# Presentation: 015906

## Managing Electronic Resources in Health Science Libraries

- Greg Bodin, MLIS, AHIP
- Technology Coordinator
- NN/LM SCR

## Objectives

- become familiar with basic electronic resources and their corresponding technologies
- identify advanced technologies and future trends in health science libraries
- discuss planning for electronic resource provision
- learn methods for troubleshooting and resolving electronic resource problems
- identify resources for learning more about electronic health information resources

## Beyond Bricks and Books: What are the Basic E-Resources?

- staff workstation(s)
- document delivery
- public workstation(s)
- e-journals, databases, e-services
- integrated library system
- library web presence

## Into the Future: Advanced Resources

- wireless – WiFi, bluetooth, Blackberry, etc.
- blogs and RSS
- e-books
- metadata applications
- folksonomies
- network / Internet security
- distance education support
- enhanced e-services
- enhanced web presence
- Google impact: Print, Scholar, etc.
- http://www.ala.org/ala/lita/litaresources/toptechtrends/toptechnology.htm

## Technology Jargon

- Dr. Smith, Chief of Gastroenterology and Chair of the Library Committee, comes to the reference desk and asks the following:
*“**I need to find articles that discuss if gallbladder ejection fraction predicts outcome after cholecystectomy for suspected chronic acalculous gallbladder dysfunction.”*

## Technology Jargon

- The OPAC isn’t working. You open a helpdesk ticket and months later you receive an explanation from John Useless, the latest in a long line of IT personnel assigned to handle library issues:
*“**The library catalog isn’t working because the server needs to be attached via a 100MB full-duplex switched connection, rather than the 10MB port on the subnet router that is in use now.”*

## Technology Jargon

- The only difference is the jargon!
- Webopedia  http://www.pcwebopedia.com/
- NetLingo http://www.netlingo.com/
- Tech Web http://www.techweb.com/encyclopedia/

## Slide 8

## Communication Breakdown

- library staff who know what the application should do

- IT department who have to install it / maintain it

## Communication Breakdown

- library staff who know what they want / need

- internal IT department staff who try to help

- vendor tech support staff who try to help

## Communication Breakdown

- library staff who need to solve a problem

- vendor who thinks it can do it all for them

- vendor tech support who really know what it can do

## Communication Tips

- when purchasing or upgrading a system, application, etc., create an inventory of functionality before you meet with the vendor
- request for proposals (RFP)
- examples:
- http://www.internetraining.com/6art2.htm
- http://www.webdevelopersjournal.com/columns/writerfp.html

## Communication Tips

- know your server/workstation/network infrastructure, even if you don’t understand it
- obtain a copy of specifications from your purchasing department, IT department, etc.
- show server/hardware specs to the vendor
- Make sure their tech support sees it too!
- vice versa: give application specs to IT

## Communication Tips

- bring IT into meetings with vendor, keep them in the loop
- buy-in from IT from the beginning goes a long, long way
- opportunity for them to ask questions, find hidden obstacles, etc.

## Working with IT

*An Equal **Relationship** of Professionals*

## Working with IT

- their job is to serve you BUT
**triage:** hospital library vs. emergency room
**size:** hospital library vs. many other departments, divisions, offices
**conflicting views:** disconnect on goals, objectives, focus, etc.
**rapid technology change:** systems, platforms, etc.

## Working with IT

- Cowen JL, Edson J. Best Practice in Library/Information Technology Collaboration. *Journal of Hospital Librarianship.  *2004; 2(4): 1-15
- actively pursue good relationship
- tie library needs to organization’s overall strategy
- align IT and library in organization chart
- libraries provide ***content***
- IT provides ***conduit***

## Working with IT

- case study: staff workstations
- problems
- all the regular things that can go wrong
- library-specific software
- workstation is on a restricted network
- streaming media not allowed, certain server ports are closed, Internet filters, file size restrictions, firewall restrictions

## Working with IT

- case study: staff workstations
- solutions
- know your workstation
- inventory installed applications including version (usually located under the help menu, “about”)
- inventory computer specifications (RAM, hard drive size, processor speed, etc.)
- maintain good records
- provide detailed information about problem, keep log of actions, resolutions, etc.

## Working with IT

- case study: staff workstations
- solutions
- Learn more!
- a knowledgeable librarian gets *respect* from the IT department
- research current trends, technologies, etc.
- learn the jargon
- pizza works sometimes as well...

