# Presentation: 319635

## Managing Electronic Resources in Today’s ILMS Environment

*Beth Forrest Warner*
*Director, Digital Library Initiatives,*
*University of Kansas*
***LC’s Digital Future & You***
*Library of Congress*
*March 13, 2003*

**Notes:**
Introduction, background on how this topic began and evolved 

## Evolution of Access

- Card catalogs
- Online catalogs
- Online databases
- Online journals
- The Web

- Confusion!

**Notes:**
a little background on the evolution of online access 

## Variety of E-Resources

- E-journals / e-serials
- Citation databases
- Full-text article databases
- Non-serial content such as e-books, government documents, numeric datasets, spatial data, eprints, images, audio, video, websites, etc.
- Content manipulation tools.

**Notes:**
changes in access methods have been coupled with increase in variety and volume of electronic resources 

## Today’s Access Issues

- Blurring of lines between what is owned *vs.* what is accessible *vs.* what exists
- Variety of formats
- Variety of access methods *(http, ftp, print...)*
- Content *vs.* carrier *(aggregated resources)*
- Accurate description
- Rights management
- Volatility of resources
- Trust factor.

**Notes:**
these changes and growth have resulted in the range of access issues we face today, including... 

## A Community Challenge

- Identify what is owned / licensed / collected
- Identify works of interest for specific communities of users
- Show where a resource is located (locally, remotely)
- Indicate what can be done with it (rights)
- Get users to the resource quickly & easily...
*Bring people and content together accurately, easily, efficiently*

**Notes:**
This has created a new set of management issues and challenges for the library community 

## User’s Perspective

- Don’t bother me with the details,
- just get me to the stuff I want –
- preferably online –
*preferably** **NOW!*

**Notes:**
with the typical user response... 

## Challenge

- Bringing it all together...

**Notes:**
the challenge is bringing it all together in a more coherent environment that shields the user from some of the “messiness” 

## Management Issues

- Identifying resources
- Acquiring ownership / access
- Tracking ownership / access
- Description
- Integration
- Searching / presentation
- Resource access
- User support / instruction
- Evaluation.

**Notes:**
So, what are the key resource management issues we face in this environment (step quickly through broad issues) 

## Core ILMS Functions 

- Acquisitions
- Description / bibliographic control
- including Authorities
- Inventory / holdings
- Access control / circulation
- Access / OPAC
- Reporting / Statistics.

**Notes:**
In the past, these issues have translated reasonably well into functions built into the basic ILMS 

## Is the ILMS Enough...? 

- ILMS
- Functions

- Resource
- Management /
- Access Needs

**Notes:**
But, in today’s environment, is the basic ILMS enough...?? [transition]

## Is the ILMS Enough...? 

- Full Resource
- Management & Access
- Functions

**Notes:**
....  Let’s explore those basic ILMS functions and see how they map to today’s requirements

## Management Functions

- Acquisitions
*Traditionally:* Ownership
*Current:* Ownership _and_ Access
- Requirements
- Selection / review process tracking
- Local / Consortial
- License management and tracking
- Local / Consortial
- Aggregated resource component management and tracking
- Payment tracking / fund management
- Technical management information tracking

**Notes:**
Acquisitions (walk through points)

## Management Functions

- Description / Bibliographic Control
*Traditionally: *MARC, LCSH, LCC, DDC, stable resources
*Current: *Multiple descriptive formats, thesauri, volatile resources, past and present
- Requirements
- Extensions to MARC *(flexible, nimble)*
- New metadata formats *(integration)*
- Multiple manifestations *(relationships) *& formats
- Authority control in an uncontrolled environment *(Web)*
- Ease of update for volatile resources
- Direct links to external objects *(link management)*
- Description vs. Access

**Notes:**
Description / Bibliographic Control (walk through points)

## Management Functions

- Inventory / Holdings
*Traditionally: *track owned items, call numbers, stable
*Current: *track owned, licensed, accessible items; URLS; volatile
- Requirements
- Bring together multiple manifestations
- “Appropriate copy” issues
- Volatile holdings from aggregators
- Tracking “free” Web resources
- URL management / NRS

**Notes:**
Inventory / Holdings (walk through points)

## Management Functions

- Access Control / Circulation
*Traditionally: *track owned items, call numbers, stable
*Current: *control physical access, control virtual access (authentication / authorization); remote users; volatile
- Requirements
- Interpreting license provisions
- Integration with campus implementations for authentication / authorization *(definitions)*
- Distance learners / remote users

