1. Managing Electronic Resources inPublic Libraries Presented by Michael SantangeloSession #1: March 7, 2012

2. Session #1 Responsibilities Organizing the work Governance Models and Collaboration Identifying Needs Locating Products Making Selections Product Set-Up Electronic Resources Webpages Promotion and Marketing Training Maintenance and Troubleshooting Electronic Resources Management Tools 3. Session #2 Usage Statistics and Evaluation Vendor Negotiations Contracts Renewals E-Journal Discovery Services Federated Searching Electronic Resources Collection DevelopmentPolicy Keeping up-to-date and keeping active 4. IntroductionWho Am I?Who I Am Not? Web Designer Web Developer Publisher Contract Attorney Statistician Copyright Expert Economist Accountant Technical Writer Copywriter 5. What do we mean by ElectronicResources? Databases Aggregators Gale, Ebsco, Proquest Original Content World Book Online, Student Resources in Context, TeenHealth and Wellness eBook Platforms Overdrive, Gale Virtual Reference Library, eBooks on Ebscohost Online Learning Tools Learning Express Library, Mango Languages, Bookflix, tutor.com, Brainfuse 6. E-Responsibilities (duties, tasks) Identifying Needs Locating Products Making and Finalizing Selections Conducting and Organizing Product Trials Vendor Relationships Contract Negotiations Budgeting Procurement Set-up Marketing/Promotion Internal (To Staff) External (To Public) 7. E-Responsibilities Training External (To Staff) Internal (To Public) Tech Support Internal (To Staff) External (To Public) Usage Statistics Collection and Analysis Creating Digital Policies, Procedures, StrategicPlans Maintenance Renewals 8. Who is primarily responsible? Tech Services/Collection Development Reference Services IT Age Level Coordinators: Childrens, Teen, andAdult Stand Alone Department A wholly unique configuration that no one hasever thought of before and for which you will winnumerous accolades from the library world. 9. Governance Model One person does it all. 10. Governance Models Committee Chair Rotating Chair Permanent Chair (Electronic Resources Manager or other Manager) Committee Charge Decision-making Body Advisory Group Working Group 11. Governance Models Assigned to a specific Total Chaos manager (in addition to other duties) 12. Partners for Collaboration Collection Development/Tech Services/Cataloging Reference Services/Information Services Branch Staff or Public Services Staff Age Level Coordinators: Children, Teens, Adults,Seniors IT Marketing Outreach Services Literacy Services Chat/Telephone Reference Staff 13. Partners for Collaborations Specialty Departments: Historical Collections,Business Services, Ethnic Collections, LocalArchives Development Finance Procurement/Contract Services Administration 14. Partners for Collaboration Not all partners are created equal Prioritize the partners you think will be mosteffective in helping you to manage electronicresources Some partnerships will only be necessary inspecific or specials circumstances Let partners know of your expectations Make everyone involved aware of the finaldecision making process and who is involved 15. Collaboration Partners Match Up Promoting a new database: Marketing, Branch Services, Public Service Staff Setting up a new online learning tool: IT, Web Services Public Training: Reference, Adult, or Information Services, Public Service staff, Marketing Negotiating a contract Procurement staff, library counsel, Finance dept. 16. Tools to Organize Collaborations Meetings Frequency Agendas Invitees Intranet/Workspace/Google Docs Keep relevant documents Post minutes Post trial usernames and passwords Email Discussion List ERMElectronic Resources Management System 17. Organizing Your ElectronicResources 18. Organizing Inventory List of Current Holdings Database Name Company Name Subject(s) Subscription Dates In Library/ Remote Access Vendor Contact List Sales Representative(s) Account Representative(s) Tech Support Representative(s) 19. Organizing Username/Password Information for AdministrativeAccounts Technical Support Log Database Date of Incident Resolution Technical Support Contact URLS/Usernames & Passwords Budget Product Company Funding Information Invoice Numbers Amount Subscription Dates 20. Organizing Collaboration Chart/Committee Chart Members Responsibilities Electronic Resources Strategy/Policy USAGE STATISTICS 21. Tools for Organizing Your Information Electronic Resources Management Systems Database Management System Microsoft Access Open Office Database Spreadsheet Microsoft Excel Open Office Spreadsheet 22. Identifying Needs or Prioritizing YourElectronic Resources Collection Review your current collection By Vendor By Subject By Age Level By Usage Review your print/media circulation Top Nonfiction Areas(CollectionHQ) Reviewing your reference collections and referencestanding order plans Local school curriculums National Governor Associations Common Core StateStandards 23. Identifying Needs Overlaps and gaps in Journal Coverage Survey and discuss with public service staff Coordinate sample studies with public service staff Reference desk queries Frequent collection gaps Survey Educators Institutional Goals 24. Locating Products Catalogs of major vendors Ebsco, Gale, Proquest, ABC CLIO, ScholasticGrolier, Alexander Street Press Reviews Conferencesconference floor Observe the collections of other libraries Yearly Best of lists Award winners Query to listservs Journal Coverage: who has what? Exclusivesand embargoes. 