E-Matrix: Electronic Resource E-Matrix: Electronic Resource Management at NCSUManagement at NCSU

Andrew K. PaceNCSU Libraries

May 11, 2006

Electronic Resource ManagementElectronic Resource Management

• Who – libraries, vendors, patrons

• What – the scope and extent of ERM

• When – a timeline of work thus far

• Where – in libraries, at vendors

• Why – advantages and risks

• How – development efforts at NCSU Libraries

What is ERM?What is ERM?

• Digital Library FederationElectronic Resource Management Initiative(DLF ERMI)

As libraries have worked to incorporate electronic resources into their collections, services and operations, most have found their existing Integrated Library Systems to lack important functionality to support these new resources.

- Digital Library Federation

Electronic Resource Management Initiative ReportAugust 2004

DLF ERMI (continued)

Who is working on ERM?Who is working on ERM?

Goals Describe architectures needed

to manage large collections of licensed e-resources

Establish lists of elements and definitions

Write and publish XML Schemas/DTDs

Promote best practices and standards for data interchange

Team Ivy Anderson (Harvard) Adam Chandler

(Cornell University) Sharon E. Farb (UCLA) Timothy D. Jewell

(Chair, University of Washington) Kimberly Parker (Yale) Angela Riggio (UCLA) Nathan D.M. Robertson

(Johns Hopkins)

DLF ERMI (continued)

Who is working on ERM?Who is working on ERM?

46 pages of text Describes the problem Outlines existing solutions and efforts Introduces the appendices. . . .

Appendix A: Functional Requirements Appendix B: Workflow Diagram Appendix C: Entity-Relationship Diagram (ERD) Appendix D: Data Element Dictionary Appendix E: Data Structure Appendix F: XML Investigation

Who is working on ERM?Who is working on ERM?

• CARL / TLC – Gold Rush

• EBSCO Electronic Journal Service

• Elsevier / Endeavor – Meridian

• Ex Libris – Verde

• Innovative Interfaces – ERM module

• Serials Solutions – ERMS

• SirsiDynix – Horizon Electronic Resource Management

• TDNet – e-Resource Manager

• VTLS – VERIFY

Vendors

Who is working on ERM?Who is working on ERM?

• Boston College Library• California Digital Library• Cornell University• Emory University• Griffith University• Johns Hopkins• Kansas State University

•MIT•Penn State•Tri-College Consortium•UCLA•University of Georgia•University of Minnesota•University of Washington•Yale University

Libraries

Who does ERM affect?Who does ERM affect?

EVERYBODY

Serials Librarians

Acquisitions Staff

Catalogers

Digital Library Developers

Collection Managers

Systems Librarians

Web Librarians

Reference Librarians

ILS Managers

Bibliographers

Faculty

Staff

Students

ILS Vendors

Knowledge Base Vendors

Subscription Agents

Publishers

What is ERM, and why get involved?What is ERM, and why get involved?

Electronic Resource Management is an attempt to address the shortcomings of existing systems, processes and procedures for managing collections that are available in electronic format and generally subject to licensing terms, conditions and restrictions.

Classic Integrated SystemClassic Integrated System

MARC Records

item holdings

serial holdings

Patron Records

circtransactions

reserve records

Acquisitions Records

• websites (856)

• e-books

• e-journals

• databases

• datasets

WEBPACPatron self-

service

Serials Control Records

Dis-integrated Library SystemDis-integrated Library System

• websites (856)

• e-books

• e-journals

• databases

• datasets

alpha list of databases

subject list of databases

e-journal finder

Serials Solutions

TDNet

web subject guides

• Licensing Files

• ILL Files

• Collection Management Files

• Helpdesk Files

• Statistical Files

institutional repository

Authentication & Authorization

Library Portal

alert services

SFX Openly

SERIALS

!!!!

Serials?Serials?