**Notes:**
Access Control / Circulation (walk through points)

## Management Functions

- Access / OPAC
*Traditionally: *access to local materials; search against controlled records *(MARC, LCSH);* extension to A&I files
*Current: *access to local & remote materials; search against controlled & uncontrolled records; multiple formats, sources
- Requirements
- Interpreting / presenting license provisions for users
- Integration with institutional implementations for A/A
- Distance learners / remote users
- Integrating multiple sources *(local, remote)*
- Integrating multiple record, format, & search types

**Notes:**
Access / OPAC (walk through points)

## Management Functions

- Reporting / Statistics
*Traditionally:* circulation statistics, searches in databases
*Current: *circulations, searches, resource access, web use...
- Requirements
- defining what the relevant measures are today
- determining how to measure them accurately
- moving from “counting” to “managing”

**Notes:**
Reporting / Statistics (walk through points)

## Functionality Needs

- Pre-purchase evaluation tracking
- Interpret, categorize, track, publicize license provisions
- “Acquire” / track free resources
- Accommodate new metadata formats
- Track details of resource components and multiple manifestations of content
- Manage volatility of content, links

**Notes:**
So, how do these management requirements translate into functionality needs? 
Functionality needs:
a.      More people are involved in this process with different kinds of criteria
b.      Normalization??
c.      All those great web-sites out there...
d.      Variety of new formats supported by different communities of interest
e.      Journal aggregators, multiple providers
f.       Half-life of info on the web... 

## Functionality Needs (cont.)

- Provide better resource discovery functions – federation, aggregation
- Integration with institutional I/A/A infrastructure
- Provide easy access to and use of materials, both physical & digital
- Handle “appropriate copy” issues

**Notes:**
Functionality needs (cont)
a.      Better ways of getting people to the info they need – and hiding the messiness
b.      Move to single-signon environment; move away from IP authentication; new middleware developments like Shibboleth
c.      New reporting / evaluation measures in the new environment – are we getting people to the info they need; are they using it effectively?
d.      Who to call if the resource is down...

## Functionality Needs (cont.)

- Better measures of successful resource provision
- Provide easy, accurate troubleshooting information

**Notes:**
Functionality needs (cont)
a.      Better ways of getting people to the info they need – and hiding the messiness
b.      Move to single-signon environment; move away from IP authentication; new middleware developments like Shibboleth
c.      New reporting / evaluation measures in the new environment – are we getting people to the info they need; are they using it effectively?
d.      Who to call if the resource is down...

## Making the Match...

- So how well is the basic ILMS addressing these new functional requirements?
- Depends on how we continue to define the ILMS

**Notes:**
So how well is today’s basic ILMS meeting these needs?  Depends on how we define the basic ILMS 

## The “I” in ILMS...

**I**ntegrated

- Library Management System

- Not all-_**I**_nclusive...

**I**nteroperable

- Resource
- Management /
- Access Needs

- ILMS
- Functions

**Notes:**
Just what does the “I” in ILMS mean...? 

## Redefining the “I”...

- Shift focus from integration _into_ the ILMS to
- integration _of_ the ILMS ...

**Notes:**
It’s time to redefine the “I”... 
Focus on ILMS as the core of a group of extended functions rather than trying to make one system do it all. 

## Creating the "RME”

- Need to create the *Resource Management Environment*
- Key: openness, interoperability, and integration with external systems and services
- standard data formats
- standardized application interfaces, services
- standardized data transfer protocols
- Look beyond current library developments and standards...

**Notes:**
Resource Management Environment... 

## RME Components

- Electronic Resources Management
- Workflow management / tracking systems
- License component management / tracking
- Examples:
- Electronic Resource Management Initiative (ERMI)
- New module development by traditional ILMS vendors

**Notes:**
Much of what you’ll hear about the rest of today could be considered components in this developing resource management environment:
a.      ERM
         i.      DLF-sponsored project that Tim Jewell will be talking about later today
         ii.      III has taken lead here; others are investigating, some as part of their DL product line
b.      Metadata initiatives
         i.      “New” formats: DC, VRA, EAD, FGDC, MARC21, etc.
         ii.      management methods: cataloging rule changes, CORC, specialized repositories / tools
         iii.      Extended description services: Syndetic Solutions, ONIX, 
c.      E-journal mgmt services that October Ivins will be describing later; E-book delivery; dataset registration services (ICPSR) 

