ERTS Public Web Site

A growing need exists for information management of issues related to e-resources that is not accommodated through integrated library systems. Some of these data include license restrictions, authentication means, technical contacts, and statistics availability. Paper files maintained by Serials Librarians have proven inadequate in both accessibility and organization. Making e-resource metadata available to Interlibrary Loan Specialists, Reference Librarians, and Department Heads requires an online gateway of the ERTS model.

Electronic resources purchased by any Tri-College Library are entered in ERTS. In the case of volatile journal aggregators, collection-level records will be entered for the licensed resources. ERTS defines volatile as any of the following:

Except for exceptional cases, freely-available electronic resources are not entered in ERTS.

Licensors: entities from whom we license resources
Items: individual resource titles
Purchases: acquisitions data about the resources
Vendors: entities from whom we purchase resources)

The database is web-accessible and password-restricted.

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Element Set

Elements are grouped here as they are in screens presented to the user. Where portals display elements from other tables, those are shown in {}. Screens given here are those used by staff rather than the few simpler public views.

Table: Licensor

Our intent is to have one licensor record for all libraries that use that license, even if our terms differ slightly. There is a different field for each library to reference the complete license by URL to a vendor site or a local pdf file. Any differences in terms for ILL, printing, etc. would be described in the appropriate text fields.

Data displays on three separate displays - Opening display with license conditions, technical information display, and statistics collection information display.

	Field		Field Type	Purpose
*Opening Display*
	Licensor		Text	Organization which controls the license; chief link among the main tables
	License URL Bryn Mawr		Text	URL to vendor license location or to local pdf of printed license. Bryn Mawr License
	License URL Haverford		Text	Same: Haverford License
	License URL Swarthmore		Text	Same: Swarthmore License
	License URL Consortium		Text	Same: Consortium License (for joint licenses)
	Online Documentation URL		Text	URL location of online documentation for the licensor's products
*License Conditions Section*
	ILL Allowed?		Values: yes, no, N/A, unknown	Quick info on ILL rights
	ILL Detail		Text	Explanation or exceptions if needed
	Simultaneous User Restrict		Text	Terms or limits on simultaneous use
	Print Restrictions		Text	Terms for Printing
	Remote Access Restrictions		Text	Terms for Remote use
	Reserve Restrictions		Text	Terms for Reserve use
	SDI availability		Text	Notes on SDI services offered
	Archival Guarantee		Text	Long-term availability guarentees
	Negotiation Contact		Text	Licensor contact for contract negotiations
	General Comments		Text	Free text comments
	Last updated		Date - autofill
	Updater Initials		Text - initials
*Technical Information Display*
	Technical Contact		Text	Licensor technical contact for product access issues
	{Service Comments}		{Portal to Service Table}	Date, Location and beginning of each comment; link to Service table
	Authorization		Values: IP address, Passwords, Other	Type of authorization used for access
	Authorization Details		Text	Details of authorization
	Content Note		Text	Coverage, e.g., journals include letters, advertisements, etc.
	Publication Lag		Text	Lag time (or advance publication) vis-a-vis any print or other versions.
	Linking Service		Values: Silverlinker, SFX, none, other	Which link servers are used with the product
	Linking Service Note		Text	Linking service details
*Statistics Information Display*		(Four sets of these fields, one for each library)
	Statistics URL		Text	URL or other location to get use statistics
	Schedule		Text	Statistics pickup schedule
	Responsibility		Text	Person assigned to statistics
	Instructions		Text	Special instructions for access or manipulation
*Special Function Fields*
	See Ref		Text	Creates a See reference in search results lists
	LibraryChoice		Values: Bryn Mawr, Haverford, Swarthmore, Consortium	Facilitates retrieval of titles for one license and one library
	Create Date		Date - autofill

Table: Title

Title table includes information about individual titles subscribed through collections, titles of collections themselves, and titles of other electronic services such as indexes. The intent is to create a single place to search any electronic resource by its title and retrieve it.

The intent is to have one entry per title on which each library records which licensor they use for the title. The title information links back to the license table through the licensor name.

	Field	Type	Purpose
*Main Title Display*
	Title	Text	Title of individual journal, of collection, of aggregation or of electronic service
	Tripod Title URL	Text	URL to search the Consortium OPAC by the title
	Consortium Licensor	Values: Licensors	Licensor source for Consortium
	BMC Licensor	Values: Licensors	Licensor source for Bryn Mawr
	HC Licensor	Values: Licensors	Licensor source for Haverford
	SC Licensor	Values: Licensors	Licensor source for Swarthmore
	{License detail}	{Portal}	Displays selected fields from selected licensor record; links to complete licensor record
	Format	Values: E-Journal, E-Book, Database, Collection, Aggregation, Other	Specifies type of title. Collections are groups of titles from a single publisher; aggregations are groups of titles from several publishers.
	{Current Purchase Records}	{Portal}	Library and Amount paid from each related purchase record; link to purchase record
*Collection Cataloging Information*			*Instructions for cataloging constituent titles of collections and aggregations.*
	Tripod Collection URL	Text	URL to search the collection title on the OPAC
	Tripod Titles URL	Text	URL to retrieve all cataloged constituent tiels on OPAC
	OPAC Search Index	Values: Author, Title, JournalTitle	Type of OPAC search for constitutent titles
	OPAC Search Text	Text	Text of OPAC search for constitutent titles
	Title Level Cataloging	Values: Yes, No, Other	Whether title-level cataloging is done for the collection
	Cataloging Decision Note	Text	Details on decision
	Cataloger	Text	Name of responsible library and cataloger
	Cataloging Method	Values: MailMerge, OCLC, Other	Whether cataloging is done on OCLC, or MARC records created through MailMerge process, or other method.
	Excel File Location	Text	Workstation and file lcoation of MailMerge Excel file and Word template.
	Cataloging Method Note	Text	Details of cataloging method
	Overlay Tag	Text	Tag and content used to overlay/update title cataloging records.
	Marc Tag	Text - repeating	Standard fields for cataloged titles in this collection
	Marc Indicators	Text - repeating	Indicators for the fields
	Marc Data	Text - repeating	Data for the fields
	Cataloging Content Note	Text	Additional cataloging notes
*Publisher-related information*
	Title List URL	Text	URL for the collection/aggregation title list supplied by the publisher
	Title List note	Text	Details about title list
	Title List Update Frequency	Text	Frequency of title list updates
	Vendor Local Contact	Text	Vendor contact information if different for this title.