## Basic Library Electronic Services

- public access software/hardware
- document delivery
- integrated library system
- library web presence

## Public Access Software/Hardware

- issues
- security / unauthorized usage
- inappropriate downloads
- tinkering
- cost / usage
- hardware wear-and-tear
- printing / copying cost recovery problems

## Public Access Software/Hardware

- issues
- management
- maintaining the same “image” on multiple machines – software applications, settings, etc.
- different equipment specifications, equipment purchased at different times, etc.

## Public Access Software/Hardware

- solutions
- desktop control
- cost recovery
- patron management
- Software Solutions for Managing Public Access Workstations _[http://](http://www.infopeople.org/howto/pubaccess_software.html)__[www.infopeople.org/howto/pubaccess_software.html](http://www.infopeople.org/howto/pubaccess_software.html)_

## Public Access Software/Hardware

- solution – desktop control software
- lock down solution
- no setting changes, no software installations, etc.
- patron can do only what you allow
- “image” software
- daily reboot to clean “image”
- user can install all the malicious software they care to – it goes away on reboot
- also allows multiple machines to be managed simultaneously

## Public Access Software/Hardware

- solution – cost recovery systems
- printer control software
- patron sends print job to printer
- job is intercepted by print control software
- job is released to printer once payment is made
- can configure for copy cards or cost center codes

## Public Access Software/Hardware

- solution – patron management systems
- patron authentication systems allow only “authorized” used to log into system
- also time-out software

## Document Delivery

- issues
- critical library function
- library specific - IT often not clear on function of software
- file size – email and/or server restrictions
- firewall restrictions
- e.g. Ariel works with firewalls but requires certain ports to be open http://www4.infotrieve.com/ariel/arinstal.html#firewall
- increased demand for electronic document delivery

## Document Delivery

- solutions
- communication with IT critical
- DOCLINE and other application training
- LinkOut, Loansome Doc, etc.
- management solutions
- many solutions for many needs
- QuickDoc, Illiad, Relais, etc.
- electronic document delivery
- Ariel
- Ariel “alternatives”

## Integrated Library System (“The Catalog”)

- issues:
- large application loaded on a server for use by several / many clients (machines), requires significant infrastructure
- data backup crucial
- remote access to information becoming more important
- role with electronic resources is growing yet vendors are not keeping up

## Integrated Library System (“The Catalog”)

- solutions:
- communication with IT
- communication with vendor
- sales representative, account executive, vendor tech support, CEO, whomever...
- crystal ball reading:
- ILS technologies/vendors in state of flux
- cannot currently manage electronic resources, not really
- will be some time before vendors come up with adequate solutions

## Library Web Presence

- access to basic library documentation
- policies, contact info, hours, etc.
- access to resources
- free and fee
- in-house and remote
- access to services
- service request forms, library staff email, calendar of events, etc.

## Library Web Presence

- issues:
- locally-owned site vs. institutional site
- typically part of a larger institution
- bound by institution web policies, design guidelines, etc.
- often have to provide content within a template
- web development skills
- html and so much more
- more interactive, less static
- slightly easier when using content management systems such as Macromedia Contribute, etc.
- building and maintaining web page takes lots of time

## Library Web Presence

- learn the skills
- working with web developers:
- outline what you want, page by page
- librarians are ***experts*** at organizing information
- remember usability principles for content
- people don’t read, they scan – bulleted text, short statements, etc.
- don’t make people think about content
- create content that is web-ready

## Electronic Information Resources

- What can you offer?
- online databases
- e-journals
- e-books
- e-library services – reference, ILL, circulation, reserves, etc.
- web page typically serves as portal to resources
- intranet or Internet or both

## Electronic Information Resources

- things to consider:
- different levels of service depending on user
- staff
- consortia members
- alumni, retirees
- public, etc.
- different types of resources
- free - fee
- local – remote
- http://www2.library.unr.edu/anderson/workflow.html

## Electronic Information Resources

- back-end management issues (tech services)
- pricing
- licensing
- ILL issues
- content management – How are you going to deal with all of this stuff?
- library catalog
- in-house e-resource management application
- proprietary e-resource management application
- archive issues

## Electronic Information Resources

- front-end management issues (public services)
- local vs. remote access
- access levels, authentication
- multiple methods of access: catalog, journal holding databases, etc.
- linking to full text – They’ve searched the database, and found the citation, now what?
- lots of resources – see handout

## E-Resource Pricing

- models
- free access
- individual subscription
- pay-per-view
- full text access
- typically NOT for library use!
- institutional subscription
- workstation / department / subnet-limited
- site-wide
- consortia
- partial content / embargoed content
- open access model

## E-Resource Pricing

- issues
- multitude of pricing options
- institutional discounts, consortial pricing
- interaction with current print subscription
- free with print subscription
- added to print subscription with price increase
- electronic only
- could be same price as print, more, or less
- aggregators, bundles
- better price sometimes, but less control

