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The DLF Electronic Resource Management Initiative

The DLF Electronic Resource Management Initiative. Sharon E. Farb Angela Riggio UC Electronic Resource Management Planning Meeting March 11, 2004 UC Irvine. Talk Outline. Overview and Context of Digital Resource Management Initiatives The DLF E-resource Management Initiative

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The DLF Electronic Resource Management Initiative

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  1. The DLF Electronic Resource Management Initiative Sharon E. Farb Angela Riggio UC Electronic Resource Management Planning Meeting March 11, 2004 UC Irvine

  2. Talk Outline • Overview and Context of Digital Resource Management Initiatives • The DLF E-resource Management Initiative • How Can This Work Be Used In UC-wide Environment? Impact, Challenges, And Next Steps • Questions And Comments

  3. Context for Digital-Resource Mgmt. • Logarithmic growth of d-resources • High demand for 24/7 access • Digital resource budget shares continue to grow (mostly digital environment in 5 years?) • Budget issues driving shift to d-only journal access • Dynamic marketplace & business models • Impact of licensing • D-resources are complex (to acquire, describe, fund, and troubleshoot and support) • “Google-ization” (make it easy or forget it!)

  4. California Digital Library Colorado Alliance (Gold Rush) Columbia Griffith University (Australia) Harvard (ExLibris) Johns Hopkins (HERMES) (Dynix) MIT (VERA) (ExLibris) Michigan Minnesota Notre Dame Penn State (ERLIC) Stanford Texas (License Tracker) Tri-College Consortium (Haverford, Bryn Mawr, Swarthmore) UCLA (erdb) University of Georgia University of Washington (III) Virginia Willamette University Yale Digital Resource Management Systems and Initiatives

  5. Chaos or Convergence? • Other related work in progress • Increasing vendor development and library-vendor collaboration • NISO/EDItEUR Joint Working Party for the Exchange of Serials Information (ONIX for Serials) • Project COUNTER—Usage statistics • ODRL—Open Digital Rights Language (v. XrML) • Shibboleth—Authentication • What has not been designed: a consortial, interactive, collaborative digital resource management tool.

  6. ERM Metadata Standards Comparison

  7. DLF ERMI Steering Group: • Tim Jewell (University of Washington) • Ivy Anderson (Harvard) • Adam Chandler (Cornell) • Sharon Farb (UCLA) • Angela Riggio (UCLA) • Kimberly Parker (Yale) • Nathan D. M. Robertson (Johns Hopkins)

  8. DLF ERMI Goals • Formal • Describe architectures needed • Establish lists of elements and definitions • Write and publish XML Schemas/DTD’s • Promote best practices and standards for data interchange • Informal • Promote growth and development of vendor and local ERM systems and services http://www.diglib.org/standards/dlf-erm02.htm

  9. Project Deliverables • Problem Definition/Road Map • Workflow Diagram • Functional Specifications • Entity Relationship Diagram • Data Elements and Definitions • XML Schema

  10. Bob Alan (Penn State) Angela Carreno (NYU) Trisha Davis (Ohio State) Ellen Duranceau (MIT) Christa Easton (Stanford) Laine Farley (CDL) Diane Grover (Washington) Nancy Hoebelheinreich (Stanford) Norm Medeiros (Haverford) Linda Miller (LC) Jim Mouw (Chicago) Andrew Pace (NCSU) Carole Pilkinton (Notre Dame) Ronda Rowe (Texas) Jim Stemper (Minnesota) Paula Watson (Illinois) Robin Wendler (Harvard) Librarian Reactor Panel (17 members)

  11. Vendor Reactor Panel (12 Members) • Tina Feick (SWETS Blackwell) • Ted Fons (Innovative Interfaces) • David Fritsch (TDNet) • Kathy Klemperer (Harrassowitz) • George Machovec (Colorado Alliance) • Mark Needleman (SIRSI) • Oliver Pesch (EBSCO) • Chris Pierard (Serials Solutions) • Kathleen Quinton (OCLC) • Sara Randall (Endeavor) • Ed Riding (Dynix) • Jenny Walker (ExLibris)

  12. Entity-Relationship Diagram

  13. Data Element Dictionary: Overview • Brief history • Structural simplicity • Data Element Name • Identifier • Definition • Comments • Groundwork for Data Structure and ERD

  14. Data Element Dictionary

  15. Data Elements: Considerations • Overlap/integration with existing metadata schema • ISO 11179 • Element names • Defining complex concepts • Exhaustibility/flexibility • Recommending standards for element values

  16. Data Structure Overview • ERD + DED = Data structure • Data Dictionary Elements • plus entity identifiers • plus pointers between entities • Data Dictionary Definitions • plus data types • functionality • optionality & cardinality

