A Year With Verde: Implementing An ERMS From Start To Full Use Andrew Waller Helen Clarke Collections Services, Libraries & Cultural Resources, University of Calgary

January 30, 2009 OLA Super Conference 2009 What Weve Going To Cover Background to the project Background to the project Implementation Implementation Where are we at present? Where are we at present? Staffing and the ERMS Staffing and the ERMS Future developments Future developments What have we learned? What have we learned? Questions, discussion Questions, discussion

January 30, 2009 OLA Super Conference 2009 Background to the Project Converging issues Converging issues –Collection growth –Consortial environment –Growth of electronic products –Decline of print –Fewer staff –Increase in complexity –Scattered information Arrival of DLF standards and ERMS products Arrival of DLF standards and ERMS products

January 30, 2009 OLA Super Conference 2009 Hit by a Bus or Game of Whisper ? Hit by a Bus No backup No backup Entrenched Entrenched Burnout Burnout No succession No succession Game of Whisper Lose big picture Lose big picture Information loss / corruption Information loss / corruption Constant turnover Constant turnover Reduced control / flexibility Reduced control / flexibility

January 30, 2009 OLA Super Conference 2009 Implementation Started mid-2007 Started mid-2007 Workflow analysis Workflow analysis On site instruction, webinars, weekly meetings On site instruction, webinars, weekly meetings Server set up at The Alberta Library Server set up at The Alberta Library Began entering new orders at the start of the new fiscal year (2008/2009) Began entering new orders at the start of the new fiscal year (2008/2009)

January 30, 2009 OLA Super Conference 2009 Where Are We At Present? Still doing new orders Still doing new orders Are dealing with renewals of e-products for 2009 Are dealing with renewals of e-products for 2009 Not using the workflows function but Verde is still serving as a workflow record and info repository Not using the workflows function but Verde is still serving as a workflow record and info repository Not being used as a collection analysis tool yet Not being used as a collection analysis tool yet Need to complete license info and enter print + online resources Need to complete license info and enter print + online resources Still learning, still trying things out Still learning, still trying things out

January 30, 2009 OLA Super Conference 2009 Staffing And The ERMS We knew Verde would affect processes We knew Verde would affect processes Workflow analysis following by creation of centralized, specialized ERM unit in Collections Services Workflow analysis following by creation of centralized, specialized ERM unit in Collections Services Movement of staff and duties to this unit, from other related units Movement of staff and duties to this unit, from other related units Has resulted in changes to what others do Has resulted in changes to what others do Part of larger change in tech services to focus support on digital resources Part of larger change in tech services to focus support on digital resources

January 30, 2009 OLA Super Conference 2009 Staffing And The ERMS - Questions What is the current workflow? What is the current workflow? What will staff stop doing? What will staff stop doing? How will job descriptions and classifications change? How will job descriptions and classifications change? Who are you counting on, will they deliver? Who are you counting on, will they deliver? How will you stage implementation? How will you stage implementation?

January 30, 2009 OLA Super Conference 2009 Future Developments There is more to enter into Verde There is more to enter into Verde The Sync! The Sync! There is more consortial work to do There is more consortial work to do There is more to do in terms of connecting to our ILS and financial systems There is more to do in terms of connecting to our ILS and financial systems More people in the electronic resources unit More people in the electronic resources unit Rolling Verde out to the rest of the Library Rolling Verde out to the rest of the Library

January 30, 2009 OLA Super Conference 2009 What Have We Learned? An ERMS changes your processes An ERMS changes your processes Support from Administration is necessary Support from Administration is necessary Get on with it! Get on with it!

January 30, 2009 OLA Super Conference 2009 Questions? Discussion?

January 30, 2009 OLA Super Conference 2009 Andrews Info Andrew Waller Serials Librarian Libraries and Cultural Resources University of Calgary (403) voice (403) fax

January 30, 2009 OLA Super Conference 2009 Helens Info Helen Clarke Head, Collections Services and Electronic Resources Librarian Libraries and Cultural Resources University of Calgary (403) voice (403) fax