1. ERM Holdings: Different Strokes for Different Folks Janet Crum, OHSU, crumj@ohsu.educrumj@ohsu.edu Tom Larsen, PSU, larsent@pdx.edularsent@pdx.edu Terry Reese, OSU, terry.reese@orst.eduterry.reese@orst.edu http://www.ohsu.edu/library/staff/crumj/presentations/erm_coverageload.ppt

2. Outline Brief overview of Coverage Load PSU’s experience OSU’s experience OHSU’s experience Q & A

3. Overview of Coverage Load: Purpose Populate Coverage Database Create/update MARC holdings (a/k/a checkin) records for OPAC and Millennium display Create bib records if needed/desired

4. Overview of Coverage Load: Format and Linking Load delimited text or XML Linked to resource via Resource ID (resource and holdings  Delimited text: PROVIDER matches Resource ID  XML: and metatags match Resource ID Link to bib via ISSN or title; can override with ALTLOOKUP

5. Example: Incoming Coverage Data

6. Example: Holdings Record

7. Example: Brief Bibliographic Record

8. PSU Fun with ERM and SerialsSolutions coverage data Tom Larsen

9. PSU: SerialsSolutions coverage data Arrives monthly via email as an attached zip file. Unzipping the file creates a folder called “CSV” containing a file called “rep.csv”

10. PSU: Example of rep.csv

11. PSU: Millennium coverage spreadsheet conversion rules

12. PSU: Millennium coverage spreadsheet conversion rules (cont.)

13. PSU: Millennium coverage spreadsheet conversion rules (Provider conversion)

14. PSU: Coverage load

15. PSU: Coverage load (cont.)

16. PSU: Coverage load (cont. 2)

17. PSU: Coverage load (cont. 3)

18. PSU: Coverage update report

19. PSU: Coverage partial updates report

20. PSU: Catalog load

21. PSU: Selecting bib and checkin templates

22. PSU: Selecting bib and checkin templates (cont.)

23. PSU: Holdings (checkin) record template

24. PSU: Bib record template

25. PSU: Catalog load

26. PSU: Catalog load - results

27. PSU: Brief bib record from catalog load

28. PSU: Holdings record from catalog load

31. OSU: Hands off coverage maintenance Terry Reese

32. OSU: Outline Coverage Data  Getting our data  Data prep Ongoing maintenance

33. OSU: Where to find it Couple of options  Local – However, OSU never has maintained a local database of e-resources outside the OPAC …and OPAC data is generally incomplete.  Vendor data with local processing Incompatible vendor formats made this solution unweldy.  3 rd party holdings Data i.e., Serials Solutions, EBSCOHost, etc.

34. OSU: And the winner is…. OSU went with a vendor option – particulary, Serials Solutions.  Why Serials Solutions over EBSCOHost? In general, we found that their coverage information was more complete and found them more flexible and easier to work with. Serials solutions provided a comprohensive A-Z list for all our E-Journals catagorized by subjects that provided a additional access point.

35. OSU: Using vendor data Benefits of using vendor coverage data  Pros: You can do as much work on the file as you want to Larger vendor knowledge-base, meaning adding new packages to our holdings is generally as easy as selecting it from a list. Is automatically updated monthly

36. OSU: Using vendor data Problems with using Vendor coverage data  Data is only so good Embargo dates are not always well represented for some databases (EBSCOhost) Lag time between coverage updates. OSU’s coverage info in ERM really only represents a snapshot of our coverage on the load date. Since coverage is dynamic, this is lost.

37. OSU: Fix it and forget it Prepping the Coverage Data  OSU really doesn’t do anything but two small steps: Only pre-processing step is running the coverage file through a small vbscript to extract titles without issn information so issn’s can be located and sent to serials solutions. Before loading, the coverage data load and ERM Resource Identifiers are matched.

38. OSU: After the Load OSU tends to do its record maintenance after doing the coverage loads.  After the load, someone will: Resolve duplicate records (coverage load will note the presence of multiple records) Resolve items were ERM links don’t appear  These two items are created as a comprehensive report generated from reports provided at the time of Loading. Resolving items where no ERM link appears. (items needing review are captured via create list)

39. OSU: Month to month Ongoing maintenance activities  Adding new titles when they become active during the month  Troubleshooting connection issues  Dealing with the occasional resource record that gets accidentally deleted from the system.

40. OHSU: In-House and 3 rd Party Data Janet Crum

41. OHSU: Outline Where we get coverage data – and why we do it that way Preparing to load coverage data Using templates

42. OHSU: Where We Get Coverage Data We’re weird!  Most data came from in-house database rather than 3 rd party provider  Maintained directly in ERM with Coverage Edit Holdings for free e-journals are from EBSCO A to Z Holdings for EBSCOHost direct from vendor

43. OHSU: Why In-House Data? As/more accurate than anything we could purchase Catalog as primary source for e-resource information Updates not fast enough from 3 rd party providers

44. OHSU: Free Titles via EBSCO A to Z Reduce overhead required to identify and maintain “free” e-journals EBSCO A to Z is very inexpensive External A to Z list of free titles; loaded into Coverage DB for WebBridge and selectively for catalog

45. OHSU: EBSCOHost Data De-duped, customized title list delivered monthly Fairly easy to load Cheapest and easiest way to maintain large # of titles, many of which are out of scope

46. OHSU: Preparing to Load Coverage Pre-Load Audit  Primarily for core providers  Review each title to resolve matching problems before load  Result: few load errors, minimal post-load cleanup  Tradeoff: More time spent before load -> less time spent on cleanup after load.

47. OHSU: Preparing to Load Coverage Data Preparation  For “core” titles, one-time effort  EBSCO A to Z: Delete unneeded columns Relabel columns to match required format Source (e.g. DOAJ) -> PROVIDER Separate items to load into catalog from coverage-only titles  EBSCOHost Delete and relabel columns Remove titles w/out ISSNs Edit a few problem titles Separate English from Spanish titles

48. OHSU: A Word About Templates Add fixed and variable fields to holdings and bib records created by Coverage Load Very useful for enhancing records  Spanish language titles  007 and 008 fields, MARC leader

49. OHSU’s Bib Template for EBSCOHost

50. OHSU’s Holdings Template for EBSCOHost

51. Questions?