Scholarly Research Journal for Humanity Science & English Language,

Online ISSN 2348-3083, SJ IMPACT FACTOR 2019: 6.251, www.srjis.com

PEER REVIEWED & REFEREED JOURNAL, FEB-MAR, 2021, VOL-9/44

E-RESOURCE MANAGEMENT: TOOLS AND TECHNIQUES

Sarla Nimbhorkar, Ph. D.

Librarian, G. S. Gawande Mahavidyalaya Umarkhed

Paper Received On: 25 MAR 2021

Peer Reviewed On: 30 MAR 2021
Published On: 1 APRIL 2021
Content Originality & Unique: 100%

Abstract

With the publication of first electronic journal 'Electronic Resources' came into existence. It comprises
of e-book, E-jourals, e-databases, digital knowledge archives and internet resources. These are mines
of information explored through modem ICT devices, stored in cyber space and accessible without
boundaries of time space. Steps of managing electronic resources e.g. requirement access, introducing
with vendors, acquisition and negotiation of site licensing, updating library website, providing user
support training, monitoring usage pattern, cancellation criteria, licensing agreement etc. E-resource
management tools and techniques are library website/ portal, library software, OP AC, A-Z services
from EBESCO, JCCC, web feat, 360 Resource managers etc. The aforesaid features of E-resources and
its prompt and efficient management techniques are significant aspects of the paper.
Keywords: E-resources, E-resources tools & techniques, E-resource management

Scholarly Research Journal's is licensed Based on a work at www.srjis.com

1. Introduction
Management is basically concerned with organizational process consisting of diverse
activities like deliberate planning, organizing, staffing, directing, coordination, reporting,
budgeting, and managing financial, human resources etc. to achieve aims and objectives of any
organization, in terms of measurable results. It helps to efficiently and effectively accomplish
a work through others. Management of electronic resources includes various activities like
selection, evaluation, trial, acquisitions, licensing, access, promotional activities etc. All
activities are interrelated. A library requires trained staff, excellent guidance and legal
consultancy to perform aforesaid activities. Since long, most of the library and information
professionals are playing vital role in collection and services management. Due to innovation

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of internet, electronic publishing, shrinking budgetary allocation, inflammation cost, and

diverse user information needs etc. paradigm to redefine the role of library process and library
professionals have changed. At present, a library professional serves as custodian, facilitator,
navigator, computer specialist, educator for information access and retrieval.
2. Electronic Resources: A Conceptual Framework
The documents that are in electronic form are said to be electronic resources. The term
electronic resources came into usage in late 1980's when first electronic journal came into
being. The electronic resources are not single entities. It includes various types of resources
such as eBooks', e-journals, e-databases, digital/knowledge archives and internet resources.
Electronic resources are regard ecstas the mines of information that are explored through
modem ICT devices, refined, redesigned and more often stored in the cyber space in most
concrete and compact form and can be accessed simultaneously from infinite points by large
number of audience. The phrase 'electronic resources', has broadly been defined as, information
accessed by a computer, may be useful as bibliographic guides to potential sources but, as of
yet, they infrequently appear as cited references in their own right (Graham, 2003). Moreover,
e-resources refer to that kind of documents in digital formats which are made available to
library users through a computer based information retrieval system. The electronic resources
is defined by AACR-2 as "Electronic Resources: Material encoded for manipulation by
computer, including texts, sounds, images, numeric data, computer programs etc. alone or in
combination, as well as materials that require the use of peripheral devices directly connected
to a computer e.g. CD-ROM drive or player or hat require a connection to a computer network
e.g. the Internet."
3. Type of E-resources
 E-books: E-books comprise of contents in electronic format (text, graphics, audio,
video) with additional features of searching, linking, highlighting, customization,
cross-referencing etc. having facility to be delivered through CD-ROM or DVD or
internet.
 E-journals: e-journal is an serial publication available in electronic format with
additional features of searching, browsing, liking etc, accessible through compact disc
or online. E-databases: Database is a computer based data/information handling system
having organized collection of data/information/records accessible to multiple users
through intranet or internet, and standalone system.
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 Digital /Institutional Repository: It is a digital archive of intellectual products of the