## RME Components (cont.)

- Metadata, extended / linked description
- DC, EAD, VRA, FGDC, etc.
- ONIX
- Content management services
- Serials Solutions, TDNet, Ebsco, etc.
- Linking standards
- OpenURL
- Identifiers / Name Resolution services
- Handles, DOIs, purls, URIs, URNs

**Notes:**
Developments (cont)
a.      Linking standards
b.      Search protocols
c.      Discovery methods (federation, aggregation)
d.      Web Services
e.      A/A services (away from IP ranges to middleware - Shibboleth)
f.        Management stats – ARL

## RME Components (cont.)

- Search protocols / standards
- Z39.50, http, XML gateways
- Web services / search engines
- Google, AlltheWeb, Intelliseek, etc.
- Discovery methods
- Federation (ex. _[ENCompass](http://www.diglib.ku.edu/)_, MetaLib)
- Aggregation (ex. OAI harvesters / services)

**Notes:**
Developments (cont)
a.      Linking standards
b.      Search protocols
c.      Discovery methods (federation, aggregation)
d.      Web Services
e.      A/A services (away from IP ranges to middleware - Shibboleth)
f.        Management stats – ARL

## RME Components (cont.)

- Repository services
- Eprints services, DSpace repositories
- Content management services
- Content manipulation / analysis tools
- Page-turning software, image viewers, GIS viewers / mapping tools, statistical analysis

**Notes:**
Developments (cont)
a.      Linking standards
b.      Search protocols
c.      Discovery methods (federation, aggregation)
d.      Web Services
e.      A/A services (away from IP ranges to middleware - Shibboleth)
f.        Management stats – ARL

## RME Components (cont.)

- Authentication / Authorization services
- LDAP, Internet2 middleware, EduPerson, certificates
- Rights Management tools
- Portals
- personalization / customization
- Management statistics redefinition

**Notes:**
Developments (cont)
a.      Linking standards
b.      Search protocols
c.      Discovery methods (federation, aggregation)
d.      Web Services
e.      A/A services (away from IP ranges to middleware - Shibboleth)
f.        Management stats – ARL

## The End Result?

-    A one-stop client-oriented access environment that organizes and personalizes the available information descriptions, resources and tools to the specific needs and characteristics of the person visiting the site.

## RME Characteristics

- Overcomes geographical boundaries
- Overcomes informational barriers
- Is information driven, not system driven
- Systems are capable of forming instant partnerships
- Fluid forms (no rigid organizational structures...)
- Ability to respond with exceptional speed and agility to environmental changes

## Current Environment

## Enhanced Environment

## Basic Components

- Presentation /
- Navigation

- Resource Discovery

- Repositories

- Policies

- Procedures

**Notes:**
Portals: navigation / presentation interfaces
Search tools
Local repositories / management / dissemination

## Slide 35

## Conclusions

- How well does the ILMS stack up?
- Depends on expectations
- Not well as a total solution
- Just fine as a core component to a broader solution
- Key: open, interoperable, modular, standards-based systems

**Notes:**
Conclusions
a.      How well does today’s ILMS address today’s resource management needs?
b.      Depends on our expectations
c.      Not well if we expect the ILMS to do it all
d.      Can be a key component if we work to integrate it into the extended RME and focus on open, interoperable, standards-based systems.

## ILMS as Core: Key Points

- Focus on data portability
- Focus on using existing industry standards for new services
- develop only what’s truly unique

**Notes:**
ILMS as Core – Key points... 

## ILMS as Core: Key Points

- Focus on enhancing the openness and interoperability of current systems with external systems (including non-library...)
- Focus the core ILMS on what it was designed to do – and still does well today

**Notes:**
ILMS as Core – Key points... 

## Questions??

*Beth Forrest Warner*
*Director, Digital Library Initiatives,*
*University of Kansas*
*bwarner@ku.edu*

## Copyright Statement

*Copyright, Beth Forrest Warner, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors*

## ENCompass at KU

- Demonstration of the
- _[KU Digital Library System](http://diglib.ku.edu/)_
*http://www.diglib.ku.edu*