Managing & Providing Access to eResources Catherine Davidson Associate University Librarian, Collections York University CAPITALizing on Change, May 8, 2007

2 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Managing and Providing Access to Electronic Resources Managing and Providing Access to Electronic Resources As the shift from print to electronic resources continues to accelerate, the management and control of these intangible resources presents some interesting challenges. This session will explore best practices in acquiring, managing and providing access to electronic resources. Join us as we ride change into the electronic sunset….

3 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson

4 Managing Electronic Resources Managing Electronic Resources KEEP current IDENTIFY potential content COORDINATE trials DECIDE to purchase (or not) ADMINISTER product through ERM PROVIDE access PROMOTE content TROUBLESHOOT problems ASSESS usage

5 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Mission Clientele Scale Budget Environmental context Environmental context COMMON DENOMINATOR: Provide content, expend budget to effectively meet user needs

6 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson KEEP current Cultivate vendor relations Monitor listservs & professional literature COMMON DENOMINATOR: Maintain effective lines of communication both internally and externally `

7 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson IDENTIFY potential content via… IDENTIFY potential content via… Vendor contact Subject Specialist Faculty – directly or indirectly COMMON DENOMINATOR: Maintain records throughout the year

8 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson COORDINATE trials COORDINATE trials Request trial (IP or password) Request pricing Mount trial details on internal staff website Communicate details internally e.g. via blog

9 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: EREPORT blog Sample screen: EREPORT blog Database trials (restricted access)

10 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson COORDINATE trials COORDINATE trials  Request trial (IP or password)  Request pricing  Communicate details internally (e.g. blog) Review terms of license

11 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Review terms of license Review terms of license Who can use? From where? Cancellation policy? Interlibrary loan? Perpetual rights (OCUL) Restricted access example: Lexis-Nexis

12 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: Lexis-Nexis in A-Z list Sample screen: Lexis-Nexis in A-Z list Acceptable Use

13 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: Acceptable Use guidelines Sample screen: Acceptable Use guidelines

14 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: User authentication Sample screen: User authentication

15 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: Lexis-Nexis restricted access notice Sample screen: Lexis-Nexis restricted access notice

16 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson COORDINATE trials COORDINATE trials  Request trial (IP or password)  Request pricing  Communicate details internally  Review terms of license Identify any potential technical hurdles: examine ebook example

17 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Ebook platforms Ebook platforms Netlibrary Safari Oxford Scholarship Online APA PscyBooks ACLS History ebooks Cognet Marcive EBL ebrary Early English Books Online Literature Online (LION) Eighteenth Century Collections Online Making of Modern Law Making of the Modern World

18 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson COORDINATE trials COORDINATE trials  Request trial (IP or password)  Request pricing  Communicate details internally  Review terms of license  Identify any potential technical hurdles Seek feedback from community COMMON DENOMINATOR: Will trial be open or closed? How to effectively obtain feedback?

19 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson DECIDE to purchase (or not) DECIDE to purchase (or not) Cost considerations big ticket? one-time cost? Political considerations Timing – year-end? Review license (if you haven’t already) Opportunity for collaboration? COMMON DENOMINATOR: Is there a role for collaborating with another library?

20 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson OPPORTUNITIES for COLLABORATION OPPORTUNITIES for COLLABORATION Possible? What level? local, provincial, national? COMMON DENOMINATOR: Is there a critical mass? Vendor negotiations

21 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Examples of a local collaboration: York University Libraries & Law Library Examples of a local collaboration: York University Libraries & Law Library

22 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson DECIDE to purchase -- YES DECIDE to purchase -- YES Signal intent to vendor Paperwork: Invoice & License (or license amendments)

23 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson ADMINISTER the product through ERM ADMINISTER the product through ERM Remaining details entered into eres e.g. name, alternate names, vendor, cost, URL, date of startup, renewal, format (index, ejournal, ebook), subscription type, link titles Acceptable use guidelines COMMON DENOMINATOR? Functionality of ERM

24 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Sample screen: Hein Online entry in ERM Sample screen: Hein Online entry in ERM

25 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson PROVIDE Access PROVIDE Access From ERM to: A to Z list catalogue new resources list course website (educate re: persistent URL construction)

26 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson PROMOTE content Web 2.0 issues: push out to where the user is Systematic communications programme (print, )

27 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson TROUBLESHOOT Access issues – on campus, remotely Improper use of content notification by publisher/provider of infractions (e.g. excessive downloads) established procedures for following up

28 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson ASSESS usage ASSESS usage Use statistics – collection and analysis Quantitative and qualitative: How is content really being used?

29 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Next steps… Next steps… Better assessment – critical review of usage and other measures Better means of getting feedback Explore tools for collection analysis (e.g. Goldrush) to determine areas of overlap and potential cancellation candidates New license language required for new formats

30 Managing & Providing Access to eResources CAPITALIZING on Change, CALL/ACBD Ottawa, May 8, 2007 Catherine Davidson Thank you! Catherine Davidson