erm holdings: different strokes for different folks janet crum, ohsu, [email protected]@ohsu.edu...
Post on 20-Dec-2015
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ERM Holdings: Different Strokes for Different Folks
Janet Crum, OHSU, [email protected]
Tom Larsen, PSU, [email protected]
Terry Reese, OSU, [email protected]
http://www.ohsu.edu/library/staff/crumj/presentations/erm_coverageload.ppt
Overview of Coverage Load: Purpose Populate Coverage Database Create/update MARC holdings (a/k/a
checkin) records for OPAC and Millennium display
Create bib records if needed/desired
Overview of Coverage Load: Format and Linking Load delimited text or XML Linked to resource via Resource ID (resource
and holdings Delimited text: PROVIDER matches Resource ID XML: <VendorId> and <DatabaseId> metatags
match Resource ID Link to bib via ISSN or title; can override with
ALTLOOKUP
PSU: SerialsSolutions coverage data Arrives monthly via email as an attached zip
file.
Unzipping the file creates a folder called “CSV” containing a file called “rep.csv”
OSU: Where to find it
Couple of options Local – However, OSU never has maintained a
local database of e-resources outside the OPAC …and OPAC data is generally incomplete.
Vendor data with local processing Incompatible vendor formats made this solution
unweldy. 3rd party holdings Data
i.e., Serials Solutions, EBSCOHost, etc.
OSU: And the winner is….
OSU went with a vendor option – particulary, Serials Solutions. Why Serials Solutions over EBSCOHost?
In general, we found that their coverage information was more complete and found them more flexible and easier to work with.
Serials solutions provided a comprohensive A-Z list for all our E-Journals catagorized by subjects that provided a additional access point.
OSU: Using vendor data
Benefits of using vendor coverage data Pros:
You can do as much work on the file as you want to Larger vendor knowledge-base, meaning adding new
packages to our holdings is generally as easy as selecting it from a list.
Is automatically updated monthly
OSU: Using vendor data
Problems with using Vendor coverage data Data is only so good
Embargo dates are not always well represented for some databases (EBSCOhost)
Lag time between coverage updates. OSU’s coverage info in ERM really only represents a snapshot of our coverage on the load date. Since coverage is dynamic, this is lost.
OSU: Fix it and forget it
Prepping the Coverage Data OSU really doesn’t do anything but two small
steps: Only pre-processing step is running the coverage file
through a small vbscript to extract titles without issn information so issn’s can be located and sent to serials solutions.
Before loading, the coverage data load and ERM Resource Identifiers are matched.
OSU: After the Load
OSU tends to do its record maintenance after doing the coverage loads. After the load, someone will:
Resolve duplicate records (coverage load will note the presence of multiple records)
Resolve items were ERM links don’t appear These two items are created as a comprehensive report
generated from reports provided at the time of Loading. Resolving items where no ERM link appears. (items
needing review are captured via create list)
OSU: Month to month
Ongoing maintenance activities Adding new titles when they become active during
the month Troubleshooting connection issues Dealing with the occasional resource record that
gets accidentally deleted from the system.
OHSU: Outline
Where we get coverage data – and why we do it that way
Preparing to load coverage data Using templates
OHSU: Where We Get Coverage Data We’re weird!
Most data came from in-house database rather than 3rd party provider
Maintained directly in ERM with Coverage Edit Holdings for free e-journals are from EBSCO
A to Z Holdings for EBSCOHost direct from vendor
OHSU: Why In-House Data?
As/more accurate than anything we could purchase
Catalog as primary source for e-resource information
Updates not fast enough from 3rd party providers
OHSU: Free Titles via EBSCO A to Z Reduce overhead required to identify and
maintain “free” e-journals EBSCO A to Z is very inexpensive External A to Z list of free titles; loaded into
Coverage DB for WebBridge and selectively for catalog
OHSU: EBSCOHost Data
De-duped, customized title list delivered monthly
Fairly easy to load Cheapest and easiest way to maintain large #
of titles, many of which are out of scope
OHSU: Preparing to Load Coverage Pre-Load Audit
Primarily for core providers Review each title to resolve matching problems
before load Result: few load errors, minimal post-load cleanup Tradeoff: More time spent before load -> less time
spent on cleanup after load.
OHSU: Preparing to Load Coverage Data Preparation
For “core” titles, one-time effort EBSCO A to Z:
Delete unneeded columns Relabel columns to match required format Source (e.g. DOAJ) -> PROVIDER Separate items to load into catalog from coverage-only
titles EBSCOHost
Delete and relabel columns Remove titles w/out ISSNs Edit a few problem titles Separate English from Spanish titles
OHSU: A Word About Templates Add fixed and variable fields to holdings and
bib records created by Coverage Load Very useful for enhancing records
Spanish language titles 007 and 008 fields, MARC leader