the path of least resistence: using available tools to support the e-resources lifecycle

Tessa Minchew, North Carolina State University

Sofi a Slutskaya, Georgia Perimeter College

THE PATH OF LEAST RESISTANCE:

USING AVAILABLE TOOLS TO SUPPORT THE

E-RESOURCES LIFECYCLE

NCSU LIBRARIES

Research university, Raleigh, NC3 physical campuses & online programsHead count - 28,618 ; FTE - 26,167Approx. 470 managed databases, 8100 managed e-

journal subscriptions, and 827,698 e-books in addition to collections of datasets, digital images, streaming media

78 databases & 192,597 ebooks and journals available through NCLIVE

FY 2013 e-resources expenditures - $7,750,000+E-resources management tasks distributed (to

varying degrees) between 5 librarians and 17 staff members

GPC LIBRARIES

Community college in metro Atlanta5 physical campuses & online programsHead count - 22,000 ; FTE - 15,50023 managed databases and approx. 100,000 e-books86 databases and 30,000 e-books, 19,000 streaming

media through GALILEOFY 2013 e-resources expenditures – approx.

$119,000E-resources management tasks handled by 1

librarian

Pesch, O. (2009). ERMs and the e-resource life-cycle [Powerpoint slides]. Retrieved from http://tinyurl.com/ERLifeCycle

MS Access

NCSU: Administer (Cancellations & Package

Management)

GPC: Acquire & Administer(ERM)

Wikis(Confluenc

e &

LibGuides)

NCSU: Administer & Provide support

(Electronic Resources Hub)

GPC: Acquire, Administer & Evaluate Monitor

(Selection/Deselection)

Trello

NCSU: Acquire & Administer(Package Management &

Licensing)

GPC: Acquire, Administer & Evaluate Monitor

(Selection/Deselection)

GPC LIBRARIES E-RESOURCE MANAGEMENT

ERMes - Electronic Resource Management System (University of Wisconsin-La Crosse).

Ideal for small organizations in which 1-2 people will be editing ERM data.

MS Access does not require web or server space for hosting.

Works well for managing databases, e-journals and e-books at the package level.

Great for tracking databases, administrative information, logins and contacts.

Limitations No alert system. Doesn’t scale well.

NCSU LIBRARIES 2014-2015 JOURNALS

CANCELLATION PROJECT DATABASETold to expect $750,000 in cuts to FY 2014/2015

collections budget (about 7.5% of the 2013/2014 allocation).

Input solicited from NCSU community on journals proposed for cancellation. Over 10,000 rankings received.

In early September 2014, 750 journals were selected for cancellation along with 100 databases.

Journal cancellation work was distributed over 7 staff members using an MS Access database that divided the project into format and phase.

NCSU LIBRARIES PACKAGE CHANGES DATABASE

Acquisitions & Discovery manages 21 active packages.

7 staff members are each assigned one or more packages to manage.

Package management includes ordering, licensing, access setup, access maintenance, title change work and renewal.

Order changes compiled & distributed to staff in Excel spreadsheet prior to 2015.

Experimenting with Access database for these changes beginning in 2015.

NCSU LIBRARIES ELECTRONIC RESOURCE HUB

Prior to the Electronic Resource Hub, information was spread across multiple wikis, paper fi les, and shared drive folders.

End result of Christenna Hutchins’ Pathways project.Finished in approximately 3 - 4 months in the

spring/summer of 2011. Intended to be a dashboard environment to track or

link to all information related to the purchase and management of electronic resources.

LIBGUIDES

http://springshare.com/libguides/Aff ordable, user-friendly content management

systemHighly customizable interface that allows for sharing

and reusing contentAlready available in many librariesWidely used by public services librarians

GPC LIBRARIES E-RESOURCES SELECTION LIBGUIDE

Easily accessible by all employed in the libraryLibguides is used

as a communication tool to disseminate information about e-resources selection policies and current trials

to keep historical record of past trials and decisions made regarding selection/deselection of e-resources

to disseminate e-resources usage statistics.

Previous years

General Timeline

TRELLO OVERVIEW

Cloud-based project management software tool with a very full-featured free level of access.

Multiple boards, each board can have multiple lists, each list can have multiple cards, and each card can contain multiple pieces of data.

GPC LIBRARIES TRIAL MANAGEMENT TRELLO BOARD

GPC is piloting Trello to manage new e-resources trials

Also setting up boards to manage renewals, cancelations and new subscriptions Trials New Subscriptions/Renewals/Cancelations

NCSU LIBRARIES LICENSING & PACKAGE

MANAGEMENT TRELLO BOARDSNCSU piloted Trello usage with Serials Unit Projects

board, then moved onto Licensing and Package Management. Package Management Trello Board License Team Trello Board

QUESTIONS?

Tessa Minchew: tlminche@ncsu.edu

Sofia Slutskaya: sofia.slutskaya@gpc.edu