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| ====== Managing Electronic Resources ====== | ====== Managing Electronic Resources ====== |
| This chapter explores the growing importance of digital resources within the Parliamentary library collection. The increasing presence of digital resources entails growing complexity in the resources management by the library, including subscriptions, digital libraries/collections, digital news feeds, and digitisation of resources owned by the Parliament. This additional complexity can lead to requirements for a Federated search capability (integrating into a single portal the major information resources) and workflow management systems (to management the complex processes in electronic collection development) and single sign-on(to hide the complexity of access to multiple underlying database resources). | The first chapter discussed subscription services and document delivery in the context of the core reference services supplied by the library. This chapter examines the role of the digital library in electronic collection building, and the use of tools such as federated search and single sign-on to hide the complexity of access to disparate underlying resources, and explores the growing importance of digital resources within the Parliamentary library collection. The increasing presence of digital resources entails growing complexity in the resources management by the library, including subscriptions, digital libraries/collections, digital news feeds, and digitisation of resources owned by the Parliament. This additional complexity can lead to requirements for a Federated search capability (integrating into a single portal the major information resources) and workflow management systems (to management the complex processes in electronic collection development) and single sign-on(to hide the complexity of access to multiple underlying database resources). |
| Electronic resource management is becoming an increasingly important role for libraries. The types of documents include born digital documents, (including digital news feeds), documents for which the library has a responsibility to digitise and preserve and electronic subscriptions. Fpr Parliamentary libraries, electronic resources typically include | Electronic resource management is becoming an increasingly important role for libraries. The types of documents include born digital documents, (including digital news feeds), documents for which the library has a responsibility to digitise and preserve and electronic subscriptions. For Parliamentary libraries, electronic resources typically include: |
| - News items and Press releases through electronic news feeds | - News items and Press releases through electronic news feeds |
| - Electronic subscriptions to Journals and Electronic books | - Electronic subscriptions to Journals and Electronic books |
| - Research services adn document delivery items in electronic form | - Research services and document delivery items in electronic form |
| - Electronic databases, including consortia databases | - Electronic databases, including consortia databases |
| - Digital libraries to manage assets of the Parliament itself | - Digital libraries to manage assets of the Parliament itself |
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| The previous chapter discussed subscription services and document delivery. This chapter examines the role of the digital library in electronic colleciton building, and the use of tools such as federated search and single sign-on to hide the complexity of access to disparate underlying resources. | |
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| The increasing access to digital resources entails growing complexity in the resources management by the library, including digital libraries/collections, digital news feeds, digitisation of Parliamentary resources. This additional complexity can lead to requirements for a Federated search capability (integrating into a single portal the major information resources) and workflow management systems (to management the complex processes in electronic collection development) and single sign-on(to hide the complexity of access to multiple underlying database resources). The rapidity of technological development brings long-term difficulties in the management of intellectual and creative output in digital form. Libraries and museums have a key role in the preservation of analytical and creative endeavors over the long term. However, most libraries are ill equipped to undertake research into the preservation of new media artefact's and creations. Where the preservation of printed works is well understood, issues of obsolescence of new media technologies affect all aspects of the new media artefact's. As each new technological innovation introduces new methods of creative content delivery, our long-term horizons of archive planning appear to reduce. The widespread adoption of Information Technology as an integral part of the research process, and the speciation of software vehicles for content creation, mean that on the basis both of cost and volume of content creation the meagre budgets of most libraries simple are not sufficient to sustain the role of comprehensive collection builders. Digital library collection building has associated with it inherent risks of technological obsolescence. In addition to the systematic risks associated to critical information technology architecture, are the problems of software and hardware obsolescence. Issues of obsolescence are not inherent obstacles to the move to management of electronic resources – but they are issues that need to be addressed by the institution in the management of the disparate resources that constitute an electronic collection. Information systems inevitably go through a continuous series of transformations over time, as do digital objects stored in an information system. | The increasing access to digital resources entails growing complexity in the resources management by the library, including digital libraries/collections, digital news feeds, digitisation of Parliamentary resources. This additional complexity can lead to requirements