Jump to first page Electronic Course Reserves (ER) at the UARK Libraries Arkansas Innopac User Group Meeting December 3, 2004, Little Rock, AR Sharon Hu,

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Electronic Course Reserves (ER) at the UARK Libraries

Arkansas Innopac User Group Meeting December 3, 2004, Little Rock, AR

Sharon Hu, Head of Library Systems Department April White, Coordinator for Course ReservesDeb Miller, Chair, Task Force Group for Electronic Reserves University of Arkansas at Fayetteville (UARK)

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I. BACKGROUND OVERVIEW

UARK (University of Arkansas at Fayetteville) Faculty (813) /Students (16,449)

http://www.uark.edu/admin/uadata/quickfacts/quickfacts.html

Libraries (1.7 million volumes / 173 FTE)Mullins / Fine Arts / Physics and Chemistry / Law Libraries http://libinfo.uark.edu/webdocs/annualreport/2003/statsFULL03.pdf

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Traditional Course Reserves (CR) at UARK libraries

Libraries No. of Faculty Use CR

Books in the

Libraries Used for CR

Personal Copy of Books

Used for CR

No. of Vertical

Files

Mullins 154 1,400 150 400

Fine Arts 15 250 15 16

Chemistry / Physics

7 15 0 100

Audiovisual 15 55(items*) 215(items*) 1

Law 23 166 5 58

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II. PLANS FOR ER Advantages from ER:

24/7 access CR materials (no time limit) Remote access CR materials (no distance limit) Simultaneous access CR materials (no number limit) Without check-out/in process No photocopying needed (money/time) No missing or torn pages from over-used

photocopies No overdue fines, etc.

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Task Force Group of ER(October 27, 2003)

Mission of the Task Force Group of ER Members of ER Task Force Group (10):

Circulation, System, Cataloging, Distance Education, Branch Libraries, ILL, Web Development

Tasks of ER Group– Planning, Procedures and Process– Codes (locations, templates, etc.)– Policies and Services

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III. ER SYSTEMS SETUP

Systems Structure Hardware and Software for Scanning

Workstation Millennium Media Module Images Format and “Deep Link” Systems Codes for ER ER Process Templates in Millennium Security and Authentication with WebOPAC Systems Test and Staff Training

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III-1. Systems Structure III Systems Server (Millennium/WebOPAC)

Millennium Media (Installation Form from III)http://csdirect.iii.com/manual/i_dbmaint_worksheet_ecr_1.html

WWWOPTION (Change for ER- Manual Page #105837) WebOPAC Access ER

http://library.uark.edu/screens/pverify6_web.html

Local Web Server (Web Pages / Image Files) Local Scanning and Millennium Client

Workstations Scanning images (scanner, book scanner) Millennium client for process ER records

Files Organizing/Identification

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INNOPAC Server

(InfoLinks)(Millennium Circ/Media)

Local Web Server

(PDF Images Files / Web

Pages)

ER Scanning/ Millennium Workstations

Book Scanner Workstation

Public Workstations Internet

Connection

LAN Connection

ER Systems Structure

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III-2. Hardware and Software for Scanning Workstation

Hardware Scanning Workstations (Dell):

high speed/large storage/high RAM/CD burner

Scanner (HP Laser Scanner 8250) Software

Adobe Professional vs.HP Scanner Software

FineReader and Others

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III-3. Millennium Media Module

III Electronic Course Reserveshttp://csdirect.iii.com/faq/ereserve.shtml

Millennium Media

http://library.uark.edu/manual/ Manual Page # 105180 (Mil Media Intro) Manual Page # 105217-105219 (Add New Media Sets) Manual Page # 105216 (Media Windows)

Millennium Circulation/Course Reserve for ER* ER Web Reports (Manual Page # 105429) http://

library.uark.edu/manage/

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III-4. Images Format and “Deep Link”

Images Format PDF vs. TIFF (Manual Page #105221) Images File Name* <Faculty Last Name>$<First Letter of First Name>EFILES#.PDF “Deep Link”: Import URL (Manual Page#105235)*

Copyright (Use of Our Own Collection) Quick and Quality Proxy Control

http://libinfo.uark.edu/eresources/durablelinks.asp

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III-5. Systems Codes for ER* Item Type Codes (055 E-Reserve) Branch Codes

Main (reser), Law (lawer), FAL (farse), Physics (phrse), Chemistry (chrse), AV (avrse)

Status (j - On Internet) Rule for Bib Record Creation

Bib record: Call number –

<Branch Code> <Lastname>, <First initial> EFILE# (or, ELINK#)

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III-6. Process ER Templates

Templates for Libraries*

Main, Law, Chemistry, Physics, AV, FAL Templates for Bibliographic Record of CR/ER

(Same) Templates for Item Record of CR / ER

(Different)

