards Efforts,” Serials Librarian
55, no. 3 (2008): 482, doi:10.1080/03615260802059965.
#6terms
6. Techniques in E-Resources Management
TERMS 1
Investigating New Content for purchase
TERMS 2
Acquiring New Content
TERMS 3
Implementation
TERMS 4
Ongoing Evaluation and Access
TERMS 5
Annual Review
TERMS 6
Cancellation and Replacement Review
9. Introductions and hands-on activities
5 groups of 4
Areas to choose from:
E-book platform or package
E-journal package
Database
Service, e.g. discovery tool
Journal archive
Others?
We don’t need to have 1 group for each, but
stick with the areas throughout the day in
order to build up the processes to take back
with you
We would like your permission to share
your thoughts today on the TERMS wiki
10. TERMS 1: Investigation of New
Content
#6terms
This work is licensed under a
Creative Commons Attribution 3.0
Unported License
11. TERMS 1: Investigation of New Content
Know what you want to achieve
Write Your Specification Document
Get the Right Team
Do a Desktop Review of Market and
Literature and Then a Trial Set-Up
Talk to Suppliers or Vendors
Make Your Choice
12. TERMS 1:
Know what you want to achieve
Need new/different content
Specialized funding request
Need new service
Want to fill gap in collection with
demand driven option
Investigating new platform offer
Investigating new model of
scholarship
14. TERMS 1:
Get the Right Team
ER Person
Subject team or
liaison
Budget holder
Faculty
IT personnel
15. TERMS 1: Desk top review and trial
Fiscal responsibility
Check the product hasn’t
already been purchased
Use overlap tool available
from the vendors
Multiple platforms
Is there a preferred choice?
Trial
1 month is not enough!
Sponsored trials?
Timing and dissemination are
crucial
Record the feedback
http://www.flickr.com/photos/dalboz17/209945979/
16. TERMS 1: Talk to Suppliers/Vendors
Review pros and cons
with the provider
Begin negotiation for
price
Ask for consortia
pricing
Be firm on
specifications
17. TERMS 1: Sustainability
What kind of resource are you buying?
Does it need to be sustainable?
How do you measure sustainability
Publisher platforms vs. aggregators
Post cancellation access
LOCKSS, CLOCKSS or Portico
20. TERMS 2: Acquisition
Compare specifications
Negotiate license
Review the license
Renegotiate the license
Sign the agreement
Record metadata
21. TERMS 2: Compare Specifications
Purchase order
needed for invoice?
DDA-need a deposit
account?
Contract that outlines
purchasing terms?
Request a license for
review
Annual review
process?
Discounts for
multiyear deals?
22. TERMS 2: Negotiation Points
Definition of site
Definition of users
Remote access
IP authentication
Article-level linking
Mutual indemnification
Privacy clauses
Provision of usage
statistics
Content transfer
Use of third party
discovery tools
Funding out clause
Venue definition
Perpetual access clause
Price cap allowance
23. TERMS 2: License Review
Have changes
incorporated into a
“clean copy”
Always make sure to
have an out-clause
Re-read entire
document
Pay close attention to
addendums
“In the case of a significant
decline in financial support to
(X library) by their main funding
source, (X library) reserves the
right to cancel significant
portions and potentially cancel
this subscription with 30 day
notification.”
24. TERMS 2: Re-negotiate license as needed
Negotiation lasts up
until signature
Do not be afraid to
pick up the phone
Do not feel
pressured/rushed by
demanding
patrons/faculty
25. TERMS 2:
Signing Authority
Know your signing
authority/signatory at
your organization
Do not feel obligated
to pursue
products/resources
signed for by others
on campus
26. TERMS 2: Record Administrative Metadata
Payment terms/time
periods of access
License terms
Funding sources
Provider & contact
information for
troubleshooting
27. TERMS 2: Hands-on activity
Top fourteen deal breakers for academic institutions
1. Definition of site
2. Definition of users
3. Remote access
4. Access should be IP
5. Ability to provide access and connectivity to other resources
6. Indemnification should be mutual
7. Restrictive privacy clauses
8. Usage statistics
9. Content transfer
10. Third party discovery tools
11. Loss of funding out clause.
12. Venue should be applicable to your location
13. Ability to maintain perpetual access to content.
14. Price cap allowance
30. TERMS 3: Implementation
Test
Market
Train and Document
Do a Soft Launch
Assess Feedback
Launch
31. TERMS 3: Test
Does the URL work?
Has authentication
been set up?
On and off campus?
Is it in the knowledge
base/link resolver,
federated search etc.
Have other points of
access been checked?
Are there MARC
records?
Do they need editing?
http://farm7.staticflickr.com/6201/6073263569_00d3508d7a_o_d.jpg
32. TERMS 3: Marketing plan
Essential to have a
marketing plan of
some sort
Who are the main
group(s) of users?
