The Path of Least Resistence: Using Available Tools to Support the E-Resources Lifecycle
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What do a multi-campus two-year school in metro Atlanta and a large, research institution in Raleigh have in common? When it comes to managing electronic resources, more than you might think. In these days of shrinking budgets and staff, acquiring electronic resources management tools is often not a high priority, for small and large institutions alike. Finding free or low-cost tools, and adapting existing ones to new purposes, have become necessary skills in the e-resources librarian's arsenal. The presenters will review the electronic resources lifecycle and compare the associated workflows in use at Georgia Perimeter College and North Carolina State University. The presenters will also review helpful tools for accomplishing lifecycle-related tasks and how the same tool (Trello, a free web-based project management application) is used in different ways at these different institutions. The presentation will include examples of two real-world uses of Trello: its use in managing the workflows of a six-person license team; and its use by a single electronic resources librarian simultaneously managing multiple projects related to different steps of the lifecycle. The presentation will also include a demonstration of how to use LibGuides (a subscription-based CMS) as a communication tool to support electronic resources selection and acquisitions, disseminate information about electronic resources usage, and provide training materials to librarians and staff operating in a multi-campus environment. Presenters: Tessa Minchew, Electronic Resources Librarian, North Carolina State University; Sofia Slutskaya, Technical Services Librarian, Georgia Perimeter College
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The Path of Least Resistence: Using Available Tools to Support the E-Resources Lifecycle
- 1. Tessa Minchew, North Carolina State University Sofia Slutskaya, Georgia Perimeter College THE PATH OF LEAST RESISTANCE: USING AVAILABLE TOOLS TO SUPPORT THE E-RESOURCES LIFECYCLE
- 2. NCSU LIBRARIES Research university, Raleigh, NC 3 physical campuses & online programs Head count - 28,618 ; FTE - 26,167 Approx. 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
- 3. GPC LIBRARIES Community college in metro Atlanta 5 physical campuses & online programs Head count - 22,000 ; FTE - 15,500 23 managed databases and approx. 100,000 e-books 86 databases and 30,000 e-books, 19,000 streaming media through GALILEO FY 2013 e-resources expenditures – approx. $119,000 E-resources management tasks handled by 1 librarian
- 4. Pesch, O. (2009). ERMs and the e-resource life-cycle [Powerpoint slides]. Retrieved from http://tinyurl.com/ERLifeCycle
- 5. MS Access NCSU: Administer (Cancellations & Package Management) GPC: Acquire & Administer (ERM)
- 6. Wikis (Confluence & LibGuides) NCSU: Administer & Provide support (Electronic Resources Hub) GPC: Acquire, Administer & Evaluate Monitor (Selection/Deselection)
- 7. Trello NCSU: Acquire & Administer (Package Management & Licensing) GPC: Acquire, Administer & Evaluate Monitor (Selection/Deselection)
- 8. 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.
- 12. NCSU LIBRARIES 2014-2015 JOURNALS CANCELLATION PROJECT DATABASE Told 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.
- 17. 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.
- 21. NCSU LIBRARIES ELECTRONIC RESOURCE HUB Prior to the Electronic Resource Hub, information was spread across multiple wikis, paper files, 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.
- 26. LIBGUIDES http://springshare.com/libguides/ Affordable, user-friendly content management system Highly customizable interface that allows for sharing and reusing content Already available in many libraries Widely used by public services librarians
- 27. GPC LIBRARIES E-RESOURCES SELECTION LIBGUIDE Easily accessible by all employed in the library Libguides 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.
- 30. 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.
- 31. 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
- 34. NCSU LIBRARIES LICENSING & PACKAGE MANAGEMENT TRELLO BOARDS NCSU piloted Trello usage with Serials Unit Projects board, then moved onto Licensing and Package Management. Package Management Trello Board License Team Trello Board
- 41. QUESTIONS? Tessa Minchew: tlminche@ncsu.edu Sofia Slutskaya: sofia.slutskaya@gpc.edu
Notas do Editor
- NCSU Libraries acquisitions and cataloging departments were merged to form the Acquisitions and Discovery department. All staff were cross-trained in both acquisitions and cataloging, so they can shepherd most resources through the lifecycle from start to finish without having to pass them off at various stages. Acquisitions and Discovery is divided into three units – Serials, Monographs, and Data Projects & Partnerships. It is difficult to quantify a collection as large as NCSU’s, so we’ve just given the counts for managed subscriptions, which do not include direct subscriptions or aggregator content. The A&D Serials and Monograph units each have a different approach to budget allocations. Instead of grouping the budget into format-based funds, Monographs is more focused on dividing it into subject codes. However, all the serials funds (except for one) so differentiate between print and electronic formats. So, it is difficult to give one nice, clean number to say, “This is what we spend on e-resources.”
- Despite the major differences between NCSU and GPC, both institutions engage in similar practices in selecting e-resources management tools: In both cases, the strategy is finding free or low-cost tools, or adapting existing ones to support e-resources management workflows.
- The life cycle graphic shows that e-resources management process is complicated and convoluted. It is very difficult to find a tool that would support all steps of the life cycle. Each step requires of life cycle requires a separate workflow and tools to accomplish it. Following creteria needs to be considred when evaluating and selecting tools: - easily accessible ; flexible enough to support changes in workflow facilitates communication between various participants in e-resource life cycle steps facilitates the creation of an institutional record and documentation of process.
- We will be discussing three groups of tools. All discussed tools are either free or low cost, and are easily accessible. All tools support different elements of e-resources life cycle. MS Access-based tools: NSCU: Package changes database; Cancelation project database GPC: ERMes
- Wikis/ CMS-based tools: NSCU: Confluence wiki was used to create Electronic Resources Hub. GPC: Libguides are used to manage renewals/cancelations/trials
- Trello board: NSCU – Licensing board; Package management board GPC – E-resource trials board; New subscriptions/Renewals/Cancelations board
- At GPC ERMes is used for: - Tracking e-resources subscriptions and administrative information (database admin logins, representatives’ contact information, etc.) - Simple reporting (e.g. payment history)
- NCSU’s Pathways Leadership Development Program is designed for high-performing individuals, emerging and team leaders, and program/project managers. Participants are required to do a capstone project, and for her Christenna planned and lead a package management retreat with the department. She then created documentation, workflows and the e-resources hub using the ideas generated in that retreat.