A New Approach to E-reserves The Seneca Libraries Experience OLA Superconference - February 3, 2007 Presented by: Jennifer Peters-Lise, Metadata & Digital.

A New Approach to E-reserves The Seneca Libraries Experience

OLA Superconference - February 3, 2007

Presented by:

Jennifer Peters-Lise, Metadata & Digital Services Librarian

Jane Foo, Manager of Digital Library Services & Information Systems

Today’s talk

• Seneca’s experience

• Canadian e-reserves survey

• Prototypes

• Pilot Project

Definitions

• Print Reserves

– Short term loan

– Reserves do not include: • items not related to a specific course/program • textbooks

Definitions

• E-reserves

– Traditional reserve-type material available online• Scanned• Selected from an electronic source

Definitions

• Additional course readings

– Selected by faculty in addition to course reserves.

– Research by Course pages

Sample Research by Course page

The problem…

The student may have to visit multiple places (virtual and physical) to find their course materials.

[ “oh what will I do!”]

Desired solutions:

• Collocate materials into one list

• Access as much as possible online

• Not online? Tell them where to find it!

• User friendly and inexpensive system

E-reserves Research Committee

• Oct 2005 - Dec 2006

• Examined: – Seneca’s current reserves practices– 17 existing e-reserves projects across Canada– Available systems for e-reserves– Applicable copyright laws

Seneca’s current reserves

• Mixture of formats

• Paper copies damaged; pages lost

• Complaints about loan periods

• Line-ups everywhere!

Canadian E-reserves Scan

• Surveyed 17 universities across Canada

• Questions covered:– Systems– Copyright– Workflow– Statistics and marketing

Canadian E-reserves Scan findings

E-reserves systems

• 8 use ILS• 4 use home grown system• 2 use a static web page• 2 use Docutek’s ERes

Copyright policies

• 9 digitize print materials• 8 seek copyright for faculty • 7 pay for licenses• 1 claims fair dealing

Canadian E-reserves Scan findings

Processing time

• 9 days for non-copyrighted items

• 8 weeks for copyrighted items

Staffing

• Each school different• Ranged from 1 to 6 people• Mixture of librarians and

technicians

Canadian E-reserves Commonalities

1. ILS

2. Digitizing materials

3. Seeking and paying for rights

4. Password protection

5. Staffing according to own library’s needs.

Canadian E-reserves Weaknesses

• Multiple access points

• Statistics

• Marketing plans

E-reserves Prototypes

Docutek’s ERes

www.docutek.com

Course dashboard

Course reserves page settings

Course dashboard

Documents and copyright

Add a document (metadata)

Add copyright information

Docutek’s ERes

• What we liked– User friendly– Store copyright documents– Password protection– Self-maintenance available– Basic statistics– Administrative control

Docutek

• What we didn’t like– Metadata not expandable– Duplicate data entry – Cost– Stand-alone system

Docutek ERes – the bottom line

• Avoid another stand-alone system

• Cost outweighed benefit

Not enough bang for our buck!

Endeavor’s Voyager

• Seneca’s current ILS

• Print reserves system

• Staff familiar with cataloguing

Cataloguing template

Browsing

Results display – course code/instructor search

Embedding the link in Blackboard

Embedding the link in Blackboard

Voyager

• What we liked:– Cataloguing templates– Reports and statistics– Search engine– Integration of print and electronic materials– Maintenance

Voyager

• What we didn’t like– Results/browsing interface– Security– Unable to house documents

Voyager – the bottom line

• Display would confuse students

• Cataloguing issues

Getting warmer, but we can do better!

Blackboard

• Seneca’s current LMS and Portal

• Content System– Virtual hard drive – Store files in an hierarchical folder structure– Link from course page into content system

Blackboard• What we liked:

– Students, staff and faculty are already familiar with the system

– Access for students – we come to them, they don’t come to us

– Shows a hierarchy of their readings– Library has full access to a portion of the Content

System– No extra cost

Blackboard• What we did not like:

– No cataloguing ability – only filename– Metadata is secondary – more of an afterthought– Cannot sort and re-arrange content from within the Content

System– Cannot centrally store and share links / content across different

courses form– No reports– Statistics only exist in the course pages to which we don’t have

access to– No administrative control over our content within BlackBoard

Blackboard – the bottom line• Lacks sophistication required to maintain a large collection of

materials

• Lacks reporting capabilities

• Statistics are not advanced and require faculty collaboration

• Lack of administrative access

Not smart enough.

Encompass for Digital Collections

• “Endeavor’s comprehensive system for local digital content creation, management and access.“

• Has been used for the management and display for large historical and image collections (e.g., National Library of New Zealand)

EDC - Cataloguing template

Main page

Browsing by course code

Organizing readings by week

Alternate organization of readings

Search for course code

Results display

Encompass for Digital Collections• What we liked

– We already own it– Cataloguing workflow

• On-the-fly templates = no duplicate data entry

• Immediate error correction

• Top-down collection view = easy maintenance and organization

– Can import MARC records– Staff uptake should be quick because it is similar to ILS system– Combines the user-friendly logical browsing of Blackboard with

the cataloguing and data control of Voyager

Encompass for Digital Collections

• What we didn’t like– password protection at document level– search display is “okay”, would rather have users

browse for items

Encompass – customizations

• Highly customizable data retrieval and display using XML, XSLT and CSS

• Some legacy coding requiring cleanup• One click from title to content / location• Live link to library catalogue record for print

items (e.g., textbooks)• Custom field displays in records• New search indices (course code, instructor)

ENCompass and BlackBoard• Embedded search

• Link directly to browsing list from a course page in Blackboard

Encompass – the bottom line

• Economical choice

• Functionality fits – cataloguing and display

• We have the skills to customize the UI to our needs

Perfect fit for now…except …

Support for ENCompass will be discontinued end of 2008.

Will we be able to find something that fits our needs?

Policies and procedures

Policies and Procedures – content & staffing

• Workflow should connects course materials

• Merge Research by Course pages into the system

• Both reference and borrower services staff will catalogue materials for the system

Policies and Procedures - faculty

• Administer course readings using Blackboard

• Use Library Content and we will duplicate the readings list

Policies and procedures - copyright

• “Fair dealing" does not apply to teaching materials.

• Access Copyright does not apply to digitization of print materials

• We must contact copyright holders for licensing

Policies and procedures - digitization

• Digitize faculty created items with opt-out available

• Seek copyright permission and scan as many print reserves as possible

Pilot project

Pilot project -- Jan-Dec 2007

• Preliminary test with a small # of courses (Jan-Apr)

• Form the lead advisory & technical committee (Jan)

• Form implementation committees at each campus (Feb)

Pilot project -- Jan-Dec 2007

• Weed print reserves & update/delete course pages (Feb-Mar)

• Staff training for scanning, e-reserves system and copyright (Mar)

• Retroactive cataloguing (Apr-May)

Pilot project -- Jan-Dec 2007

• User testing and follow-up (Summer)

• Marketing sub-committee and plan (Summer)

• Larger pilot and evaluation (Sept-Dec)

Questions?

Jenn

[email protected]

IM & Yahoo: senlibjenn

Link to presentation

http://tinyurl.com/yrd3jh

Jane

[email protected]

IM & Yahoo: senlibjane

Seneca E-reserves Committee Final Report

http://tinyurl.com/usnob