Electronic Resources Management(ERM): Issues and Challenges
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The document discusses the benefits and challenges of digital libraries and electronic resources. It notes that technological advances have transformed libraries' collections from print-based to e-books and e-journals. However, many libraries have not fully implemented electronic resource management systems to help organize and provide access to these digital collections. The document outlines several benefits of electronic resources like being eco-friendly, cost-effective, and allowing remote access, as well as challenges like high initial costs, requiring technical skills, and addressing copyright and security issues.
Electronic Resources Management(ERM): Issues and Challenges
- 1. Dr Mayank Trivedi University Librarian & Senate Member Smt. Hansa Mehta Library The Maharaja Sayajirao University of Baroda Vadodara-Gujarat-India Date : 23rd June, 2020 librarian-hml@msubaroda.ac.in
- 2. Technological explosion, transforming to eBooks, e-journals The collection - eco-friendly, time saving, cost saving, multi access, facility to access without physical presences in library Information is growing at a very high speed Economic forces and technological advances, multidirectional education system Access to collective scholarly resources that no library could ever afford Advances in Communication Technology, Networking, use of Internet, Communication, database searching, bibliographic and full text searching Concept of archiving, Preservation and conservation of our recorded knowledge. Digital Library are playing a vital role for disseminating of information The right information available to right person at right time is the aim of any modern library. The new generation is always demanding Development of Information Communication Technology (ICT) the acquiring of information is gradually replaced by accessing of information through online. And yet, many libraries have not implemented ERM system ERM system that would accommodate all electronic resources, including e‐books and e‐serials, and that could accommodate the existence of different integrated library systems as well as multiple libraries
- 3. Traditional Environment Electronic Environment Reading Browsing Ordering, Billing, Invoicing E - Commerce Writing Web Publishing Card Catalogue OPAC Document delivery E-Prints, attachments, scanned images Interlibrary Loan Consortia Literature Search CD-ROM and the Internet Search Resource Sharing Networking Classification Subject Directories, Subject Gateways Cataloguing Meta Data Indexing Systems Search Strategies
- 4. ERMs are an essential component in e-resource management – Improves discoverability for users – Streamlines maintenance for libraries – Mechanism for inventory control Main players in the e-resource data supply chain – Publishers – Knowledge base vendors – Subscription agents – Libraries • Open Access – Increased visibility/awareness of OA titles – Revealed the instability of OA data feeds • Exposing previously hidden collections – Title level access where none was had before • Knowledgebase can be used as a tool to help inform purchases – Prevents duplicative purchasing – Usage statistics and overlap analysis tools Working towards greater centralization in e-resource management and improved collaboration
- 5. The dwindling budget for acquisition of library stocks and quest for collaboration, partnerships and resource sharing. The ever increasing costs of preserving analogue materials Long time preservation, easy and remote access to the users and Information will be accessible to all instead of a group of individual users. It also removes the problem of distance, as users do not have to travel to libraries This entails that the digital library would be open at any time for consultation of materials. Library materials especially old manuscripts, photo images, theses, and musical recordings etc that are in danger being lost in the future and which are mostly historical and valuable needs to be preserved for future use. To facilitate new forms of access and use. Better and enhanced access to a defined stock of research material. Creation of a single point of access to documentation from different institutions concerning a special subject. Support for democratic considerations by making public records more widely accessible and better search and retrieval facilities for library types of materials. To give the institution opportunities for the development of its technical infrastructure and staff skill capacity.