## E-Resource Pricing

- issues
- prices are often negotiable and need to be questioned / examined closely
*no good resources currently available*

## E-Resource Licensing

- issues:
- when a subscription is purchased for an e-resource, typically a license is purchased to ***use*** the resource, not to ***own*** the resource
- shrink-wrap / click licenses
- loss of rights that are traditional in print collections
- fair use (copyright)
- Interlibrary Loan
- restrictions on types and extent of use
- geographic location, types of users, etc.
- termination of contract due to inappropriate use by patron

## E-Resource Licensing

- solutions:
- many resources
- negotiation
- legal department

## Content Management

- via ILS
- acquisition, serial, and cataloging modules may be used to manage electronic journals
- MARC field 856 - Electronic Location and Access
- MARC is geared to print resources, details such as duration of license, renewal date, number of simultaneous users, etc., not included
- only link to journal, not specific articles
- MARC not really up to the task...

## Content Management

- e-journal holdings services
- do-it-yourself in-house resource
- static a-z listing or database of holdings
- journal aggregators offer data files describing holdings (often MARC records with holdings data added)
- content management services
- journal management systems such as Ebsco A-Z, Serials Solutions AMS, etc.
- metadata becomes important
- publisher data, duration of license, renewal date, number of simultaneous users, etc.

## Content Management

- electronic resource management systems
- integrated products for managing databases, electronic journals, print journals, etc.
- manage all e-resources and integrate to existing print resources
- takes over many roles from the catalog and expands the role
- metadata becomes *really* important
- still a developing technology

## Providing Access to Collection

- linking from the OPAC
- user searches for e-journal, record contains URL linking to publisher site
- limitation is that it only goes to journal, not article
- also, not good for a comprehensive reference search – hard to integrate all possible resources since they don’t all fit well in existing ILS systems

## Providing Access to Collection

- e-journal resource locator
- list of e-journals, databases, etc.
- static html or database-driven
- can be labor-intensive, can be populated by e-journal vendor data
- can also use proprietary service
- only goes to journal, not article
- newly emerging electronic resource management systems may help this...

## Providing Access to Full Text

- Nurse Joan Patron searches a database (e.g. PubMed), finds a relevant article citation and now wants the full text article.
- How do you connect her to the article?
- link the user from citation directly to journal article
- PubMed LinkOut http://www.ncbi.nlm.nih.gov/entrez/linkout/
- OpenURL technology

## PubMed LinkOut

- http://www.ncbi.nlm.nih.gov/entrez/linkout/
- citations in PubMed “link out” to the article URL on the publisher site
- requirements
- publisher participation
- must provide citation information including URL for article in specified format (XML) with correct metadata
- http://www.ncbi.nlm.nih.gov/entrez/linkout/doc/publinkout.html
- library participation
- must provide holdings information
- http://www.ncbi.nlm.nih.gov/entrez/linkout/doc/liblinkout.html
- still need to address authentication issues

## OpenURL

- a standard for transmitting metadata about an electronic resource
- how it works:
- user performs search in an OpenURL enabled database and finds desired citation link
- the URL for the citation is written in a specific format that provides two pieces of information
- the location of a link resolver server
- the metadata elements of the journal article
- user clicks on link, the journal article data is sent to the link resolver server

## OpenURL

- how it works, continued:
- link resolver server receives the journal article data and determines if the journal is held by the library
- link resolver server then determines what options the user gets and displays them
- page is displayed for user based on results
- full text article (if library owns)
- print collection location
- ILL request form

## OpenURL

- Smith J. An Important Medical Finding. *Very Expensive Scientific Journal.  *2004; 3(2): 123-124
- http://linkresolver.medicallibrary.edu/?atitle=An+Important+Medical+Finding&volume=3&issue=2&date=2004&spage=123&aulast=Smith&aufirst=J&issn=1234-5678&title=Very+Expensive+Scientific+Journal

## OpenURL

- three ingredients
- participating publisher – provide content using OpenURL standard
- library holdings data
- link resolver system
- Note: PubMed is now OpenURL enabled (Outside Tool feature)

## Providing Access

- types of access
- user id / password
- management issues, distribution issues, etc.

