Building Your ERM Knowledge Base Bigger Isn’t Necessarily Better Or Is It? NISO E-Resources Forum Denver, CO September 24-25, 2007

Session Outline Reference sources Reference sources Project goals and objectives Project goals and objectives Reality check Reality check Sources of data Sources of data Record structure Record structure Outputs Outputs

Session Outline Workflow Workflow Staffing Staffing Training Training Ongoing maintenance Ongoing maintenance Discussion/Examples/Questions Discussion/Examples/Questions

Where would I be without my coffee?

Reference sources Digital Library Federation Digital Library Federation Electronic Resource Management Initiative Deliverables (aka the Web hub) Electronic Resource Management Initiative Deliverables (aka the Web hub) Appendix D (Data Dictionary) Appendix D (Data Dictionary) Appendix E (ERM System Data Structure ) Appendix E (ERM System Data Structure )

Reference sources cont. NISO activities NISO activities SERU SERU / / / / License Expression License Expression seEx_comm.html seEx_comm.html seEx_comm.html seEx_comm.html

What do I want to accomplish? Track trials Track trials Track administrative details Track administrative details Collect use statistics Collect use statistics Display better information to users Display better information to users Gain control over licenses Gain control over licenses Reports Reports

Who decides? E-Resources Librarian E-Resources Librarian Technical Services Technical Services Library administration Library administration Collection development Collection development ILL ILL The ERM vendor! The ERM vendor!

Where’s my information? Paper files Paper files ILS ILS Subscription agent Subscription agent Other knowledge bases (SFX, Serials Soltuions, TDNet) Other knowledge bases (SFX, Serials Soltuions, TDNet) Local solutions (spreadsheets, databases) Local solutions (spreadsheets, databases) Institutional memory Institutional memory

Record Structure What do you want to track and why? What do you want to track and why? DLF has a 40 page data element dictionary DLF has a 40 page data element dictionary Where is the data and who controls it? Where is the data and who controls it? Specific ERM design limitations Specific ERM design limitations Consider public display and reports Consider public display and reports

Outputs Who is your audience? Who is your audience? OPAC OPAC A-Z lists A-Z lists Reports Reports Spreadsheets Spreadsheets SQL SQL Searchable web page Searchable web page

Workflow What can be automated? What can be automated? Manual input Manual input Assembly line approach possible? Assembly line approach possible? Documentation!!! Documentation!!!

Staffing Analyze number and skill set Analyze number and skill set License work is more time consuming License work is more time consuming Roles and responsibilities Roles and responsibilities

Training Develop a data dictionary Develop a data dictionary Templates Templates User Groups/online discussion lists User Groups/online discussion lists Vendor manuals Vendor manuals Practical realities Practical realities Priorities Priorities Revise, revise Revise, revise

Ongoing Maintenance Whose responsibility? Whose responsibility? Quality control Quality control Schedule for updates Schedule for updates Problem reporting Problem reporting Evaluation/Assessment Evaluation/Assessment

Discussion Buffalo examples Buffalo examples Data dictionary Data dictionary Records Records Reports Reports Questions Questions

Thank you! Susan Davis Head, Electronic Periodicals Management University at Buffalo

Ongoing Maintenance Who’s responsible? Who’s responsible? How do they know when to update? How do they know when to update? Quality control Quality control Reports Reports Are you happy with your choices? Are you happy with your choices?

Discussion Sample records and reports Sample records and reports Future developments Future developments Questions Questions Answers (maybe) Answers (maybe) Advice from others? Advice from others?