- 6. Supporting acquisition and management of licensed e-resources May be integrated into other library system modules or may be a standalone system May have a public interface, either separate or integrated into the OPAC Providing descriptions of resources at the package (database) level and relate package contents (e.g. e-journals) to the package record Encoding and perhaps publicly displaying licensed rights such as e- reserves, course packs, and interlibrary loan Tracking electronic resources from point of order through licensing and final access Providing information about the data providers, consortia arrangements, access platform Providing contact information for all content providers No Logging problems with resources and providers Providing customizable e-mail alerting systems (e.g. notices to managers when actions are expected or required) Linking license documents to resource records Supports retrieval of usage statistics
- 7. To get instant, relevant, comprehensive information at their finger tips/doorsteps Can be accessed around the world without any geographical and time limitations From any remote location to his/her desktop Many users can use electronic information resources simultaneously It is easy to search the text Modification, alteration and updating can be made easily Can be subscribed though consortia or publisher or aggregator etc Are available in the various files and formats Can be search, browse, access, download, print quickly Linking feature facilitates link with in the documents as well as outside of the documents. Easily copied, stored and disseminated
- 8. 1. Online E-Resources: The online e-resources are those resources which are under the control of the central computer. E.g., E-journals, E-Books, E-Thesis and dissertation, E-Images, E-Music, E-Sound Collections, In-House database, E-References, E-Dictionaries, Virtual Newspapers and Encyclopedia 2. Offline E-Resources: The Offline e-resources are those resources which are not under the control of the central computer. E.g. Offline mail, offline media playing, offline-dictionary, CD-ROM, offline browsing, subject guides • E-Journals • E-Books • E-Database • E-Newspaper • E-Magazines • E-Thesis • E-Patents • E-Standards • Institution/digital repository • Scholarly web resource • 3.Free & OA – journals, databases, e-books CD-ROMS, E-journals, E-Database, e-books, abstracting and indexing databases, e-clippings, e-courseware, e-standards, e-patents, e-theses, blogs, e-newspapers, e-theses and dissertation, e-discuss forums. Websites Aggregated Databases
- 9. To provide Quality based service and fulfill the users requirement. Digital library save the library staff and time. Digital library will be able to retrieves information specifically. Digital library is more convenient for distance learning. Digital library is able to handle the problem of information explosion. Digital library is low cost technology then the traditional libraries. Multiple functions of same digital information structured and organized by using hypertext in digital libraries.
- 10. (Print) Librarian Subject Specialists/ Information Staff Acquisitions Staff Technical Services Staff Reader Services Staff Bindery Staff Any one else (E-resources) New Players Information Systems Staff Legal Eagles – checking and approving licences Library Managers – dealing with access issues IT Help desk staff IT staff employed by publisher or vendor
- 11. Acquisitions staff – fewer print items to process Shelvers – fewer print items/vols to shelve and tidy Issue desk staff – fewer items/vols going out on loan Bindery Staff Changes have hit journals hardest – books still predominantly print, but this will change too.
- 12. What forms of material are to be emphasized? e.g. films, recorded or printed material only. What subject fields are to be emphasized? What are the levels of materials to be considered? e.g. scholarly, specialized or popular Who will select the material? Who will decide the distribution of fund for each discipline? The policy statement should be under fairly constant review and should certainly be reviewed frequently.
- 13. Material tends to be bought outright Physical items reside in Library Relatively easy to apply specific or general focus – e.g. to expand or contract a particular subject area or resource format Space (or lack of it) can be a key driver
- 14. Impact on libraries is significant, particularly in collection developments in the field of; ◦ Electronic Mail ◦ Electronic Publications ◦ Internet ◦ CD-ROMs ◦ Multimedia and Personal Digital Assistant (PDA) ◦ Digital Libraries, Virtual Libraries and Data Banks • Content • Access • Linking • Training Support • Promotional materials ◦ Conditions of access ◦ Updatability ◦ Convenience of cataloguing ◦ Longevity ◦ Convenience of use ◦ Statistics of use ◦ Technical characteristics and quality of service ◦ Factors of value added ◦ Structure of price formation
- 15. Does this investment in e-journals have an impact on institutional research performance? Do e-journals make a difference? E-journal expenditure correlates with use. Use of e-journals does not simply support research success but also drives it. “Massive investments in subscriptions to an increasingly complex array of electronic content products requires at least some additional overhead expense to provide simpler means of access and to ensure adequate levels of use.” (Marshall Breeding, Automation Marketplace 2013)
- 16. Tend to be annual lease rather than outright purchase Resources reside on publishers/aggregators servers or in repositories What happens to previously subscribed content if you cancel? What happens when publisher sells e-content and it leaves the package you were subscribing to? Disposal of print back runs may require additional investment in e-versions Should we/Can we afford to retain print back runs “just in case”? Space (or lack of it) can also be a key driver Customer pressure may lead to demand for more extensive back runs
- 17. The satisfaction needs of the users To increase the plans for cooperation The forms of presentation of information To increase the technological and financial resources Selection process of electronic information resources Estimate the budget needed to procure Identify quality of content and scope Evaluate quality of such particular resource and its search capabilities. Evaluate maintenance and technical support. Evaluate application of software and hardware infrastructure. User awareness and training program Acquisition of electronic information resource Identifying potential electronic information resources Effecting a trial Licensing Maintaining help lines Monitoring usage
- 18. Content is the primary selection criteria for e-resources, Coverage and Quality Access User-Friendliness Pricing Technical Support Licensing- few or reasonable restrictions- on the number of users or points of access, permit all library users, including members of the public, use of the resource Permit fair use, offer provisions for printing, sharing, and downloading, allow interlibrary loan, Exempt the library from liability for unauthorized use of resource as long as the library notifies users of restrictions, provide termination rights that are agreeable to each party.