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III-7. Security and Authentication with WebOPAC

Mil Media Authentication (Manual Page #105217) Publisher Codes

000 vs. none 000 (public vs. secured access)

Codes Design* <Course Alphanumeric Code><Last Initial><First Initial> of Instructor WebOPAC Access Authentication Policy

Last Name / UA ID

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III-8. Systems Test and Staff Training

Test Millennium Media System Test Scanning and ER Process ER Staff Training Test with Faculty in Summer Semester

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IV. COPYRIGHT FOR CR / ER

Copyright & Intellectual Property CCC (Copyright Clearance Center) Copyright Issues at UARK Libraries

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IV-1. Copyright & Intellectual Property Digitalized material vs. printed material Fair Use Interpreting the law

Your Copyright Policy Adequate / Clear Satisfying the intent of the copyright law Provides a line of defense Clearance responsibility

Faculty or Library

Our policy gives responsibility to the faculty Required signature of faculty

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IV-2.CCC (Copyright Clearance Center)

CCC and CCC Policy http://www.copyright.com/ Copyright.com copyright policy May not match your policy Does not match the ALA suggested policy

Electronic Course Reserves Copyright in CCC http://www.copyright.com/ccc/do/viewPage?pageCode=ac2-n Time vs. Money

Other Clearance Services

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IV-3. Copyright Elements at UARK Libraries

UARK Copyright Policy for Course Reserveshttp://libinfo.uark.edu/circulation/reservescopyright.asp

http://libinfo.uark.edu/Webdocs/circulation/copyright.pdf Copyright Services for Faculty

Determine if copyright is required Assist in finding the copyright holder and

addresses Locate alternative material from library

collection Encourage electronic resources

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V. FACULTY CONTACTS and ER SERVICES

V-1. Promotional Tactics for ER Course Reserve Web Pagehttp://libinfo.uark.edu/circulation/aboutreserves.asp

E-Flyer for ER as New Services to Faculty/Students

http://libinfo.uark.edu/circulation/2005ereserves.pdf

Library News & Web Homepage Personal Contact

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V-2. CR / ER Forms and Policies

Formhttp://libinfo.uark.edu/circulation/reservepolicies.asp

Policieshttp://libinfo.uark.edu/circulation/aboutreserves.asp http://libinfo.uark.edu/circulation/reservesaccess.asphttp://libinfo.uark.edu/circulation/reservepolicies.asp http://libinfo.uark.edu/circulation/reservescopyright.asp

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V-3. ER Impact on Public Services

Staff Training with Adobe Reader and WebOPAC

Instruction to Public on How to: Locate ER Materials View ER Materials Print / File save ER Materials

Time Saved on Check-in/out Process

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VI. WORKFLOW and DOCUMENTATION

Traditional Course Reserves Process Electronic Course Reserves Process Incorporation for ER with Branch

Libraries Documentation for Process and

Procedures

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VI-1. Traditional Course Reserves Process

Receive Reserve Request Locate Materials

Check if part of library collection Process with Millennium Circulation

Course Reserves Serve the Faculty and Students

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VI-2a. Electronic Reserves Process

Receive CR/ER Request In Person vs. Web

Locate Materials Check if part of library collection Locating sources for materials Process ER for CR if possible

Check for Deep Linking Deep linking saves time and money Make link if possible*

Evaluate Cost of CCC vs. Purchase of Materials

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VI-2b. Electronic Reserves Process

Scanning Materials Adobe Professional for PDF Format Preparation and enhancement Adding copyright notice and full citation

Process with Mil Circ and Mil Media* Test from WebOPAC to Confirm WebOPAC

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VI-2c. Electronic Reserves Process

ER Impact on Staffing Less time taken at circulation

desk More staff time needed in

reserves unit to process electronic reserve materials

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VI-3. Incorporation for ER with Branch Libraries

Distribution vs. Centralization Unique Codes* Standardized Equipment / Software Provide Training for Branches Services / Policies

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VI-4. Documentation for Process & Procedures

Tools and Instructions in Web Folder Easy to Update During Development Stage Shared with all Branches

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VII. SUMMARY VII-1. Tips & Experiences

Select an appropriate ER systems (hardware/software)

Codes Used in Millennium Media Publisher Code Important for Authentication and

Statistics* Media Set - Uncheck Viewer Box* Deep Linking*

Each Aggregator Has Their Own Format

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VII-2. Web Resources for ER Establish Presence on Library Home Page CR Homepage

http://libinfo.uark.edu/circulation/aboutreserves.asp Online Request Form Submission Guidelines FAQ for ER Copyright Policy Email Account for Reserves

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VII-3. Plan for Future

AV materials for Electronic Reserves Centralized Images Creating/Maintaining

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QUESTIONS?