1. E-journals are, well, still journals

2. Databases

• Subscription oriented – commit payments on a continuing basis

• Content is licensed and leased – access is based on a continuing relationship with a publisher or vendor

• Contain serial content that is updated on a continuing basis

The Previous The Previous NCSU Libraries ERM SystemNCSU Libraries ERM System

The David Goldsmith The David Goldsmith v2002 ERM Systemv2002 ERM System

Pros:

• Intelligent query interpretation logic and reasoning (uses fuzzy logic technology)

• Capable of learning/adapting to new scenarios

Cons:

• 10s of thousands of dollars per year to maintain

• Shuts down completely in sleep mode for 7-8 hours per night

• Availability to staff subject to meeting schedule of a department head

How: NCSU Libraries E-MatrixHow: NCSU Libraries E-Matrix

• July 1999 – NCSU “E-Shepherding” specification written (and shelved)

• 2000-2002 – the square peg and round hole era “ERM” begins to emerge; DLIF-ERMI takes shape

• Fall 2002 – electronic resources in the catalog; E-Journal Finder; SFX; Licensing database; Collection Management OASIS database E-Matrix begins to emerge

NCSU Libraries E-MatrixNCSU Libraries E-Matrix• An ad hoc committee charge

• The ad hoc E-Matrix Committee will implement a prototype electronic resources management system to support acquisition and licensing, collection management, and resource discovery for the Libraries' electronic resources [and all the print journals, too, please]

licensing

statistics

subscript-ion info

technical support

remote access

evaluative data

PR

ES

EN

TA

TIO

N

LA

YE

R

ADMINISTRATIVE

METADATA

E-MATRIX

I

L

S

Other Databases:E-journal finderETDsInstn’l RepositoryEtc.

DATA HOOKS

Website

Catalog

E-resources

Alert Services

Local DBs & Collections

Digital Archives

DataRepos-itories

vendor data

Evaluative Tools

E-Matrix

The CrewThe Crew• Andrew Pace, Systems, Chair• Stephen Meyer, Project Fellow

• Kristin Antelman, Administration (IT)• Karen Ciccone, Natural Resources Library• Jason Crocker, Systems (Programmer)• David Goldsmith, Acquisitions• James Jackson Sanborn, Digital Library Initiatives• Karen Letarte, Cataloging• Tim Mori, Systems• Greg Raschke, Administration (Collections)• Shirley Rodgers, Systems• Rob Rucker, Distance Learning Services• Will Wheeler, Collection Management

E-matrix ChallengesE-matrix Challenges

• Public interface is secondary concern

• Leveraging existing data—all of it!

• Workflow, Workflow, Workflow

• Avoid solutions looking for problem

• Embrace the serial work

E-Matrix ObjectivesE-Matrix Objectives

manage electronic and print serial subscriptions, other e-resources, support licensing; local control

support resource selection, allocation, and evaluation; manage and use faculty-provided data; integrated data reports

Acquisitions

CollectionManagement

Discovery anddisplay

enhance access points; improve user displays; leverage local metadata; access at the work level

Acquisitions Acquisitions

• 19% of total collections budget spent on electronic resources

• 28% of serials budget on e-resources

• Still in a bi-model mode for many titles and divergent workflow is costly

LicensingLicensing

• Systematically tracking terms and conditions of materials

• Digital Rights Management (DRM) will govern use over fair use rights

• Breach control will increase as vendor monitoring methods become more sophisticated

SJERMs

Journals / Serials

Electronic Resources

Databases

Collection Mgmt

evaluative data

Acquisitions and licensing

data

Local subjects

Bib Data

Statistical Data

Search / Browse

MyAccount

Patron Database

My Courses

Course Reserves

MyLibraryMyTOCs

The public sphere of E-MatrixThe public sphere of E-Matrix

Modeling the facets of access to article databases, data stores and

our journal collection

Database Descriptions: Database Descriptions: real world examplesreal world examples

• articles - mixed scholarly, popular, news, trade

• articles - news• articles-scholarly, plus other

scholarly materials• biological data• books - ebooks, catalog,

WorldCat• citation trails• company information• conference proceedings• digital collections• directories• dissertations• financial data/accounting/taxes• GIS• grant information

• images • industry information• information about journals• job and career information• legal and government information• maps• marketing and advertising• patents and trademarks• physical data/properties• portal/website• preprints• reference/quick facts (handbooks,

encyclopedias, dictionaries, etc)• social data / statistics / demographics• standards• technical reports

Description of DatabasesDescription of Databasescontainercontainer vs. vs. contentcontent

Container

What kind of resource is it (e.g., article database, online data set, electronic reference work…)?

Content

What is inside of, or indexed by, the container (e.g.,

citations, images, statistics…)?