## Providing Access

- ip authentication
- ip address: every computer on the Internet has a unique address
- e.g. 123.4.56.78
- access is authorized for the database when it is requested from a specific IP address
- can be a single address, several specific addresses, or a range of addresses
- depends on contract, vendor –some vendors do not allow multiple IP addresses
- remote access issue

## Remote Access

- methods
- user id / password
- easy to implement
- management issues
- user logs in to institution network via virtual private network or client software
- user logs into proxy server, appears to be connected from institution

## Online Databases

- many of same issues as e-journals
- How do you direct users to best resource?
- federated searching
- sometimes offered with ILS
- The Truth About Federated Searching _[http://www.infotoday.com/it/oct03/hane1.shtml](http://www.infotoday.com/it/oct03/hane1.shtml)__ _
- The Right Solution: Federated Search Tools _[http://www.libraryjournal.com/index.asp?layout=article&articleid=CA302427&display=Digital+LibrariesNews&industry=Digital+Libraries&industryid=3760&verticalid=151](http://www.libraryjournal.com/index.asp?layout=article&articleid=CA302427&display=Digital+LibrariesNews&industry=Digital+Libraries&industryid=3760&verticalid=151)__ _

## Electronic Services

- virtual reference services
- ask a librarian (email)
- online chat, more sophisticated systems
- e reserves – typically part of ILS
- service request forms (e.g. document delivery, database search request form)
- could be a simple email form or database driven (more complex)
- Electronic Reference Service: Some Suggested Guidelines http://www.lis.uiuc.edu/~b-sloan/guide.html

## Into the Future: Advanced Resources

- pervasive computing (i.e. mobile devices)
- wireless
- metadata
- RFID
- blogs, rss, wikis, and other communication tools
- Google Print, Scholar, and MetaSearching
- folksonomies

## Pervasive Computing

- idea of computing in many environments, with all types of devices
- cell phones, personal digital assistants, tablet PCs, laptops, PCs, etc.
- difficulty supporting multitude of devices and platforms
- challenge of providing content on a multitude of devices

## The Wireless Library

- provide Internet access throughout a physical space
- devices must be enabled for service and communicate with the same protocol
- may be limited to internal devices or public

## The Wireless Library

- three types of connectivity, each requires particular device
- personal area network (PAN)
- range of up to 100 feet, eliminates the needs for wires
- e.g. Bluetooth
- local area network (LAN)
- range of up to 300 feet
- e.g. wi-fi cards (802.11a,b,g)
- wide area network (WAN)
- range up to 20 miles
- uses digital phone networks
- Blackberry

## Metadata

- “Metadata is descriptive information about an object or resource whether it be physical or electronic.... Library card catalogs represent a well-established type of metadata that has served as collection management and resource discovery tools for decades.”
- From the Dublin Core website (http://dublincore.org/resources/faq/#whatismetadata)

## Metadata

- becoming more important in the electronic realm
- terms of licensing
- access parameters
- subscription expiration dates, etc.
- critical to electronic management systems
- move away from MARC

## New Communication Methods

- blogs (web logs)
- online web diary where a user can add content on a regular basis
- can serve as a communication/collaboration medium for discussion of a topic of interest
- becoming a primary method of communication
- podcasts = audio blogs

## New Communication Methods

- RSS
- allows dissemination of regularly changing web content
- allows web users to stay informed by being notified when new content is available, rather than having to visit the site to see if changes have occurred
- new blog posting = new RSS alert

## New Communication Methods

- wikis
- collaboration as well as communication
- content is constantly being amended and edited by it users
- becoming more prominent in organizations and groups that have a large body of knowledge to be shared by the group

## Google

- http://www.google.com/intl/en/options/
- Print
- http://print.google.com/
- Scholar
- http://scholar.google.com/

## Folksonomies

- aka “tagging”
- user-created classification and categorization
- points to need for classification systems

## Planning for Technology

- create short and long term plan
- don’t forget to incorporate “needs”
- education, IT, corporate, etc.
- research grant / funding possibilities

## Learning More / Keeping Up

- Internet – blogs, websites, discussion lists
- see list
- books
*The Accidental Systems Librarian *by Rachel Singer Gordon
*The Systems Librarian *by Thomas C. Wilson
*Introduction to Automation for Librarians (4**th** ed.) *by William Saffady

## Learning More / Keeping Up

- Journals
*Computers in Libraries*
*Electronic Library*
*Information Technology and Libraries*
*Library Hi-Tech*
*Library Systems Newsletter*
*Library Technology Reports*

## Questions? Comments?

- Greg Bodin, MLIS, AHIP
- Technology Coordinator
- NN/LM SCR
- HAM-TMC Library
- 1133 John Freeman Blvd.
- Houston, TX 77030
- 800.338.7657 (AR, LA, NM, OK, TX)
- 713.799.7880
- _[gbodin@library.tmc.edu](mailto:gbodin@library.tmc.edu)_
- _[http://nnlm.gov/scr](http://nnlm.gov/scr)__ _