  17. ERMS Data Structure

  18. "The process of definition begins not with an abstract metadata schema but with a functional analysis of the application that the metadata schema and the commercial and procedural rules are designed to support.” --DOI Handbook, 5.7.2 Form Follows Function -- Louis Sullivan

  19. Development of the Specs • Series of meetings between Harvard and MIT, Spring 2003 to discuss possible work with Ex Libris on ERM development • DLF Data Element Set (now Data Structure and Data Element Dictionary) • “But what is the functionality???” • Ensuing document formed the basis for the current DLF document

  20. Functional Requirements:Guiding Principles • Integrated environment for management and access • Interoperation and/or exchange of data with existing services: OPACs, web portals, library management systems, link resolution services… • Single point of maintenance for each data element

  21. Functions • Support the ongoing and persistent ‘life cycle’ or “continuum” of digital resources • Selection and acquisition • Access provision • Resource administration and support • Renewal and retention decisions

  22. License terms Trial use Price Assess need/budget Register Evaluate IP Addresses User feedback Portals/ Access lists Usage stats Proxy servers Downtime analysis Campus authentication Review problems URL maintenance Problem log User IDs Hardware needs Preferences (store) Software needs Holdings lists Contact info Access restrictions Troubleshoot/ triage View rights for use Acquire Evaluate Monitor Provide Access Provide Support Administer

  23. Selection and Acquisition • Mount Trials • Evaluate • Content, interface • Technical compatibility • Select • Arrange funding / make deals • Negotiate License • Order

  24. Access Provision • Manage IP addresses and passwords • Store & maintain URLs • Catalog / add to resource discovery portals • Provide remote access services (e.g. via proxy server) • Interface with local authentication and authorization services • Assign persistent names

  25. Administration Keep track of administrative IDs and passwords Configure resources for local use user interface options institutional branding link resolvers etc. Mechanisms for restricting access to administrative functions

  26. Support Staff and end users Hardware and software requirements Downtime information Incident logging User support, documentation and training Designated vendor and local support contacts Mechanisms for disseminating information to: Reference librarians Help desk staff

  27. Renewal Information needed for renewal and retention decisions Problem history Downtime records Usage statistics Renewal ticklers

  28. Functional Requirements: (excerpt) 32. Store license rights and terms for reference, reporting, and control of services 32.1 For services including but not limited to ILL, reserves, distance education, course web sites, and course packs: 32.1.1 Identify whether a given title may be used for the service and under what conditions 32.1.2 Generate reports of all materials that may or may not be used for the service, with notes about conditions

  29. Core Requirements (2) • Support integrated bibliographic access and management • Provide relevant license information to the end user • Share and/or exchange bibliographic data with other local systems and data exchange partners • Store access-related information • urls, IDs, passwords, ip addresses • Store administrative information • Administrative urls, IDs, passwords • Configuration information (Z39.50, MARC records, OpenURL resolvers) • Usage statistics metadata

  30. Functional Requirements:Reactor Panel Themes • Minimizing duplicative data among systems • Which is the system of record? • ‘Consistent information for the user regardless of the path taken’-- is this realistic? • Appropriate locus of acquisitions functionality • ERMS or LMS • Usage statistics • Pointers vs. Containers • Access management • Optional support for persistent URIs • Functional integration with local access management environment (e.g. proxy servers)

  31. XML Investigation Scope Possible use case examples Focused special attention on problem of formatting holdings data Feasibility of XML schema to represent elements and entities Next steps

  32. Possible Use Case Examples • A web service between libraries and vendors for reporting and communicating support incidents • Transmission of IP ranges to vendors and contact info to libraries • Exchange license data with a contracting partner

  33. XML Next Steps Continue work with Renato Iannella: how may the Open Digital Rights Language be used to represent license terms? Create instance documents to demonstrate possible use of the DLF ERMI base schema Secondary product: further refinement of our element set attributes

  34. Summary • Managing electronic resources over time creates unique challenges for libraries of all types • What functionality and metadata are required to support persistent e-resource management across and among UC and other libraries? • DLF project offers first comprehensive schema, data model and tools specifically designed to address e-resources throughout their lifecycle • What further work is necessary to guide or maintain development in this area?

  35. Issues and Implications (1) • Overall d-environment—highly dynamic, logarithmic growth, high cost, multidimensional nature • Library environment—particularly complex • Hard to predict the future—plethora of business models • Growing reliance and investment in e-resources with no guarantees re digital archiving or persistent access

  36. Issues and Implications (2) • No single global identification system • No registry or authority list of identifiers, packages or providers • Vocabulary issues • Privacy and confidentiality re authentication • Usage data--COUNTER, ARL e-metrics? • Open v. proprietary standards • Customization and standardization • Interoperability of stand-alone ERM?

  37. No Silver Bullet • A variety of initiatives and projects addressing various aspects of d-resource management • To date, none has specifically addressed the complexity and challenge of consortia • This planning meeting is an opportunity to begin that discussion

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