25. Making the Selection Vendor demonstrations In person In collaboration with other library systems, countyand state agencies. Through a consortium program By webinar/conference call One person Multiple staff members Scheduling can be a problem, so space out differentdemonstrations. Theme mornings: career databases, languagelearning 26. Making the SelectionTrials Trial Audiences Local Advisory Committee All Public Service Staff Patrons Trials can be by username/password or by IPauthentication Staff feedback is essential Ask staff to compare competing resources Create a submission form for staff feedback Trial free resources as well as paid resources 27. Setting Up New Products Quick Technical Terms Vocabulary Lesson Referring URL: Helps new products webpage to recognizethat the user is coming from your website. Inside the library, user brought directly to the resources start page. Remote access, user brought directly to login page Librarys login page Vendors login page Example: http://misc.brooklynpubliclibrary.org/remote/?res=abi. Thistells the database that this user is coming from the Brooklyn PublicLibrary. IP Address: Stands for Internet Protocol Address. Uniquenumerical identifier assigned to every machine (device) in acomputer network. It takes the form of four numbersseparated by dots. Example: 101.32.11.264. Give vendor IPranges. IP Authentication: Grants access to recognized IP addressesso that users at your institution will not have to provide accesscredentials, such as username and passwords. 28. Setting Up New Products Login Page or Authentication Page: Webpage on which your patron enters library barcode and PIN information. Proxy Server: a product that helps authenticateand connect your remote users to yoursubscription services. It is part of a group ofproducts called middleware. Examples: OCLCsEZ Proxy and 360 Access Control. Content Management System: allows multipleusers access to the administration of aninstitutions webpages. Users with properusernames and passwords can create, change,and publish content on specific webpages. 29. Setting Up New Products Be aware of start dates Make sure vendor has your proper IP addressesand referring URL Receive products URL from vendor Test URL prior to posting, both in library andremotely. Enter information into your electronic resourcesinformation management tool Username/passwords URL Inventory List 30. Setting Up New Products Select subject categories for new resource Request cataloging (MARC records) for OPAC Write description of new resource Enter information into content managementsystem Test link 31. Electronic Resources Page Easy to get to (dont hide it) Simple straightforward descriptions Two listings Subject Alphabetical (Database A to Z) Database Spotlight List of Popular Databases Links to instructional documents and videos Funding information Content Management Systems flatten the work 32. Promoting and Marketing Electronic Resources Public: Electronic resources webpage is the first and bestplace to promote. Database spotlight List of popular databases Webpage tout Newsletters Social Media: Twitter and Facebook Internal Electronic resources updates New product announcements and cancellations 33. Training Staff Training A great reminder Regularly scheduled Older products as well as newer products Great way to promote staff involvement Promote database trials Vendor hosted as well as staff hosted Share vendor emails with staff and encouragepublic services colleagues to sign up for vendorannouncement emails Promote staff excellence in specific resources 34. Training Public Training In person Central location and branch locations Open sessions Work in collaboration with public service managers and staff Video Handouts for branch staff Outreach events Fairs Schools Community Events Job Centers 35. Maintenance/Troubleshooting Schedule check ups Check each link regularly Remote as well as in library Use committee members to check links andauthentication Make sure staff know to contact you and/orappropriate IT colleague Email Telephone call for emergencies (access shut off) Record issues in tech support log Keep informed of all maintenance issues Update your e-journal discovery service Update your federated search product 36. Electronic Resources Management Tools Helps to organize all aspects of Electronic Resources Allows multiple staff in remote locations to record,collect, and view data. Allows for continuity despite staff changes. Popular products Serials Solutions: 360 Resource Manager Ebscohosts ERM Essentials ILS systems Innovative Interfaces Inc. (Millennium): ERM Open Source ERMes: University of Wisconsin at LaCrosse CORAL: University of Notre Dame 37. Questions