- 19. Is your data in a format that will allow for easy export to an ERM? What features are available now and which are promised? Do you have specialized local data to consider? Will you receive alerts when subscriptions are coming due? Can you pick and choose which features and functions you need, or must you choose an all-or nothing package? How well does the product work with link resolvers? Does the product meet consortial needs? How much data can be automatically loaded, how much will need to be re-keyed or kept in an intermediary format?
- 20. Print – catalogues, user guides, web pages? E-Resources – all of the above – plus…SN tools ◦ Tutorials, (online and face to face) ◦ MIL ◦ FAQs, Helpsheets ◦ Demos ◦ Trial Access ◦ Chatbot ◦ Helpline
- 22. TERMs 1: Investigating New Content for Purchase/Addition TERMs 2: Acquiring New Content TERMs 3: Implementation TERMs 4: Ongoing Evaluation and Access TERMs 5: Annual Review TERMs 6: Cancellation and Replacement Review2
- 25. Cost (Relative to Other Options, Available Budget, etc.) Technical Access Site Definition/User Definition Accessibility Requirements Usage Measurement Interaction with Discovery System Indemnification Clauses/ Privacy Clauses/ Exigency Clauses Venue of Agreement Perpetual Access, Rights/Preservation Text and Data Mining
- 31. Speed: It takes little time to browse or search, to extract information, to integrate that information into other material. Functionality: an electronic version will allow the user to approach the publication and to analyse its content in new ways (e.g. with a dictionary one would no longer be restricted to searching under headwords). Multi-user access: Same copy of the article or page can be accessed by more than two users sitting on their desktops. Content: Electronic resources consist with the multimedia effect, i.e. images, video, audio, and animation, which could not be replicated in print. Storage: It is becoming very cheap to store data with the dramatic reduction in the costs of computer hardware. Management: Electronic resources can be managed effectively by appropriate software. Inter-operability: With the advent of such standards as Open URL we are increasingly witnessing the linking together of systems so that one item within an electronic resource can directly link to another elsewhere. Re-Use: Electronic resources can be repackaged and re-used in such systems as Virtual Learning Environments, or resource/reading list tools Enhanced result Access information apart from library’s collection Multiple accesses Current information
- 32. E-resources provide 24 X 7 access service. Multi-access of e-resources is possible. It saves the time of the user. It allows various types of searching facilities. It can be downloaded instantly. It is more economic than the print version. It supports multimedia applications. It provides current information necessary for information work. No physical boundary in digital libraries. In the digital library number of users can be used same resource at the same time. Digital library will provide very user friendly interfaces, giving click able access to its resources. Traditional libraries are limited by storage space Resource sharing can be achieved in the digital libraries The cost of maintaining a digital library is much lower than a traditional library.
- 33. Save Staff time and Speeds workflow Reduces Dead-end-user searches and patron confusion Eliminates costly overlap between packages Address the ever-growing size and complexity of e-resources Provide usage statistics for smart collection decisions Simplifies set-up and maintenance with Innovative Content Access Service (CASE) Makes the most efficient use of library budget
- 34. Unable to maintain standard Unable to search older information Unwanted items with required information Unstable information High cost for online databases as well as initial infrastructure cost Searching techniques required for Users Need proper ICT infrastructure for accessing e-resources. Skilled manpower requires for managing e-resources. It requires to address copyright issues. Security problem. Renewal of e-resources is required. High- Internet speed and Connectivity Need proper preservation policies. User authentication for access to collections Digital preservation Equity of access Interface design Interoperability between systems and software Information organization Training and development
- 35. Inadequate library fund Lack of cooperation of staff members Preservation Lack of professional skills/ technical knowledge Licensing Considerations • why do we need to keep print? • archives? • reading habits? • safety zones? Technical infrastructure
- 36. Shortage of library funds Technical infrastructure Lack of professional skills Online / virtual crimes and security Privacy / confidentiality Copyright issues Digital Rights Management Collection of e-resources Organizational structure
- 37. Copyright is the most important. Speed of access reasonably decreasing- Multiple users Initial cost of digital library is very high Reading of printed material to be easier then reading on a computer screen. Digital libraries cannot reproduce the environment of a traditional library. Digital library will need high band for transfer of multimedia resources Due to technological revolution, a digital library can rapidly become out of date and its data may become inaccessible. Information professionals should have expertise in total management of information. Collection development librarians have to be more proactive Librarians need to rethink their approaches to marketing when it comes to online resources The information professional needs specific training to understand the implications of the new working conditions. Information professionals require to become knowledge managers rather than collection mangers Mind-set of the library professionals has to be changed in order to enter into the electronic era Track changing pricing models, license terms, and hundreds of other data elements has been answered in part by electronic resource management systems (ERMs). Once a library purchases an ERM system, the next challenge is populating and maintaining the massive amounts of data associated with electronic resources. Without the data, an ERM system is just an expensive online filing cabinet.
