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Getting Started with ERM: Insights from Cleveland Clinic Alumni Library

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51 diapositives · 644 Views · Sep 18, 2014

This presentation by Barb Anderson and Marian Simonson from the Cleveland Clinic Alumni Library illuminates their journey in adopting Electronic Resource Management (ERM) software. It discusses the library's needs, the evaluation of various ERM solutions, and why Innovative's ERM was chosen. Key topics include ERM training, coverage load, records management, and practical examples of data clean-up. The session also emphasizes the importance of accurate data entry and usage statistics in improving library services for healthcare professionals.

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  1. Lessons Learned in Getting Started with ERM Barb Anderson & Marian Simonson

  2. Introduction • Who is the Cleveland Clinic Alumni Library? • Why we needed ERM • Why we chose Innovative’s ERM • ERM training & coverage load from III • Examples of records & clean-up • Questions

  3. Cleveland Clinic Alumni Library • Print, electronic, & media collections of health/life sciences material only • Primary clients: physicians, physicians-in training, nursing & allied health professionals (and their support staff) • Primary use of collection: support patient care & health sciences research

  4. Why we needed ERM software • Budget • Centralized location for usage statistics, expenditures, vendors • Administration • Simplify reporting to Library Director • Management • Better utilization of our WebOPAC • Back-up solution to Serials Solutions

  5. Why we chose Innovative’s ERM • Evaluated EBSCO, Innovative, and Serials Solutions ERM software • Selected III ERM • Cost comparable to other vendors • Integrated with our WebOPAC • Vested in III software including WAM • Able to use Serial Solutions data file to pre-populate e-journal holdings • Training & implementation available

  6. Downloaded file of holdings from Serials Solutions & sent subset to III for testing III loaded Millennium ERM & set up resource, license & contact records III pre-populated ERM with some 200 resource records from common vendors Training preparation

  7. ERM basic records • Resource, contact & license • Many people stop here, but… • Coverage load extends the utility of ERM • III trainer made this step painless

  8. Coverage load • Downloaded our serials holdings from Serials Solutions A-Z List (360 Core) • Edited downloaded file to remove our print and non-health sciences journals –remember– our collection consists of health sciences material only • Saved edited file as two files to make it easier to load

  9. Coverage load reports • 3 reports are created: • Coverage updates successful • Coverage resources partially updated • Coverage resources not updated • Be sure to save each report • Millennium Guide, Page #105993

  10. What coverage load accomplishes • Creates/updates bib records • Creates/updates checkin (holdings) records

  11. Examples from our Milerm & OPAC • Show records before & after coverage load for: • Resource • Bib • Checkin • Web OPAC

  12. ERM topics covered so far • Create, edit & update of • Resource records • License records • Contact records • Screen shots of Millennium & Web OPAC records related to ERM

  13. Tying order records to resources • Create order record for bib. • Resource record links to bib records using the ‘related order’ function. • Milacq for serials started after ERM training. • Click ‘create report’ under Financial tab of resource record to view payment &/or invoice totals.

  14. Usage statistics • 2 options: • Manual import • Automatic import • Only investigated manual import so far

  15. Importing usage statistics manually • Obtain Counter JR1 report as xml file • From resource record, click usage statistics tab. • Click “import” to bring statistics into Millennium.

  16. Converting XLS to XML • Download/install Perl on local pc • Save perl script from Cornell on local pc • Follow conversion instructions at http://www.library.cornell.edu/elicensestudy/usage/counter/jr12xml/ • Reference: Millennium Page #106446

  17. Viewing usage statistics • On usage statistics tab of resource, click “export”. • Results exported as an excel file. • Cost per use automatically calculated annually • Requires use of Milacq • For automatically imported statistics only • Haven’t tested this feature—can’t draw any conclusions.

  18. Clean-up tasks • Entering order & invoice records for bibs • Linking orders to resources • Finish editing checkin records for each bib • Delete overlapping • Update permanent checkin with vendor,location, and library has data • Expand subjects for “Medicine and health” • Attach subjects to resources

  19. Conclusions • ERM –work in progress • Results and reports only as good as the data you enter/import • 3 days of III training = • 3 library staff trained in ERM & Milacq • ERM resource records loaded & updated • Coverage data loaded • Resource, contact, license, acq templates created • Training = Indispensable, worth every $$

  20. III documentation on CSDirect • FAQs • Training Resources: • ERM agenda • Quick Start Guide to ERM • Presentations at previous meetings • Service commitments if you’ve already implemented ERM & want to make changes