institution accessible to institution/outside members. Preprint or post print of the
articles, conference papers, research reports, theses, dissertations, seminar
presentations, working papers and other scholarly items etc. are stored in digital format.
 Internet/web Resources: Internet has various types of information resources which is
accessible though internet. These resources include various documents like e-books, e-
newspaper, e-articles, websites, e-databases, patent, etc.
4. Steps of managing Electronic resources
Various facets involved in the management of electronic resources are requirement
assessment, interacting with vendors, acquisition and negotiation of site licensing, updating the
institutional/library website, providing training and user support, monitoring usage,
cancellation criteria etc. Detailed descriptions of aforesaid significant aspects are as following:
4.1. Selection of Electronic Resources
The electronic resources can be located from sources like indent form library members,
recommendation from librarian, an advertisement; resource list from vendors/ suppliers/
publishers etc. and further details can be had from the internet resources. The selection of e-
resources depends on the various criteria like users needs, subscription cost, vendor support,
accuracy, currency, comprehensiveness, relevance, coverage and user statistics etc. it is
observed form the literature that majority of libraries are using users' need, subscription cost,
comprehensiveness, coverage and usage as a selection criteria for the selection of electronic
resource. The following steps are followed for the selection ofe-resources:
4.2. Conduction of trail
The libraries opt trial of electronic resources before placing purchase order because trial
gives the opportunities for the evaluation to support of the e-resources. The librarian has to
request to the publisher for trail access of e-resources to the library before the final purchase of
e-resources. E-resources have to be tested by few or all of the library users and staff, as any
final decision for subscription has to take care of their feedback. During the trial, library staff
should evaluate the feasibility, compatibility, usability, interface and technical infrastructure
support. After completion of the trial, the librarian should be able to justify the subscription
decision.

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4.3. Negotiation with publisher/vendor

Apart from the above satisfaction Librarian has to negotiate with publishers/
aggregators/vendors for electronic resources as there is ample scope for rebate/discount etc.
The negotiation process commences which depends on the feedback and decision of library
authorities, availability and compatibility with the existing infrastructure, user needs, and
availability of resources to multiple users, coverage of subjects, pricing models, packages etc
and technical requirements of library as well as e-resources. It is suggested that if a single
institution wants to subscribe e-resources, they should joint hand with the any e-resource
consortia like INDEST, INFONET, ETC.
4.4. License Agreement
After ensuring technical feasibility of the product, and getting permission, negotiate
with the trade parties, and to proceed for further action we should ask for negotiated license
and making necessary amendments before its final acceptance. It will be pertinent to consult
legal expert while going through license agreement etc. Language of the agreement should be
clear, precise and weir-defined. After going through aforesaid formalities, final purchase order
can be placed.
4.5. Access of E-resources
If final purchase order is served just before the end of trail period, trade parties have to
be asked for maintaining persistent access of e-resources under trial otherwise, after the
culmination of the trial, final purchase order along with a request to provide access should be
made. Once final access is provided by the trade parties, users should be informed about the
availability of e-resources, at the same time, they should also be informed about various aspects
of licensing issues. E-resource access is possible through the authentication systems like use
name passwords, IP addresses, URIs and local proxy server. Access to e-resources involves
assuring location and easy access of available e-resources through various mediums like library
website, OPAC, A to Z list and other publisher/aggregator products.
4.6. User Support and promotional activities
Library should organize orientation programme dealing with product information, user
education, usage training, license/lease agreement, providing contact details of the library staff
on websites. Feedback from the patrons regarding the product during the training programme
should also be taken seriously and incorporated in the library activities. Demo of the products
supplied by the trade parties can also be incorporated in the orientation programmes. User