- 38. The necessary amount of staff time to provide access, training and assistance. The long term viability of resources for preservation purposes. The long term usability of a resource’s data (for a specific period of time). The broad accessibility of the resource under present copyright laws and licensing agreements. The compatibility of hardware. The availability and adequacy of documentation. The currency of the resource’s information, if deemed necessary for subject matter. The user friendliness of the resource. Network Capability. The replacement policy of the publisher in the event of damage.
- 39. Credibility, conflicts of interest Web site owner or sponsor, conflicts of interest Web site author, credentials Structure and content of web site References to sources Coverage, accuracy of information content Currency and Timeliness of content material Readability of material Quality of links to other sites Media used to communicate information Functions of web site Accessibility of site via search engines Use of site, profile of users Navigation through material Archiving Arrangement or design of the title and its content.
- 40. Wider access and greater flexibility in searching Availability in a multiplicity of formats (e.g. ASCII, PDF, HTML, SGML, etc.). Electronic resources should be available before or not later than the publications of the article in its print format. User friendliness. Publisher/aggregators reliability and customer support. Increased functionality. Enhanced access to remote users. Time availability Hardware and software requirements should be taken into consideration. A trail period is potentially available for examining the utility and the value of the resource Service Implications
- 41. PEAK (Pricing Electronic Access to knowledge) is exploring several pricing dimensions, including different product bundle as well as nonlinear pricing opportunities offered by electronic access. Three product and pricing options are as follows : ◦ Per article – unlimited access by individual users to specific articles purchased at a fixed price. ◦ Subscription – unlimited access by individuals and institutions to articles that relate to printed titles. ◦ Generalized subscription – unlimited access by institutions to bundles of 120 articles used subsequently by users. One interesting aspect of the first and third options is that access to articles is for the life of the project. In other words once an article is purchased it is available at no extra charge to all authorized users within the institution. Elsevier science intends to consider the following differentials in future electronic pricing models. ◦ Value of Functionality ◦ Number of Users ◦ Frequency of use Electronic access provides considerable ‘space’ for product bundling and pricing structures.
- 42. Providers of electronic information resources (i.e. licensor) are employing licenses as a legal means of controlling the use of their products. ◦ a) Authorized users: persons who are authorized to use library’s facilities and/or are affiliated with library as students, faculty or employees, or are physically present in the library. ◦ b) Fair Use: use of the product for non-commercial educational, instructional and research purposes by authorized users including viewing, downloading, copying, printing and emailing. ◦ c) Access: permanent use of the resource or access rights only for a defined period of time. Access provided through IP address or other mutually acceptable authentification and authorization methods. ◦ d) Use: searching, displaying, copying, saving data, reformatting data, interlibrary loan, course packs and electronic reserves by authorized users simultaneously as well as remotely. ◦ e) Intellectual property: Any trademarks, issued patents and patent applications, copyrights and copyright registrations and applications, rights in ideas, designs, works of authorship, derivative works, and all other intellectual property rights relating to the licensed resource. ◦ f) Network: a group of computers linked together to share information. Networks can consist of a number of linked computers in a single physical location, a Local Area Network (LAN) or they may consist of computers located at different physical sites linked together by means of phone lines and modems or other forms of long distance communications.
- 43. Links from the Online Catalog EIRs Locator Resources Linking to Full Text Open URL-Based Link Resolvers Federated Search Need for storage in Microform
- 44. Commercial Meridian – Endeavour Information Systems Verde- ExLibris EBSCONET- EBSCO 360 Resource Manager- ProQuest BLUE cloud eRM – SirsiDynix Gold Rush®- Colorado Alliance of Research Libraries True Serials – Innovative Interfaces - Open Source CORAL CUFTS Ermes SMDB In house Software’s HERMES - John Hopkins University Library VERA- Massachusetts Institute of Technology Library E-Matrix-NSCU Library ERLIC - Pennsylvania State University
- 45. CORAL (Centralized Online Resources Acquisitions and Licensing) is an Electronic Resources Management System consisting of interoperable modules designed around the core components of managing electronic resources. It is made available as a free, open source program. CORAL is an electronic resource management system built by the University of Notre Dame’s Hesburgh Libraries. The first module, Licensing, was released as open source software in the summer of 2010 and it continued releasing new modules since then. It is designed to be both simple and highly customizable – each module can be installed independently or used together depending on your library’s needs. CORAL runs on PHP 5, MySQL 5 and your web server. It is a very small installation and most users are installed on a server alongside other production applications. CORAL is released as open source software under GPL v. 3 and is available on GitHub. CORAL Modules: ◦ Resources ◦ Licensing ◦ Organisation ◦ Usage Statistics ◦ Management
- 46. • Out-of-date • Tend to limit the horizons of our users (and our staff) • Expensive • Paid for e-resources offer a number of big advantages over free content The biggest problem is the invisibility of e-resources. The challenge is to prove to our funders that electronic information has a permanent role in the future of libraries. Right products at the right price and make them pay.