Have they been told?
http://www.flickr.com/photos/18946008@N06/2220871410/
33. TERMS 3: Train and document
Use the free training
You’ve paid for it
Webinars
Face to face training
Train the trainer
Documentation
Libguides
34. TERMS 3: Soft launch
A short lead in time
may create problems
down the line
Depending on the
scale and type of
resource
PDA may only be a soft
launch
A platform may a soft
launch to gather
feedback
A new system may
need alpha and beta
stages
http://www.flickr.com/photos/seven_resist/7522567846/
35. TERMS 3: Assess Feedback
After soft launch or
between acquisition
and feedback
Questionnaires
Surveys
Focus Groups etc.
Compare this to
evaluation in TERMS 4
36. TERMS 3: Launch
Depending on the
scale and type of
resource
Timing is important
regardless
Subscriptions: as soon
as the guides are
ready
Major changes at the
beginning of an
academic year?
Check the marketing
plan
Who is your audience?
39. TERMS: Morning wrap-up
Any questions before lunch?
Thanks to Char for the photo!
http://www.flickr.com/photos/kstatelibrarian/9050728837/sizes/o/in/photostream/
40. TERMS 4: Ongoing Evaluation &
Access
#6terms
This work is licensed under a
Creative Commons Attribution 3.0
Unported License
41. TERMS 4: Ongoing Evaluation & Access
Types of Evaluation
Check the Implementation
Ask Your Users
Check Changes to Coverage of Resources
or Platform Migration
Track Downtime and Availability
Communicate with the Vendor
42. TERMS 4:
Types of evaluation
COUNTER stats
Impact Factors
Altmetrics
Web page stats,
discovery stats,
OpenURL stats
User feedback
43. TERMS 4: Check the implementation
Around 1 month in…
Check the access
points including
remote access
…then afterwards on a
monthly, quarterly or
half yearly basis
http://www.flickr.com/photos/vestman/3871170258/
44. TERMS 4: Ask your users
Use evaluation tools
such as:
LIBQUAL+, National
students Survey
results (UK) or other
survey techniques
Record comments
and access queries
Comments pages
Emails
Student panels
http://www.flickr.com/photos/gabenl/2617316249/
45. TERMS 4:
Changes to coverage/platform migration
Annual content
migration
A&I fulltext databases
Tools from jisc:
http://adat.crl.edu/
Tools from CUFTS:
http://cufts2.lib.sfu.c
a/MaintTool/public/c
ompare
47. TERMS 4: Communicate with the vendor
Keep a dossier of
correspondence
Problems,
troubleshooting etc.
Talk to the community
Listservs
Shared notes on KB+ or
consortia pages
User Groups
Find out if there is one
Talk to colleagues at
regional and national
meetings
Feed back ideas
http://www.flickr.com/photos/lenore-m/467996341/
48. TERMS 5: Annual Review
#6terms
This work is licensed under a
Creative Commons Attribution 3.0
Unported License
49. TERMS 5: Annual Review
Schedule
Confirm ongoing costs
Usage statistics
Report to
stakeholders
Make choice
Renew or cancel
50. TERMS 5: Set a Schedule
August-October
November-January
February-April
May-July
57. TERMS 6: Cancellation &
Replacement
#6terms
This work is licensed under a
Creative Commons Attribution 3.0
Unported License
58. TERMS 6: Cancellation & Replacement
Consult with stakeholders
Notify provider/vendor
Notify patron base
Notate records
Investigate open access
options
Evaluate replacement
options
59. TERMS 6: Consult with stakeholders
Get the wider view
Share your reasons
for the decision
If there is a vocal
minority
Talk to the Dean
Review board
Include usage reports
and other access
issues
Discuss post
cancellation rights
http://farm1.staticflickr.com/10/16427383_3dfe49724c_o.jpg
60. TERMS 6: Notify provider/vendor
Inform the vendor as
soon as possible
Explain why you are
cancelling
Let them know if it is
down to cost
You may get a better
deal!
Don’t burn you
bridges!
Understand you post
cancellation rights http://farm5.staticflickr.com/4115/4865344581_f770820a11_o.jpg
61. TERMS 6: Notify patron base
Annotate holdings
records
Provide a cancellation
list
Do this in advance to
give your patrons
notice and allow them
to remove notes and
saved searches
Offer alternatives if
possible
http://farm1.staticflickr.com/39/99309944_99d41e4802_o.jpg
62. TERMS 6: Notate records
Mark the items in you
ILS, ERM etc.
Reason for
cancellation
Review post
cancellation
To ensure there are
no dead links
Titles often re-appear
If cancelled in
advance
Set up a reminder to
cancel access
http://farm6.staticflickr.com/5179/5430939866_f2f01afe40_o.jpg
63. TERMS 6: Explore OA Options
DOAB
DOAJ
Digital Humanities
Now
University Presses
Repository Publishing
http://www.flickr.com/photos/24343741@N06/4
049306395/
64. TERMS 6: Evaluate replacement options
Now start all over again!
http://farm5.staticflickr.com/4089/5187736495_b2cf3087f7_o.jpg
68. TERMS: Workflow Developments
Try to devise a workflow for your chosen area:
E-book platform or package
E-journal package
Database
Service, e.g. discovery tool
Journal archive
Others?
