ERM: FYI ( Following Your Implementation) Wisconsin / Illinois Innovative Users Group Carthage College June 16, 2006

Ohio State University Libraries and ERM Became a development partner with Innovative for ERM in early 2004 Had a locally-developed system to describe and list e-resources with a public interface Approach was to migrate the content of this local system into ERM in late 2004 ERM public interface went live in early 2005

ERM Record Structure BibliographicResource (.e) Item Checkin/Holding OrderContact (.t) License (.l) Order

Before Going Live Resource records were populated with Name, Description, URL, and Subject information Built generic patron terms of use statements that were inserted into license records for display Used Patron Terms of Use, Patron Terms of Use (Notes) and Special Terms fields (with some customization for display by Innovative)

Generic Patron Terms of Use Statements “Licensed for OSU academic use only; any commercial use prohibited.” “Users may make one print or temporary electronic copy of a reasonable amount of data for personal use only.” “Systematic copying expressly prohibited. Database content may not be distributed to non-OSU users.”

Gradual Progress ERM was “implemented,” but work continued Summer, 2005 to Summer, 2006: input prioritized data into resource (.e) and contact (.t) records Next frontier: coverage loads, examination of public access tools, and e-books

Prioritized Data Which OSU library holds subscription How resource is funded Type of resource Subscription status Renewal date Access provider (with contact record) Consortium (if appropriate) Usage statistics information Administrative information Pricing and payment specifics

Resource Record

Still In Progress Complete data entry according to locally- established standards Analyze paper licenses for specific terms of use, including those for staff such as ILL, electronic reserves, course management systems, and coursepacks Transfer specific license info from paper to ERM Coverage load and indexing issues

Maintaining ERM Easy to fit into workflow Set up ERM records at point of order, along with bibs and orders Note when invoices are received and change renewal dates at that time Update records as the establishment of access and licensing progresses Add/delete advisory notices as needed

Routine ERM Work Distribution: Librarians (2) License negotiations Troubleshoot difficult database problems Set and monitor ERM system alerts Manage staff and structure workflow Run interference when needed Lend a hand to keep things moving Set up trials Compile usage stats Provide end user support Maintain proxy server and link resolver

Routine ERM Work Distribution: Staff (2) Copy cataloging for e-resources Create and enhance resource, license, and contact records Orders and renewals Process invoices E-journal access maintenance Serials Solutions services (A-Z e-journals list and MARC record profile)

What Do We Want ERM to Be? (And What Can It Be?) Behind the scenes management tool Means to display journal coverage and license information in OPAC Public interface to give users access to electronic resources

ERM As Applied So Far Survey of 15 installed sites with administrators who are active on ERM discussion list revealed 15 different approaches Depends entirely on the way e-resources management has evolved locally, and local ability to create different access tools

Larger Issues to Ponder Indexing ERM fields Duplication of descriptive records (.b and.e) Developing ERM subject categories Future of the catalog Effort spent on coding license terms

Larger Issues to Ponder (cont.) What are the staffing requirements? What types of resources will ERM include, and at what level? How far do you analyze contents of e- resources in ERM?

Final Recommendations Create policies and abide by them, but be willing to change them if necessary. Know the options ERM provides you, and consider them and their implications carefully. Don’t confuse your users. Make as many people in your library comfortable reading and interpreting ERM records as you have reading and interpreting order and check-in records.

Contact Information Celeste Feather Electronic Resources Librarian Ohio State University Libraries 1858 Neil Avenue Mall Columbus, OH (614)