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guide, manual, brochure of the product etc. should also be circulated among users. It is also
suggested that the library should involve regressed promotional activities like sending targeted
e-mail, chouse notifications, campus circular, developing library brochures and leaflets etc.
There should be products offering a single search interface to all the procured e-resources. Foe
optimum utilization of resources the user help desk should tender 24 hours troubleshooting
facility for the library users.
4.7. Monitoring the usage of E-resources
Any alteration or change in the usage pattern made by the trade parties, at their
convenience, should be keenly monitored along with popularity of the product among
professional colleagues. Usage report provided by the trade parties should also be minutely
scrutinized.
4.8. Renewal / cancellation
As subscription to e-resources is time bound and with the expiry of the license period,
the library has to renew or cancel any subscription as per accumulated information e.g. usage,
reliability of interface, convenience, and providers' response. In case a subscription is
cancelled, the library should have the perpetual access or archival right to the e-resources
during subscription period. If usage of the products drop considerably because of access
problems or inferior quality, and product is available in some other preferable format at
marginal rates - we should rethink of some other options. If the product cost outgrows its
benefits, its circulation is stopped by the vendor or collection policies and vendor support gets
altered, we have to go for the cancellation of the product. In case services of the product are
highly satisfactory, well received by the users and have reasonable cost, we can proceed for
the renewal.
4.9. Internal Digital Resource management
Institutions and universities involved in academic and research activities generate
information which is to be stored, organized, retrieved and disseminated among students,
research scholars and faculty members of the institution. Librarian has to take up the
management of archiving, preservation and perpetual access of the digital information with the
help software's like greenstone, D-Space, E-print and other vendor, software's providing
powerful indexing, searching, and file management functionalities.

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5. E-resource Management Tools and Techniques

5.1. Library website/Portal:
Majority of libraries delivering E-resources through their website/ portal. The library
professional are creating list of the Journal Titles with URLs and organizing e-resources
according to alphabetical and/or subject wise for easy access. It is
considered trouble-free tools for the library professionals and users. The aforesaid tool and
technique has few limitations like searching of information, customization, etc.
5.2. Library OPAC :
This is a tool which offers a single platform /gateway for the access of all the library
resources. The users can access information regarding all the print as well as electronic
resources through the OPAC. Few libraries also develop a database related to article indexing,
and it can also be accessed through OPAC.
5.3. Library management software :
It is observed that the various software available in the market for the e-resource
management like ERMSS, LIBSYS, etc. These software facilitate to management all kind of
information related the e-resources.
5.4. JCCC (Journal Custom Content consortia) :
It is a product which is developed on your requirement for the bibliographical access of
your subscribed product with some special services. The product offer Bibliographical search
facility and full text link. The drawback of the product is that it is not offering full text searching
of all the subscribe products.
5.5. A-Z service From EBESCO :
A to Z service are offered by EBESCO. It is "complete Web-based tool for organizing
and providing links to all of your library's e-resources, including e-journals, titles in full-text
databases and e-journal packages, and e-books. It offers users a "one-stop" search of your
library's e-collection, with easy navigation to full-text content".
5.6. Web Feat :
Web Feat is a federated search product, however it is no longer available. The Web Feat
was combined with 360 search to create the most powerful, feature-rich federated search.
5.7. 360 Resource Manager :
It is "e-resource management service offered by serial solution to effectively track and
control your resources to streamline library workflows and optimize collections, it offers

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complete solution for managing the e-resource lifecycle. It also consolidates all information at
one place for ease of management which reduce workloads, streamline workflows, and reduce
costs. It also help in Streamlining acquisition and licensing workflows" After realization of the
above, we can say that it is "A complete management system enables you to gain control over
the selection, acquisition, and usage of your electronic resources."
6. Conclusion
E-resource management comprises of various activities e.g. selection, evaluation,
licensing, negotiation, and conducting trail, maintains link, authentication, troubleshooting,
storing licensing document in digital format and protecting the legal use of e-resources, etc.
Various initiatives regarding management of e-resources have been undertaken in the country.
Library operates with the utilization of tools and techniques at managing electronic resources.
Well managed infrastructure enhances the optimum utilization of the resources. Studied
literature illustrated global usage of e-resources and evaluated its importance in research and
serving as essential media of information dissemination. It also pointes that majority of users
are face problems in access and utilization of e-resources.
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