Databases in E-MatrixDatabases in E-Matrix

•Assignment of web subjects

•Assignment of resource types

•Assignment of content types

Backend storage of metadata used by the redesigned public website

Resource typesResource types

• data set• digital collection• index • reference

– dictionary– directory– encyclopedia– handbook

Content typesContent types• annual reports• articles

– popular– news– scholarly– trade

• bibliographic citations• books• citations• conference proceedings• dissertations• grants

• images• journals• maps• patents• preprints• scientific properties• standards• statistics• technical reports• trademarks

Real world / Data model crosswalksReal world / Data model crosswalks(captured in E-Matrix)(captured in E-Matrix)

articles - mixed scholarly, popular, news, trade

Container Type(s): Index

Content Included: Scholarly articles, Dissertations, Technical reports…

Real world / Data model crosswalksReal world / Data model crosswalks(captured in E-Matrix)(captured in E-Matrix)

biological data

Container Type(s): Data set

Content Included: Scientific properties

Subject(s): BiologyBiological & Agricultural Engineering

Real world / Data model crosswalksReal world / Data model crosswalks(captured in E-Matrix)(captured in E-Matrix)

company information

Container Type(s): Index, Data set

Content Included: Trade articles, Annual reports, Statistics

Subject(s): Business and managementIndustry

How do we apply the data modelHow do we apply the data model

• Richer reports about our collection

• User-centered resource discovery…

Databases in E-MatrixDatabases in E-Matrix

New Authoring Tools

• Mix and match Content, Containers and Subjects to create new lists

• Author dynamic pages with stored queries

Journals & E-MatrixJournals & E-Matrix

• E-Matrix brings together different manifestations of a single work

• Includes print and electronic

• Will be able to make a distinction between library selected titles and aggregated titles

Managing the journal workManaging the journal work

• E-Matrix will manage journals through a locally assigned resource ID

• Data imported from SFX has been matched against data imported from our catalog

• LC Subjects, SFX Subjects, and Fund codes from our catalog mapped to web subjects when imported into E-Matrix

Collocating manifestationsCollocating manifestations

Establishing a link between catalog records and SFX Knowledgebase records enables:

• Summary availability of works – Simultaneous display of electronic and print

• Intuitive presentation of holdings – Dynamic retrieval of print holdings combined with web link to SFX window to access online issues

Journal discovery Journal discovery

Future possibilities for journalsFuture possibilities for journals

• Subject assignments for core journals

• Content included assignments for core journals (e.g., scholarly articles…)

• Public aggregated title / provider displays

• …

DemoDemo

E-MATRIX

Database tables & data

PL/SQL Packages & Procedures

SQL

SQL

SQL

---------------- ORACLE --------------

E-Matrix Technical FrameworkE-Matrix Technical Framework

Tomcat Web Server

Spring/Hibernate

XML framework

for data flow control

JSP

Web-based Staff Interfaces

HTTP requestsHTML output

Stored Java Server Pages

------------------------- JAVA -------------------------

Some expected (and Some expected (and unexpected) discoveriesunexpected) discoveries

• Non-standard data ain’t so bad (SFX KB, acquisitions, serials, etc.)

• Standard data ain’t as good as you think it is• There’s a reason no one has provided a

definitive solution for expressing the “serial work”• ERM strongly suggests radical changes to

technical services workflow• There’s as much data about data as there is data

(at least it seems that way)

E-matrix / ERM FutureE-matrix / ERM Future

• Taking the “E” out of E-matrix

• Standards

• Is the ILS superfluous?

• Is MARC dead?

• Will libraries or their vendors corner the ERM market?

• Would we do it again?

• Are we going to share the code?

we must

sort of

I can dream, can’t I?

yes

sort of

definitely

sure, what the heck

Yes, we would do it againYes, we would do it again

• The Serial Work

• Migration of / Interoperability with existing data

• Putting our development dollars where our collections dollars are

How will we share?How will we share?

• Oracle• Java• Sirsi• SFX• Etc….

• We welcome your thoughts

http://www.lib.ncsu.edu/ematrix

Thank You.Thank You.

Andrew K. Pace

Head, Information Technology

NCSU Libraries

andrew_pace@ncsu.edu

http://www.lib.ncsu.edu/staff/presentations