for a Federated search capability (integrating into a single portal the major information resources) and workflow management systems (to management the complex processes in electronic collection development) and single sign-on(to hide the complexity of access to multiple underlying database resources). The rapidity of technological development brings long-term difficulties in the management of intellectual and creative output in digital form. Libraries and museums have a key role in the preservation of analytical and creative endeavors over the long term. However, most libraries are ill equipped to undertake research into the preservation of new media artefact's and creations. Where the preservation of printed works is well understood, issues of obsolescence of new media technologies affect all aspects of the new media artefact's. As each new technological innovation introduces new methods of creative content delivery, our long-term horizons of archive planning appear to reduce. The widespread adoption of Information Technology as an integral part of the research process, and the speciation of software vehicles for content creation, mean that on the basis both of cost and volume of content creation the meagre budgets of most libraries simple are not sufficient to sustain the role of comprehensive collection builders. Digital library collection building has associated with it inherent risks of technological obsolescence. In addition to the systematic risks associated to critical information technology architecture, are the problems of software and hardware obsolescence. Issues of obsolescence are not inherent obstacles to the move to management of electronic resources – but they are issues that need to be addressed by the institution in the management of the disparate resources that constitute an electronic collection. Information systems inevitably go through a continuous series of transformations over time, as do digital objects stored in an information system. |
| ===== Electronic collection development ===== | ===== Electronic collection development ===== |
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| The resources involved in electronic collections are complex. They can include image libraries, subscriptions to digital news feeds, subscriptions to database services, e-books (electronic books), and internally created digital documents. Because of this complexit, a systematic digital collection development policy is recommended. This will ehlp to effectively integrate the disparate digital resources into a unified view. Typically your intranet or web site will be the portal by which clients can discover these resources. The searching of resources may be further unified through a federated search approach. | The resources involved in electronic collections are complex. They can include image libraries, subscriptions to digital news feeds, subscriptions to database services, e-books (electronic books), and internally created digital documents. Because of this complexity, a systematic digital collection development policy is recommended. This will help to effectively integrate the disparate digital resources into a unified view. Typically your intranet or web site will be the portal by which clients can discover these resources. The searching of resources may be further unified through a federated search approach. |
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| The collection development process should entail a review of electronic collection requirements based on the information needs of members and staff. For parliamentary libraries, the typical focus of end user requirement is for access to Parliamentary archives, news and current affairs feeds and current awareness bulletins, dissemination of Press releases and other member information, and access to born digital resources such as electronic books and e-journal resources. A survey of current and future requirements for electronic resource access will assist in categorising electronic collection requirements in two broad areas: digital library services (including digital archives) managed by the library, digital resources provided through subscription and document delivery. Library patrons can be informed about new material in both these areas through news and alerting services. | The collection development process should entail a review of electronic collection requirements based on the information needs of members and staff. For parliamentary libraries, the typical focus of end user requirement is for access to Parliamentary archives, news and current affairs feeds and current awareness bulletins, dissemination of press releases and other member information, and access to born digital resources such as electronic books and e-journal resources. A survey of current and future requirements for electronic resource access will assist in categorising electronic collection requirements in two broad areas: digital library services (including digital archives) managed by the library, digital resources provided through subscription and document delivery. Library patrons can be informed about new material in both these areas through news and alerting services. |
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| As discussed in the previous chapter, the library should undertake an asset audit to determine the needs/requirements for support of digitization for preservation of assets for preservation. On-demand digitization requirements to support reference services, document delivery and alerting services (eg full text disseminating of news items in relation to Parliament and its members) should also be reviewed. Both of these digitisation processes will feed through to the systems for digital library management. | As discussed in the previous chapter, the library should undertake an asset audit to determine the needs/requirements for support of digitization for preservation of assets for preservation. On-demand digitization requirements to support reference services, document delivery and alerting services (e.g. full text disseminating of news items in relation to Parliament and its members) should also be reviewed. Both of these digitisation processes will feed through to the systems for digital library management. |
