Presentation at Charleston 2011 Conference. Abstract: With library online collections often exceeding 50% of materials budgets, electronic resources management has become an essential service for ensuring the visibility of and seamless access to these sought-after collections. Electronic resources management is a developing field, which requires adaptive methods for managing access to critical online information resources as needs emerge and systems develop. As resources rapidly transition to online and libraries seek to expose a greater number of e-collections to their patrons, having a well-designed and flexible e-resources management infrastructure is critical to streamlining internal operations and providing a positive front-end user experience. This presentation describes the changes and developments of the e-resources workflow over the last 5 years at a large research institution and the presenters’ drive for an establishment of local “best practices” for electronic resources management. The presentation will cover the transitions in e-resources management and will address topics such as: staffing, systems used, and annual expenditures. Systems discussed will include: web discovery tools, openURL tools, federated search tools, ERMs, database discovery tools, statistical management tools, and additional emerging technologies. From the perspective of a large research institution, the presenters will offer their visions of future trends and best practices in e-resources management. Through attending this presentation, participants will increase their knowledge of managing e-resources in a large collection, will develop an awareness of the complexities associated with e-resources management, will discover tactics for streamlining operations for greater ROI, will gain perspectives on engineering dynamic workflows to provide appropriate solutions in ever-changing situations, and will gain knowledge of and exposure to various systems used in e-resources management

1. Engineering Synthesis:
Large-Scale Electronic Resources
Management
Presented by
Colleen Major & Susan Marcin
Electronic Resources Librarians
Columbia University Libraries
November 4, 2011

2. Agenda
● E-Resources at Columbia University
● Managing E-Resources Through the Years
● Current Methods & Tools to Streamline Processes
● Positive Front-End User Experience
● 2CUL: Collaborative E-Resources Management
● Take-Away Points

3. A Snapshot: E-Resources at
Columbia University

4. Through the years...
Systems, staffing, & budgeting
Photo by Alan C.
Image (musical notes): Teeple, released
Some rights reserved by under the GNU Free
Vectorportal Documentation
License

5. FY 2007 Staffing
Image: Some rights reserved by Barnabus, Slayer of 3vil

6. FY 2007 Systems
● Ex Libris for: openURL, ERM, ILS
● Serials Solutions: 360 MARC records
● Locally developed Databases page, E-Journal Portal

7. FY 2007 Budget

8. FY 2008
Staffing
Image: Some rights reserved by Cushing Memorial
Library and Archives, Texas A&M

9. FY 2008 Systems
● Ex Libris for: openURL, ILS, federated search
● Serials Solutions: 360 MARC records, ERM
● ScholarlyStats
● Locally developed Databases page, E-resources order form,
E-Journal Portal

10. FY 2008 Budget

11. FY 2009 Staffing
Image: Some
rights reserved by
Cushing Memorial
Library and
Archives, Texas
A&M

12. FY 2009 Systems
● Serials Solutions 360 for: openURL, ERM, MARC
● Ex Libris for: ILS, federated searching
● ScholarlyStats
● Locally developed Databases page, E-resources order form,
E-Journal Portal

13. FY 2009 Budget

14. FY 2010 Staffing
● 3-ish staff
● 2 full-time + 2
"borrowed" part-time
from another library
department
Image: Some rights reserved by Cushing
Memorial Library and Archives, Texas A&M

15. FY 2010 Systems
● Serials Solutions 360 for: openURL, ERM, MARC,
Statistics, Summon Web-Scale Discovery, E-Journal Portal
● Ex Libris for: ILS, federated searching
● ScholarlyStats
● Locally developed Databases page, E-resources order form

16. FY 2010 Budget

17. FY 2011 Staffing
We have 2
librarians and 4
staff, but we could
still use a few more
people in the
department.

18. FY 2011 Systems
● Serials Solutions 360 for: openURL, ERM, MARC,
Statistics, Summon Web-Scale Discovery, E-Journal Portal
● Ex Libris for: ILS, federated searching
● Locally developed Databases page, E-resources order form

19. FY 2011 Budget
* Estimated -- Actual ARL stats not available at time of
presentation

20. Current Methods & Tools to
Streamline Internal Processes
Image: Some rights reserved by rachel_thecat

21. Ordering

22. Ordering

23. Cancellation Form

24. Cancellation Spreadsheet

25. Renewal Calendar

26. Problem
Reporting

27. What we
see when
e-resource
problem
report is
submitted

28. Problem reporting wiki

29. Licensing

30. Positive front-end
user experience
Post-it® says
"campanello"
(doorbell).
This design
offered such a
positive user
experience, it
demanded a
label.
Image: Some rights reserved by giopuo

31. E-Resources Interface Working Group

32. Database Interface Advisory Group

33. Spectrum Project

34. E-Resource
Assessment
Working
Group

35. Additional user-experience initiatives

36. Collaborative Electronic
Resources
Management
http://2cul.org/

37. 2CUL Systems
Cornell U Libraries Columbia U Libraries
● III: ERM, DBs, openURL ● 360: ERM, MARC, Summon,
● 360: MARC, Summon COUNTER, E-Journals,
● Ex Libris: ILS openURL
● Local CUL systems ● Ex Libris: ILS, Metalib
● Local CUL systems: DBs

38. Joint 2CUL Activities

39. Take-away points
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40. Tools to
Streamline E-
Resource
Management
Image: Some rights reserved by Robert S.
Donovan

41. The Knowledge Base
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42. Streamlining Licensing & Ordering/Renewals
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43. Streamlining Troubleshooting
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44. Streamlining through Collaboration
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45. Colleen Major, cmm2169@columbia.edu
Susan Marcin, sem2166@columbia.edu
Image: http://www.openclipart.org/detail/159643/thank-you-pinned-by-juliobaha