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Electronic Resource Management

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Summary

Central management of e-resource and vendor records in the Network Zone (NZ) for e-resources acquired through OCLS’s eResource Management service.

Rationale

The centralized management of electronic collections and portfolios in the NZ has the following benefits.

  • Enables efficient discoverability and access for end users, and – in conjunction with the vendor records – supports the colleges' Institution Zone (IZ) acquisition data and workflows

  • Reduces duplication of records where multiple colleges license the same content and ensures record quality meets the established standard

  • Reduces duplication of records and the overall record count in our shared environment (a cost component of the software licence)

  • Reduces library staff workload across the system

The centralized management of vendor records supports the colleges' use of Alma for managing their acquisition and budget data.

Service Activities

Although circumstances may shift as we move forward, the OCLS Activities table outlines the high-level activities that OCLS currently believes will be part of this service.

Activities that we propose that colleges/third parties will need to undertake are noted in the Out of Scope Activities table. These out of scope activities are not meant to be an exhaustive list of all activities for the colleges, but rather to identify activities that OCLS will not be undertaking on behalf of the colleges post Go Live.

OCLS Activities - Electronic Resource Management

 Activate Community Zone (CZ) electronic collection and portfolios, configure as necessary to support access, and distribute to licensed colleges.

Configuration may include, for example, enabling for proxy (remote) access and entering customer linking parameters.

 Enhance CZ electronic collection records as needed to support discoverability and access.

Enhancements may include, for example, overriding title, description, and URL fields, with a priority focus initially on meeting basic functional requirements.

 Create vendor records in the NZ and distribute to college IZs.

Records will only be created for vendors of the e-resources activated in the NZ.

 Provide the colleges with front-line tech support for NZ electronic resources.

Including system testing and troubleshooting and liaising with the e-resource vendor and ExLibris.

 Integrate CLEAR permitted uses in the Page 1+ Alma/Primo environment.

Records will only be created for vendors of the e-resources activated in the NZ.

Out of Scope Activities

 Colleges/other parties will be responsible for these activities.

Activity

Notes

Creation and maintenance of funds, orders, invoices, licences, and other elements of the Alma acquisition infrastructure not described under “OCLS Activities” above

Colleges may create these records if they wish to use Alma’s acquisition functionalities. Licence records may be considered for NZ management in the future in connection with developments in OCLS’s strategy for the CLEAR service

Maintenance of records for the colleges' independent e-resources

An “independent” e-resource is one acquired by the college in direct communication with the vendor and tracked by the college outside of OCLS’s ERMS (ERMA/ConsortiaManager)

Systematic testing of any colleges' NZ e-resources

OCLS will provide the colleges with information to map their OCLS-acquired e-resources with their NZ e-resource records, as well as technical support in response to college service requests

Access Requirements

  • To create and maintain the records, OCLS staff will require administrative access to the NZ Alma instance.

  • To test and troubleshoot issues with the records, OCLS staff will require the following.

    • Access to each college’s Primo (public access is sufficient)

    • User credentials for each college’s:

      • Local user authentication systems (SSO or EZproxy as applicable)

      • Alma (view-only access is sufficient)

Dependencies

  • CLEAR service. Electronic collection records are required in the NZ for CLEAR links to appear in Primo. See the Permitted Uses Service Proposal for more information about the integration of CLEAR into Page 1+.

  • Consortial metadata services. Please see the Metadata Management Service Proposal for information about centralized management of records for select e-resources.

  • Remote Access (RA) service. Electronic collection records must be activated and configured correctly for the RA service to function in the Alma/Primo environment.

Future Considerations

  • Manage or support “upload electronic holdings” integration profiles in the NZ

  • Manage trials in the NZ

  • Submit NZ collections to the CZ for use by colleges outside the Page 1+ network

  • Use Alma as a consortial ERMS (manage complete acquisition workflow in NZ, including but not limited to funds, orders, invoices, and licences) or connect Alma with our existing consortial ERMS (ConsortiaManager)

  • Create negotiation licences to further streamline the colleges' acquisition workflow in Alma

  • Include the colleges' independent e-resources in the NZ

Proposed Funding Model

  • Centrally funded
  • Cost recovery
  • Professional Service
  • Under review

 Proposal Details

Drafted on:

 

Prepared by:

 Nicole Morgan

Prepared for:

E-resources/Acquisitions Subcommittee and Implementation Steering Committee

Reviewed on:

 

Finalized on:

 

Attachments

This service proposal follows ExLibris' option #3 for collaborative ERM workflows in Alma networks.

An outline of the acquisition workflow under this service proposal is provided below.

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