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| <pagebreak> | <pagebreak> |
| ===== Digital Library Systems ===== | ===== Digital Library Systems ===== |
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| If the Parliamentary library has responsiblity for archives, then the need to build a effective digital library system will be imperative. The library can also use a good digital library framework to improve access to current and historical information of relevance to parliamentary members. Some parliaments, for instance, use digital libraries to store media releases by Members over time, and to store news stories related to members (refer to the NSW Parliament case study below). Finally, the Parliamentary library can play an important role in preserving the collective memory of the parliament, and the digital library can be used to support the digitisation of historical resoruces held by the library. | If the Parliamentary library has responsibility for archives, then the need to build a effective document management or digital library system will be imperative. The library can also use a good digital library framework to improve access to current and historical information of relevance to parliamentary members. Some parliaments, for instance, use digital libraries to store media releases by Members over time, and to store news stories related to members (refer to the NSW Parliament case study below). Finally, the Parliamentary library can play an important role in preserving the collective memory of the parliament, and the digital library can be used to support the digitisation of historical resources held by the library for purposes of historical preservation and ease of access. These archives can form an important information resources on the parliamentary website. |
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| The selection of appropriate software for digital library management is a significant project for the library and will entail a software selection and implementation process similar to the implementation of other major core library services (refer to Evaluating Software in the first chapter). The selection process should begin with a requirements gathering process to determine the types of media and assets that the Parliamentary library will be responsible for. There are many solutions that can provide very effective management of full text and image documents. Management of video manterials is more demanding - both in software and the data storage requirements. Broadly the classes of software that can address the requirements of storage and preservation of digital resources are: | The selection of appropriate software for digital library management is a significant project for the library and will entail a software selection and implementation process similar to the implementation of other major core library services (refer to Evaluating Software in the first chapter). The selection process should begin with a requirements gathering process to determine the types of media and assets that the Parliamentary library will be responsible for. There are many solutions that can provide very effective management of full text and image documents. Management of video materials is more demanding - both in software and the data storage requirements. Broadly the classes of software that can address the requirements of storage and preservation of digital resources are: |
| * File system management and indexing tools | * File system management and indexing tools |
| * Document management systems | * Document management systems |
| * Digital library systems | * Digital library systems |
| * Media management systems (for video and streaming management) | * Digital asset management or Media management systems (for management of multimedia objects such as audio and video, and managing streaming services) |
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| ===== Interoperability and metadata ===== | ===== Interoperability and metadata ===== |
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| Consider your metadata requirements early and thoroughly. The long term inter-operability of your digital resources with other digital resources being developed in-country and regionally will be enhanced or impeded by the level and quality of the metadata you collect associated with your digital resources. | Consider your metadata requirements early and thoroughly. The long term inter-operability of your digital resources with other digital resources being developed in-country and regionally will be enhanced or impeded by the level and quality of the metadata you collect associated with your digital resources. The selection of a metadata framework should be undertaken with reference to existing projects nationally and regionally - with reference in particular to the national department responsible for archives and the National Library. The choice of metadata is significant for the long term interoperability of the resources in your digital collection. |
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| | There are two classes of metadata widely in use. The first is descriptive metadata standards having their origins in Bibliographic standards - such as Dublin Core. The second is semantic metadata standards such as RDF (Resource Description Framework). This is based on a traditional name/value pair of identifiers (title = 'The history of Parliaments'). RDF underpins many projects that are realising the possibilities of the Semantic Web for purposes of stronger metadata description of documents on the web (and in archives). A semantic metadata description goes beyond the name/value descriptive pair to describe metadata in a series of "statements" in a subject, object and predicate statement (the title of the book is 'The history of Parliaments'). Central to the concept of RDF is the ability to unify concepts across many resources in a meaningful way. |
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| ===== File systems approaches to the digital library ===== | ===== File systems approaches to the digital library ===== |
