brave new eworld: struggles and solutions
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American Library Association Conference 2013TRANSCRIPT
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The Brave New E-World:Struggles and Solutions
Marlene van BallegooieUniversity of Toronto Libraries
ALA: Heads of Technical Services of Large Research Libraries
June 28, 2013
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UTL Context• The University of Toronto Libraries is
decentralized with 44 libraries• Let’s look at the numbers:
o 7.3 million bibliographic records (representing11.2 million items)
o 1.5 million e-resourceso 1,268 content packages o 366 providers
• Managed e-resources in a home-grown system until 2011. Became unsustainable.
• Migrated to Serials Solutions product suite
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ERMs and the Data Supply Chain
• ERMs are an essential component in e-resource managemento Improved discoverability for userso Streamlines maintenance for librarieso Mechanism for inventory control
• Main players in the e-resource data supply chaino Publisherso Knowledge base vendorso Libraries
• More interdependencies than ever…all based on METADATA
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Problems with the Data Supply Chain
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Incorrect Data• Content provider
supplies incorrect metadata to KB
• Link resolver uses bad metadata to construct a link
• Link does not resolve to correct target
• No access for the user
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Scenario 1
• Content provider tells KB it has a particular issue
• Link resolver uses metadata to construct a link
• Issue is no longer available on website
• No access for the user
Outdated Data
Scenario 2• Content provider does not tell KB that an issue is
available• No traffic from link resolvers to that issue
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Incomplete Data• Content provider does not send all
holdings to KB• E-resources silently disappear
from library inventory• Access is available on vendor site,
but KB has no record of it and users don’t know we own it
• Exampleso Previous editions of e-bookso Serial title changes
• Perpetual access? Not just about access to the resource. It is also about the perpetual supply of the metadata related to that resource.
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Other Data Problems• Number of titles in same packages
can vary dramatically between knowledge bases
• Matching and data normalization problems in knowledge base
• Time lags (monthly ideal)• Some content providers unwilling to
work with ERM vendors
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All of these data problems are driving librarians CRAZY……Valuable resources are not getting to our users…
…All because of bad metadata…
…But there is hope…
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• Knowledge Bases and Related Tools• Joint project between UKSG and NISO• Aim: Develop a recommended practice to
ensure the timely transfer of accurate data to knowledge bases, ERMs etc.
• Working Group consisted of members from all parts of the data supply chain: publishers, knowledge base vendors, libraries and consortia
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• KBART recommendations specify:o Data elements (mandatory and optional)o File structureo Means of data transfero Frequency of updates
• Phase 1- Completed in 2010o Main focus was on metadata for serials
• Phase 2 - To be completed 2013o Build on Phase 1 recommendationso Focus on e-book, Open Access and consortia metadata
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What can libraries do to improve the e-
resource management process?
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CommunicationInternally• Need to work across departmental boundaries
o Realize that print processes do not work for e-resourceso Purchasers need to understand metadata needs
Externally• Need to communicate needs to publishers and
knowledge base providerso When purchasing e-resources, bring metadata into the
conversationo Discuss with publishers the necessity for “perpetual”
supply metadata to knowledge baseso If knowledge bases don’t meet needs…tell them about
it!
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Standardization• Promote the use of standards and best
practices (KBART – Knowledge Bases and Related Tools)o Educate e-resource team members internallyo Emphasize the importance of compliance to
content providers
• Include metadata requirements in your license agreementso Insist on KBART compliant title listso Require knowledge base participation
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Documentation• Document your entitlements carefully• Monitor the ERM
o Take snapshots of your holdings data and compare them
o You may be (unpleasantly) surprised!
• Backup data regularlyo Do not assume
that your knowledge base provider is doing this for you
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Collaboration• Engage with other institutions
o Share our experienceso Identify problems with e-resource managemento More importantly, come up with solutions!
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Thank You!