Table: PurchaseInformation

This table tracks payments for electronic services. Each record is for only one library, and links back to the title table through the title, and to the licensor database through the licensor name.

*Basic Information*
	Title	Text	Copied from Title Record
	Library	Value: BMC, HC, SC or Consortium	Library or Consortium for this purchase
	Licensor	Value: from Licensor table	Initially copied from Title Record
	Vendor	Value: from Vendor file
*5 Years of Purchase data, set of fields repeaated for each year:*
	Purchase Type	Values: Aggregation/Collection, Free w/Print, Extra w/Print, Electronic only, Other	Purchase arrangement in relation to print
	Price	Number	Subscription price; if extra with print, generally the extra amount.
	Paid Date	Date
	Expiration	Date
	Order Number	Number	Order ID in IOLS
	Price change from prev yr	Calculation
*Single fields*
	Price Change Percent	Calculation	Calculated for most recent and previous price
	One-Time Charge	Number	Any one-time charge involved in purchase
	One-Time Charge Paid Date	Date
	Purchase Notes	Text	Details of payment, price structure of purchase
*Special Function Fields*
	Time before Expire	Calculation	Fields used to calculate and send email alerts 60 days before expiration.
	Expiration email sent	Date
	Time Since email sent	Number
	Email Notification Subject	Concatenation
	Email Notification Text	Concatenation

Table: Vendor

This table tracks very basic information about Vendors - organizations we make payments to for the electronic resource.

Broker	Text
General Contact Information	Text
Consortium Contact	Text	Used if different from General information
Bryn Mawr Contact	Text	Same
Haverford Contact	Text	Same
Swarthmore Contact	Text	Same
Notes	Text

Table: Service

This table was intended to allow users to enter comments on service problems, and to track the reports.

Licensor	Text	Copied from Licsensor or Title database
Comment	Text
Date	Date	Date of incident
Location	Values: BMC, HC, SC, Remote
Submitted by	Text	Initials or name

Table: Admin

This table holds addresses used for email notifications sent from the PurchaseInformation database.

	Library	Values: Bryn Mawr, Haverford, Swarthmore, Consortium
	Email Address	Text
	cc Address	Text

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Workflows

Electronoic resource purchasing follows two distinct models. The consortium purchase workflow pictured below involves of a number of staff members from each college:

Although single library e-resource purchases differ slightly for each library, the illustration below is a typical workflow:

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Public Services Interface

Public services staff access to ERTS is via the web. The database is restricted by IP address. The following screen captures show ERTS' title and licensor search features. Click the image to enlarge it.

Licensor Record

Title List for Licensor

Title Record

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Technical Services Interface

Technical services staff access to ERTS is via FileMaker Pro's "open remote" feature. The database is password-restricted. The following screen captures show ERTS' home page and views for each of the four files. Click the image to enlarge it.

ERTS Home Page	Licensor Record	Title Record
Purchase Record	Vendor Record

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Reports

A leading initiative of the ERTS database is to generate reports and notifications not available in the Consortium's integrated library system. As a result of this work, we have developed a module that delivers a number needed statistical reports. These include:

60-day expiration alert (email notification of impending e-resource expiration sent to a pre-determined staff member, typically the Serials Librarian)
Report by purchase type
Report by pay date
Expenditure comparison by purchase type
Acquisition count

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Cataloging Information

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ERTS Group

Bryn Mawr College	Haverford College	Swarthmore College	Tri-College Consortium
Jeremy Blatchley jblatchl@brynmawr.edu	Marilyn Creamer mcreamer@haverford.edu	Jacqueline Magagnosc jmagagn1@swarthmore.edu	Linda Bills lbills@brynmawr.edu
Berry Chamness bchamnes@brynmawr.edu	Norm Medeiros nmedeiro@haverford.edu	Barbara Weir bweir1@swarthmore.edu
Christee Pascale cpascale@brynmawr.edu	Mike Persick mpersick@haverford.edu	Barry Woolson bwoolso1@swarthmore.edu
Scott Silverman ssilverm@brynmawr.edu

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Additional Resources

A number of other e-resource projects similar to ERTS are underway. Adam Chandler (Cornell University) and Tim Jewell (University of Washington) maintain "A Web Hub for Developing Administrative Metadata for Electronic Resource Management." This web site features descriptions of other academic license-tracking projects, working documents, and a link to the eresourcestudy listserv.

PowerPoint slides from ACRL presentation held on April 11, 2003 in Charlotte, NC.

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Download

The Tri-College Consortium is happy to make ERTS available as freeware to all interested parties. We cannot provide technical support, however, beyond the instructions that are included in the download package.

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Last updated 2003-10-15 by Norm Medeiros and Christee Pascale
Please direct inquiries to Norm Medeiros (nmedeiro@haverford.edu)