EMatrix Electronic Resources Management

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E-Matrix Electronic Resources Management

• Andrew K. Pace
• NCSU Libraries
• October 23, 2006

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Electronic 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

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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
Report August 2004
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Who is working on ERM?

• DLF ERMI (continued)

• 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)

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Who is working on ERM?

• DLF ERMI (continued)

• 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

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Who is working on ERM?
Vendors

• CARL / TLC Gold Rush
• EBSCO Electronic Journal Service
• Elsevier / Endeavor Meridian
• Ex Libris Verde
• Innovative Interfaces ERM module
• Serials Solutions ERMS
• SirsiDynix Serials Solutions (!)
• TDNet e-Resource Manager
• VTLS VERIFY

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Who is working on ERM?
Libraries

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

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

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Who does ERM affect?
Serials Librarians Acquisitions
Staff Catalogers Digital Library
Developers Collection Managers Systems
Librarians Web Librarians Reference
Librarians ILS Managers Bibliographers Faculty Sta
ff Students ILS Vendors Knowledge Base
Vendors Subscription Agents Publishers
EVERYBODY
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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.

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Classic Integrated System
MARC Records
Patron Records
Patron self-service
WEBPAC
circ transactions

• websites (856)
• e-books
• e-journals
• databases
• datasets

reserve records
item holdings
serial holdings
Acquisitions Records
Serials Control Records
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Dis-integrated Library System

• Licensing Files
• ILL Files
• Collection Management Files
• Helpdesk Files
• Statistical Files

alpha list of databases
subject list of databases
Library Portal
web subject guides

• websites (856)
• e-books
• e-journals
• databases
• datasets

e-journal finder
institutional repository
TDNet
SERIALS!!!!
Serials Solutions
SFX
Openly
alert services
Authentication Authorization
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Serials?

• E-journals are, well, still journals
• 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

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The Previous NCSU Libraries ERM System
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The David Goldsmith v2002 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 subject to schedule of an Associate
  Director

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How 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

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NCSU 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

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E-Matrix
ADMINISTRATIVE METADATA
Website Catalog E-resources Alert Services Local
DBs Collections Digital Archives
licensing
I L S
Data Repos- itories
subscript-ion info
statistics
E-MATRIX
DATA HOOKS
PRESENTATION LAYER
technical support
remote access
Other Databases E-journal finder ETDs Instnl
Repository Etc.
evaluative data
Evaluative Tools
vendor data
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The 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

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The Crew, adjusted

• Product Team
• Maria Collins, Acquisitions Serials, Product
  Team Chair
• Jacquie Samples, Acquisitions Serials
• Hilary Davis, Collection Management
• Darby Orcutt, Collection Management
• Shirley Rodgers, IT Project Manager
• Jason Crocker, IT, Programmer
• Rob Hafner, IT, Programmer
• Bao Chu-Chang, Metadata Cataloging
• Andrew Pace, IT,
• Human Documentation

• Sub-Teams
• Collection Analysis
• SFX
• Usage Data
• Reporting
• Workflow Documentation
• Licensing
• Public Display

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E-matrix Challenges

• Public interface is secondary concern
• Leveraging existing dataall of it!
• Workflow, Workflow, Workflow
• Avoid solutions looking for problem
• Embrace the serial work

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E-Matrix Objectives
manage electronic and print serial subscriptions,
other e-resources, support licensing local
control
Acquisitions
enhance access points improve user displays
leverage local metadata access at the work level
Discovery anddisplay
support resource selection, allocation, and
evaluation integrated data reports and (future)
manage and use faculty input data
CollectionManagement
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Acquisitions

• 66 of collections budget spent on serials
• 19 of total collections budget spent on
  electronic resources
• 30 of serials budget on e-resources
• Still in a bi-model mode for many titles and
  divergent workflow is costly

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Licensing

• 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

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MyLibrary
Patron Database
MyTOCs
MyAccount
Collection Mgmt evaluative data
SJERMs Journals / Serials Electronic
Resources Databases
My Courses
Bib Data
Acquisitions and licensing data
Course Reserves
Statistical Data
Local subjects
Search / Browse
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The Public Sphere of E-Matrix

• Databases A-Z
• Journals A-Z
• Browse Subjects
• TOC Alerts

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Database Descriptions real 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

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Description of Databasescontainer vs. content
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)?
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Resource types

• data set
• digital collection
• index
• reference
• dictionary
• directory
• encyclopedia
• handbook

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Content 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

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Real world / Data model crosswalks(captured in
E-Matrix)
articles - mixed scholarly, popular, news, trade
?
Container Type(s) Index Content
Included Scholarly articles, Dissertations,
Technical reports
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Real world / Data model crosswalks(captured in
E-Matrix)
biological data
?
Container Type(s) Data set Content
Included Scientific properties Subject(s) Biolo
gyBiological Agricultural Engineering
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Real world / Data model crosswalks(captured in
E-Matrix)
company information
?
Container Type(s) Index, Data set Content
Included Trade articles, Annual reports,
Statistics Subject(s) Business and
managementIndustry
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Databases in E-Matrix (future)

• New Authoring Tools
• Mix and match Content, Containers and Subjects to
  create new lists
• Author dynamic pages with stored queries

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Journals 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

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Managing 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

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Collocating 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

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Possibilities for journals

• Subject assignments for core journals
• Content included assignments for core journals
  (e.g., scholarly articles)
• Public aggregated title / provider displays

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Journal discovery
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Journal discovery
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Table of Contents Alert Service
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E-Matrix Philosophitechnical Underpinnings

• Organizations
• Provider
• Publisher
• Vendor
• Licensor
• Collections
• Catalog
• Journal Pack
• Aggregator
• Database
• Objects
• Title(s)
• ISSN
• Manifestation / Holdings
• Subjects

• The Serial Work
• Collapsing manifestations into a single display
• Saving the time of the user
• ERM as a collection tool, not just a public
  display tool
• Business Logic
• Defining use cases
• Defining workflow
• Separating from BL from data migration
• Authoritative Data-stores
• The ILS as inventory
• Freedom from legacy systems

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E-Matrix Technical Framework
------------------------- JAVA -------------------
------
---------------- ORACLE --------------
JSP
SQL
Stored Java Server Pages
E-MATRIX
Spring/Hibernate XML framework for data flow
control
Tomcat Web Server
SQL
HTTP requestsHTML output
SQL
PL/SQL Packages Procedures
Database tables data
Web-based Staff Interfaces
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Demo
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Some expected (and unexpected) discoveries

• Non-standard data aint so bad (SFX KB,
  acquisitions, serials, etc.)
• Standard data aint as good as you think it is
• Theres a reason no one has provided a definitive
  solution for expressing the serial work
• ERM strongly suggests changes to technical
  services workflow
• Theres as much data about data as there is data
  (at least it seems that way)

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E-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
sure, well maybe
sort of
I can dream, cant I?
yes
definitely
sort of
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Yes, we would do it again

• The Serial Work
• Migration of / Interoperability with existing
  data
• Putting our development dollars where our
  collections dollars are

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How will we share?

• Oracle
• Java
• SirsiDynix
• SFX
• Etc.
• We welcome your thoughts

http//www.lib.ncsu.edu/ematrix
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Thank You.
http//www.lib.ncsu.edu/staff/presentations
Andrew K. Pace Head, Information Technology NCSU
Libraries andrew_pace_at_ncsu.edu