E-Resource Management: the Quest for Systems and Standards

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Presentation transcript:

E-Resource Management: the Quest for Systems and Standards Access 2003 Vancouver, BC October 2, 2003 Tim Jewell (University of Washington) tjewell@u.washington.edu http://www.library.cornell.edu/cts/elicensestudy/

Talk Outline 1. Background and E-Resource Management Functions 2. The DLF E-Resource Management Initiative 3. Impact, Challenges, and Next Steps 4. Questions and Comments

1. Background and ERM Functions

Context for E-resource Mgmt. High Demand for “24x7” access “Google-ization” E-resource budget shares continue to grow (mostly digital environment in 5 years?) E-resources are complex (to describe, fund, and support) Budget issues driving shift to e-only journal access Impact of Licensing

Common Licensing Issues Negotiation (complexity, time, etc.) License terms supplant Copyright Law and Fair Use to determine: Authorized users Authorized use Need for “good faith” efforts to make users and staff aware of terms and live within them

E-resource tasks not supported by current library systems Loading “aggregator” holdings information License term negotiation, tracking, and communication processes Wide staff involvement in selection & support Problem tracking Escalation/ triage paths Planned, cyclical product reviews Systematic usage reporting Result: creation of many separate documents and/or applications

Tracking Development Work : the “Web Hub” Adam Chandler (Cornell) and Tim Jewell Work begun for earlier DLF study Project descriptions and contacts Local documents Listserv (http://www.library.cornell.edu/cts/elicensestudy/)

E-Resource Management Systems and Initiatives California Digital Library Colorado Alliance (Gold Rush) Columbia Griffith University (Australia) Harvard Johns Hopkins (HERMES) MIT (VERA) Michigan Minnesota Notre Dame Penn State (ERLIC) Stanford Texas (License Tracker) Tri-College Consortium (Haverford, Bryn Mawr, Swarthmore) UCLA University of Georgia University of Washington (w/III) Virginia Willamette University Yale

Sample E-resource Management Systems: Public Displays

Yale E-resource presentation 1

Yale E-resource presentation 2

Yale License Information 1

Yale License Information 2

MIT (Vera) (based on Nicole Hennig’s 2002 Serials Librarian article) Functions and features Generate public web pages Databases and E-journals Subject and alpha lists Describe availability by location Manage and generate urls Provide access to license info. Provide status and user support info.

MIT (Vera) 1

MIT (Vera) 2

MIT (Vera) 3

MIT (Vera) 4

Sample E-resource Management Systems: Staff Forms and Functions

Johns Hopkins (HERMES) (based on Cyzyk & Robertson’s 2003 ITAL article) Selected Requirements Full workflow to support selection & implementation Dynamic generation of public web pages, etc. Automatic staff renewal notification, etc. Link management Access/Use restrictions by user group Interoperability

Johns Hopkins: (HERMES) Design Modules Authorization, Selection, Acquisition, Catalog, Library Computing, Reports, “Scheduled notifications” Defined “roles” Public, selector, “super-selector”, various types of administrators “Production” by Late Fall, 2003? SQL and Cold Fusion based, to be available on Open Source basis

UCLA Resource Screen

UCLA Bibliographic Details Screen

UCLA Descriptors Screen

UCLA Licensing Screen

UCLA Troubleshooting Screen

2. The DLF Electronic Resource Management Initiative September 2002+

NISO/DLF Workshop Steering Group: Tim Jewell (University of Washington) Ivy Anderson (Harvard) Adam Chandler (Cornell) Sharon Farb (UCLA) Angela Riggio (UCLA) Kimberly Parker (Yale) Nathan Robertson (Johns Hopkins) became the “ERMI Steering Group”

ERMI Goals Describe architectures needed Establish lists of elements and definitions Write and publish XML Schemas/DTD’s Promote best practices and standards for data interchange http://www.diglib.org/standards/dlf-erm02.htm

Librarian Reactor Panel (17 members) Bob Alan (Penn State) Angela Carreno (NYU) Trisha Davis (Ohio State) Ellen Duranceau (MIT) Christa Easton (Stanford) Laine Farley (CDL) Diane Grover (Washington) Nancy Hoebelheinreich (Stanford) Norm Medeiros (Haverford) Linda Miller (LC) Jim Mouw (Chicago) Andrew Pace (NCSU) Carole Pilkinton (Notre Dame) Ronda Rowe (Texas) Jim Stemper (Minnesota) Paula Watson (Illinois) Robin Wendler (Harvard)