- 47. The Next Major Collection Topic:Data and Other Scholarly Outputs Procurement and Licensing Topic: Significant OA Growth Implementation Topics: Knowledge Bases and Persistent Identifiers Troubleshooting Topic: Web Browser Plug-ins Assessment Topics: COUNTER Release 5 and Book Data Enhancements Preservation Topic: Preservation of Non-Traditional Scholarly Outputs Open Access as a Real Alternative? More e-resources – less print Revised funding models to take account of new publishing models - e.g. OA Radical revision of traditional library “footprint” – learning café, social learning space etc Staffing profile reflects growth in resources Regional or National Solutions to print legacy question? European plan on transformations to open access worldwide. China, although not yet signed up to cOAlition S, is sending a strong signal to publishers. China’s National Science Library, its National Science and Technology Library, and the Natural Science Foundation of China have expressed support for Plan S. Plan S is looking likely to dominate discussion around open access for some years to come
- 48. E-resources have radically changed the ways in which we acquire, manage and promote library resources We have had to acquire new skills, new staff ( if we can!) and new strategies to cope Staff workloads have increased The growth in e-resources has generally been viewed positively by librarians, but has also been seen as a threat by some staff We are still learning how best to manage e- resources Emerging technology will undoubtedly require new skills
- 49. Many challenges at every level of their selection, acquisition, preservation, maintenance and management These resources have also come with many advantages giving solutions to many professional problems like solution to space problem, providing remote access, convenience in use, increased readership with improved services, leading to more opportunities for productive research output and academic excellence within shortest possible time. Use of e-resources is increasing leaps and bound as shown by many user surveys. Technology has been behind the evolution and development of e-resources, Synergy of professional skills and abilities with application of right technology More cooperation and interaction are required among library professionals, publishers, vendors/aggregators, users and software engineers to discuss common issues It would be the joint efforts which may be able to provide better solutions to the problems. Future belongs to e-resources, their use would go on increasing with decline in use of printed material. In such situation and future trend, library professionals shall have to cope up with new emerging digital environment and devise best possible techniques and methods of managing these resources efficiently and effectively for their improved availability and accessibility ensuring convenient and comfortable use overcoming all the barriers coming on the way.
- 50. Information explosion has increased in all subjects like as science, humanities and social science and libraries facing problem to maintain their service The initial cost of digitization is high but experiment shows that one’s digitization is introduced then the cost to manage this collection will be cheaper than that of any traditional library. Day by day, the cost of digitization is decreasing and the online publication is increasing therefore the need of user are shifting towards a different environment that after one or two years the libraries will have to be digitized The new digital ICT is not a single technology but a combination of hardware and software, multimedia and delivery systems. As ICT advanced, the costs of hardware and software declined and the digital option became more attractive. It was realized that sharing costs would benefit the stakeholders, resource sharing of digital resources gained momentum. Internet has transformed from ―browse and surf environment into ―knowledge exchange environment. Internet has many uses as well as limitation. It can be a vehicle for inexpensive easy mass distribution of products and services. There are limitations as well, such as security and privacy issues, hackers, worms, viruses and Trojan horses. It’s Time to Change the Game • As libraries, we need to come together as a community • Let’s agree on the rules of play – Consistent expectations, consistent message • Acknowledge that change is imperative • Currently, it’s a game of frustration, let’s change it to game of collaboration!
- 51. “In the world today less than 10% of the information is online.” Nikesh Arora, Head of Google, Europe 2005 but… not everything is on the web
- 52. “Change is Constant” (Benjamin Disraeli) “ “S/He who hesitates is lost “ (Proverbs)
- 53. ……..Thank You Stay Safe and Take Care… PPTs will be available on : https://www.slideshare.net/DrTrivedi1 https://www.slideshare.net/mayanktrivedi2 1/presentations