Refer back to the 6 TERMS
69. TERMS: Workflow Developments
We hope you can
further develop this
back at your home
institution
Talk about these
workflows with your
team
Identify the pressure
points in the system
To help you manage
the change needed to
adopt to new systems
and work practices
http://farm9.staticflickr.com/8384/8528610850_3863e64a35_o.jpg
71. Future Considerations
E-Book Management
New Forms of
Scholarship
Article Publishing
Article Processing
Charges
Next-Gen Library
Management
Systems/Library
Service Platforms
Web Scale Management
Workflow Versions
http://www.flickr.com/photos/chrisinplymouth/4408009361/
72. Contact Information
TERMS1 EDITOR: Ann Kucera (akucer01@baker.edu)
TERMS2 EDITOR: Nathan Hosburgh
(nathan.hosburgh@montana.edu)
TERMS3 EDITOR: Stephen Buck (stephen.buck@dcu.ie)
TERMS4 EDITOR Anita Wilcox (a.wilcox@ucc.ie)
TERMS5 EDITOR: Anna Franca (anna.franca@kcl.ac.uk)
TERMS6 EDITOR: Eugenia Beh (ebeh@library.tamu.edu)
Jill Emery jemery@pdx.edu
Graham Stone g.stone@hud.ac.uk
73. Where to find us
TERMS Tumblr blog
http://6terms.tumblr.com
TERMS Facebook group
https://www.facebook.com/groups/174086169332
439
6TERMS on Twitter
https://twitter.com/6terms
TERMS Wiki: Main Page
http://library.hud.ac.uk/wikiterms/Main_Page
Library Technology Reports
http://dx.doi.org/10.5860/ltr
74. References
Suzanne Mangrum and Mary Ellen Pozzebon, "Use of collection
development policies in electronic resource management," Collection
Building 31, no.3 (2012: 113.
http://dx.doi.org/10.1108/01604951211243506.
Marcia L. Thomas, “Disruption and Disintermediation: A Review of the
Collection Development and Management Literature, 2009–10,”
Library Resources and Technical Services 56, no. 3 (2012): 192.
Janice Adlington, “Electronic Resources Management Systems:
Potentials for Eresource Management,” White paper to Vanderbilt
Library (Nashville, TN, Vanderbilt Library, 2006),
http://libstaff.library.vanderbilt.edu/rs/techserv/E-
Resources/ERMSystems_Jan2007.pdf
Maria Collins and Jill E. Grogg, “Building a better ERMS,” Library
journal 136, no.4 (2011): 22.
Ning Han and Rick Kerns, “Rethinking Electronic Resources
Workflows,” Serials Librarian, 61, no.2 (2011): 208.
http://dx.doi.org/10.1080/0361526X.2011.591042.
This presentation: http://eprints.hud.ac.uk/17790
75. TERMS: Afternoon wrap-up
Any further questions?
http://www.flickr.com/photos/grahamstone/7765912666/sizes/o/in/photostream/
This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs 2.0 Generic License
Editor's Notes
Librarians and information specialists have been finding
ways to manage electronic resources for over a decade
now. However, much of this work has been an ad hoc
and learn-as-you-go process. Chapter 1 of Library Technology
Reports (vol. 49, no. 2)”Techniques for Electronic
Resource Management” shows that the literature on
electronic resource management is segmented into many
different areas of traditional librarian roles within the
library. In addition, the literature shows how management
of these resources has driven the development of various
management tools in the market, as well as serving as
the greatest need in the development of next-generation
library systems. Techniques in Electronic Resource Management
(TERMS) is an attempt to create an ongoing and
continually developing set of management best practices
for electronic resource management in libraries
Librarians and information specialists have been finding
ways to manage electronic resources for over a decade
now. However, much of this work has been an ad hoc
and learn-as-you-go process. Chapter 1 of Library Technology
Reports (vol. 49, no. 2)”Techniques for Electronic
Resource Management” shows that the literature on
electronic resource management is segmented into many
different areas of traditional librarian roles within the
library. In addition, the literature shows how management
of these resources has driven the development of various
management tools in the market, as well as serving as
the greatest need in the development of next-generation
library systems. Techniques in Electronic Resource Management
(TERMS) is an attempt to create an ongoing and
continually developing set of management best practices
for electronic resource management in libraries
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.
Chapter 2 of Library Technology Reports (vol. 49, no.
2) ”Techniques for Electronic Resource Management”
presents a basic framework that should be considered
with every new purchase or addition to content selected
for inclusion in the twenty-first-century library. While
collection management and development policies help
outline the general aspects for collection purchase, in
today’s libraries, many of the standard rules applied to
print acquisition are no longer sufficient. This is especially
true with the advent of patron-driven purchasing models
for e-books. The selection of purchasing models in themselves
now plays a role in how and why specific content
is selected for inclusion in any given collection of library
material. Before any e-resources are purchased or selected
for addition, there are some basic guidelines to consider
when making selection decisions for content.