Vendor Reactor Panel (12 Members) Tina Feick (SWETS Blackwell) Ted Fons (Innovative Interfaces) David Fritsch (TDNet) Kathy Klemperer (Harrassowitz) George Machovec (Colorado Alliance) Mark Needleman (SIRSI) Oliver Pesch (EBSCO) Chris Pierard (Serials Solutions) Kathleen Quinton (OCLC) Sara Randall (Endeavor) Ed Riding (Dynix) Jenny Walker (ExLibris)

Project “Deliverables” Problem Definition/Road Map Functional Specifications Workflow Diagram Entity Relationship Diagram Data Elements and Definitions Entities and Elements (word document) Data Dictionary (spreadsheet format) XML Schema

Functional Requirements Outline Introduction/Goals Guiding Principles Functional Requirements (42 main points) General (3) Resource Discovery (7) Bibliographic Management (2) Access Management (5) Staff Requirements (25) Selection and evaluation processes (9) Resource administration and management (11) Business functions (5)

Functional Specs: Guiding Principles Integrated, non-duplicating management and access environment. Global updating, flexible addition of fields, ability to hide fields and records Single point of maintenance for each data element. Interoperation and/or dynamic sharing data with existing OPACs, web portals, library management systems, and link resolution services.

Functional Specs (excerpt) 27. Store license rights and terms for reference, reporting, and control of services 27.1 For services including but not limited to ILL, reserves, distance education, course web sites, and course packs: 27.1.1 Identify whether a given title may be used for the service and under what conditions 27.1.2 Generate reports of all materials that may or may not be used for the service with notes about conditions

Workflow Diagram

Workflow Diagram Summary Trials Initial Review (3 “parallel processes”) License Technical Feasibility Business Issues Implementation Routine Maintenance/Renewal

Entity Relationship Diagram (ERD)

Entities Summary 20 Main Entities Examples: Electronic Resource Acquisition Access Information Administrative Information Terms (includes 4 “groups”) Terms of Use Restrictions Perpetual Rights Mutual Obligations, Rights

Entities and Elements

3. Impact, Challenges, and Next Steps

Impacts Development work RFP’s using DLF work Johns Hopkins Other libraries beginning or refining systems Colorado Alliance (“Gold Rush”) Innovative Interfaces ERM module ExLibris (1st phase scheduled for summer 04 release) Other vendors likely to follow RFP’s using DLF work

Challenges: navigating the standards landscape 1 Description NISO/EDItEUR Joint Working Party Licensing Can “legal subtleties” be encoded? Can we share license descriptions? “Players”: publishers, vendors, libraries Political ramifications Legal issues: XML expression of digital rights Can we do this in a standardized way? Can it be done for “local” e-collections?

Challenges: navigating the standards landscape 2 Authentication Impact of Shibboleth, etc. More “granular” terms by user status? Usage Data Fit with COUNTER, ARL emetrics? Administration, Access, and Support Volatility of data requirements Portability to future ERM’s Interoperability of “stand-alone” ERM’s

Next Steps Complete deliverables (Nov. 2003) Presentation to DLF Fall Forum (Nov.) Print publication (Winter 2004) Post-publication “futures” Open discussion/criticism/refinement Second “NISO/DLF Pre-standardization Workshop” in spring 2004? New standards group needed?

4. Questions and Comments

e-ILL Management Wish List Stable, standardized definitions Clear, brief “rights” summary by journal Accurate “rights” summary by journal Clear description of local policy by title Practical data structure Clear, usable interfaces for input, editing, display

e-ILL encoding 1: DLF Numerous data elements 12+ for Terms of Use 5 of these are for ILL Predefined values for 4 of ILL elements Possible added coding for local policies as needed?

e-ILL encoding 2: Innovative/UW Limit of 4 Fields Personal Use Instructional Use ILL Other Flexible definition of “values” select from standard choices, edit as needed. Mix of license description and local policy