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| Useful documents of historical value are already in digital form and can be management by the library. Many digital library systems grow from a simple file-system approach to collecting digital documents relevant to the members - with the library being the logical repository for these documents. While the collection of documents is small, this approach can be quite effective. The catalogue can be used to collect metadata relating to these documents and provide searching for the documents. | Useful documents of historical value may already be in digital form and can be managed by the library. Many digital library systems grow from a simple file-system approach to collecting digital documents relevant to the members - with the library being the logical repository for these documents. While the collection of documents remains relatively small, this approach can be quite effective. The ILMS catalogue can potentially be used to collect metadata relating to these documents and provide searching for the documents held on the file store. |
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| As the collection of digital document grows, such an approach will rapidly become unmanageable. The file system folders must be maintained and preserved and there is the risk that documents are removed from the file system without reference to the associated metadata. | As the collection of digital document grows, such an approach will rapidly become unmanageable. The file system folders must be maintained and preserved and there is the risk that documents are removed from the file system without reference to the associated metadata. The library catalogue, being mainly focused on descriptive and subject cataloguing, does not always have sufficient metadata for ongoing records management of archival electronic resources. |
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| ===== Docment management systems ===== | ===== Document management systems ===== |
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| The document management system (such as Microsoft's Sharepoint) can provide an intermediary approach to digital library management for a Parliamentary archive, where the focus is on managing largely internal-facing digital documents and where the focus is not on long term inteoperability and data exchange. | The document management system (such as Microsoft's Sharepoint) can provide an intermediary approach to digital library management for a Parliamentary archive, where the focus is on managing largely internal-facing digital documents and where the focus is not on long term interoperability and data exchange. |
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| ===== Digital library systems ===== | ===== Digital library systems ===== |
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| | ===== Digital library systems: Workflow, Ingestion/Digitization (including for parliamentary documents) & Digital preservation ===== |
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| ===== Metadata and metadata standards ===== | In the first chapter, it was apparent that many of the Library Management systems come with implicit or explicit workflow systems for managing the daily activities of the library. |
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| [[http://archive.ifla.org/udt/dc8/index.htm|DC-8 Dublin Core Metadata Workshop]] - Widely used by many digital library systems, the Duble Core provides an simple extension of bibliographic description in a XML name/value pair set. This information can easily be transformed to meet the requirements of other metadata systems. | |
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| [[http://www.loc.gov/standards/mets/|METS]] - a module, open standard for digital library description, with some extensions in different media types, such as music. | |
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| [[http://lcweb.loc.gov/marc/|MARC]] | |
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| [[http://archive.ifla.org/VI/3/ubcim.htm|IFLA Universal Bibliographic Control and International MARC Core Programme (UBCIM). UNIMARC Information | |
| ]] | |
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| [[http://www.openarchives.org/pmh/|Open Archives Initiative Protocol for Metadata Harvesting]] - A harvesting metadata standard for inter-operability between digital library systems. | |
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| ===== Inter-operability, RDF & Semantic Web ===== | |
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| ===== Digital library systems: Workflow, Ingestion/Digitization (including for parliamentary documents) & Digital preservation ===== | |
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| Workflow management is crucial to digital library operation. One of the challenges to institutional acceptance is the efficiency of the ingestion process. The more complex the workflow, the less likely the institutional buy-in on the system. The open design of of the digital library system in this area is important - focus on systems that have adaptable means for ingestion is important - for example to allow the addition of “plug-ins” adapted by institutions to suite their local preference for file uploads. Dspace for instance supports several paths for file uploads, including: | Workflow management is also crucial to digital library operation. One of the challenges to institutional acceptance is the efficiency of the ingestion process. The more complex the workflow, the less likely the institutional buy-in on the system. The open design of of the digital library system in this area is important - focus on systems that have adaptable means for ingestion is important - for example to allow the addition of “plug-ins” adapted by institutions to suite their local preference for file uploads. Dspace for instance supports several paths for file uploads, including: |
| * An integrated, highly structured and configurable web-based workflow system | * An integrated, highly structured and configurable web-based workflow system |
| * A batch-oriented file upload system for bulk ingestion | * A batch-oriented file upload system for bulk ingestion |
| Malackova, Eva and Sosna, Karel. The Joint Czech and Slovak Digital Parliamentary Library. IFLA Journal October 2007 vol. 33 no. 3 251-257 | Malackova, Eva and Sosna, Karel. The Joint Czech and Slovak Digital Parliamentary Library. IFLA Journal October 2007 vol. 33 no. 3 251-257 |
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| The award-winning common digital parliamentary library embracing the two parliaments of the Check and Slovak republics represents a valuable case study in the integration of digital resources thr | The award-winning common digital parliamentary library embracing the two parliaments of the Check and Slovak republics represents a valuable case study in the integration of digital resources the |
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| ===== Links ===== | |
| ==== Standards ==== | ==== Standards ==== |
| <WRAP center round tip 80%> | <WRAP center round tip 80%> |
| **Metadata ** | **Metadata ** |
| * [[http://www.newsml.org|NewsML ]]: a widely used standard for dissemination and metadata description of news items & resources. | * [[http://www.newsml.org|NewsML ]]: a widely used standard for dissemination and metadata description of news items & resources. |
| | * [[http://archive.ifla.org/udt/dc8/index.htm|DC-8 Dublin Core Metadata Workshop]] - Widely used by many digital library systems, the Duble Core provides an simple extension of bibliographic description in a XML name/value pair set. This information can easily be transformed to meet the requirements of other metadata systems. |
| | * [[http://www.loc.gov/standards/mets/|METS]] - a module, open standard for digital library description, with some extensions in different media types, such as music. |
| | * [[http://lcweb.loc.gov/marc/|MARC]] - the core interchange standard for bibliographic data. There are open source systems for interchange between MARC and other systems. There are two widely-used implementations of MARC: MARC21 and UNIMARC - UNIMARC being widely used in Europe, and MARC21 in English-speaking countries. |
| | * [[http://archive.ifla.org/VI/3/ubcim.htm|IFLA Universal Bibliographic Control and International MARC Core Programme (UBCIM). UNIMARC Information |
| | ]] |
| | * [[http://www.openarchives.org/pmh/|Open Archives Initiative Protocol for Metadata Harvesting]] - A harvesting metadata standard for inter-operability between digital library systems. |
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| **Digital libraries & archives ** | **Digital libraries & archives ** |
| * [[http://nssdc.gsfc.nasa.gov/nost/isoas/|Reference Model for an Open Archival Information System (OAIS).]] | * [[http://nssdc.gsfc.nasa.gov/nost/isoas/|Reference Model for an Open Archival Information System (OAIS).]] |
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| </WRAP> | </WRAP> |
| ==== Software ==== | ==== Software ==== |
| * [[http://www.knowledgetree.com/|KNOWLEDGE TREE]] http://www.knowledgetree.com/: Knowledge Tree is a document management system that uses the Amazon S3/Cloudfront to store data. | * [[http://www.knowledgetree.com/|KNOWLEDGE TREE]] http://www.knowledgetree.com/: Knowledge Tree is a document management system that uses the Amazon S3/Cloudfront to store data. |
| * [[http://activae.cenatic.es/||Activae]] - a robust and scalable Spanish-language digital asset management system. Activae is an open source product of Cenatic. It is Python based DAM (like Cyn.in, Notre DAM and some proprietary DAM solutions such as AssetBank).It includes a transcoding server. Like Dspace it has a strong built-in workflow and is Dublin Core-based. | * [[http://activae.cenatic.es/||Activae]] - a robust and scalable Spanish-language digital asset management system. Activae is an open source product of Cenatic. It is Python based DAM (like Cyn.in, Notre DAM and some proprietary DAM solutions such as AssetBank).It includes a transcoding server. Like Dspace it has a strong built-in workflow and is Dublin Core-based. |
| * [[http://entermediasoftware.com/||EnteMedia]] EnterMedia is an integrated digtigal asset management system with some capability is for transformation and extraction of embedded metadata, written in Java with an XML metadata framework (rather than a database backend). | * [[http://entermediasoftware.com/||EnteMedia]] EnterMedia is an integrated digital asset management system with some capability is for transformation and extraction of embedded metadata, written in Java with an XML metadata framework (rather than a database back end). |
| * [[http://www.digitalassetmanager.com/FocusOPEN] - This commercial product is has an "open source" version and a commercial version with a range of support options. The free for distribution option includes a wide range of strong digital asset management functions. Written in ASP.net for Windows servers. | * [[http://www.digitalassetmanager.com/FocusOPEN] - This commercial product is has an "open source" version and a commercial version with a range of support options. The free for distribution option includes a wide range of strong digital asset management functions. Written in ASP.net for Windows servers. |
| * [[http://www8.hp.com/us/en/software/software-product.html?compURI=tcm:245-936980&pageTitle=TRIM-Software||TRIM]] One of the earliest and best known commercial enterprise Records Management systems, suppoed by Hewlett Packard. | * [[http://www8.hp.com/us/en/software/software-product.html?compURI=tcm:245-936980&pageTitle=TRIM-Software||TRIM]] One of the earliest and best known commercial enterprise Records Management systems, supported by Hewlett Packard. |
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| </WRAP> | </WRAP> |
| <wrap lo>[[social|Next Chapter: Social Media]]</wrap> | <wrap lo>[[social|Next Chapter: Social Media]]</wrap> |
| <pagebreak> | <pagebreak> |
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| | ==== References and Resources ==== |
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| | Bülow, Anna E and Jesse Ahmon. Preparing Collections for Digitization. London: Facet, 2011. ISBN: 978-1-85604-711-1 |
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| ~~ODT~~ | ~~ODT~~ |
