ERM Task List

Last updated April 17, 2026.

This task list was originally created by Ann Johnston of Olivet Nazarene University and later crowd-source developed by ERM staff from CARLI libraries who attended the spring Electronic Resource Management Tea (ERMT). If you have any suggestions or feedback about the list, send a ticket to CARLI Support.

Electronic Resource Management (ERM) Tasks

Acquisitions

• Maintains and manages subscriptions to eresources
• Sets up new e-resources and removes cancelled e-resources
• Manages licensing information
• Familiarity with how and for whom an organization licenses content and terms of agreement 
• Maintenance of trial databases
• Managing e-resource budgets, encumbrances, ILS module functions, split funds
• Adjusting for discrepancies between fiscal and calendar year accounting
• Negotiating licenses and contracts with library administrators and university departments

Alma

• P2E (Physical to Electronic) Clean-up
• Handling Data Analysis Recommendation Assistant (DARA) recommendations (the gnome looking icon)
• System administration and support of Library Management System (LMS) in ALMA
• Check once a month (at a minimum) the weekly Community Zone Updates Task List (CZUTL) review
• Check for electronic portfolios standalones semi-annually/annually
• Maintain subscriptions in Alma for Calendar Year (CY), Fiscal Year (FY) when adding new subscriptions and/or cancelling renewals
• Update/review import profiles quarterly

Assessment

• Collect, analyze, manipulate, and interpret data
• Broad understanding of the subscriptions and electronic resources access for the institution
• Uses established research methods for collection assessment and systems analysis/troubleshooting
• Analyze emerging technologies to help implement improvements to the current technology
• Monitoring publisher and vendor pricing policies/models, package deals, and researching alternatives
• Writing reports, program reviews, SWOT analysis for accreditation and other needs

Authentication and Proxy services

• Maintains EZproxy configuration files (including collaboration with IT, if applicable) for e-resource authentication 
• Modify OpenAthens Admin resource catalogue allocations, bypass authentication IP addresses, access URLs

Cataloging

• Extensive knowledge of metadata, systems of cataloging, indexing, and classification
• Produce copy catalog records
• Modify catalog records
• Knowledge of CONSER guidelines
• Awareness of RDA/FRBR best practices
• Understanding records management
• Managing records to track electronic purchases, subscriptions, access set-up, licenses, and maintenance

Communication, Training, Project Management

• Communicating effectively, promptly, and consistently with the various stakeholders internally (library staff, campus departments, library and campus committees/groups, patrons) and externally (vendors, subscription agents)
• Synthesizing easy to understand summaries free of library jargon, acronyms (unless spelled out) for the various stakeholders
• Recruiting assistance for decision making and troubleshooting while working collaboratively 
• Creating presentations that are clear and comprehensive
• Training student workers and assistants on aspects of the ERM lifecycle
• Ability to manage projects skillfully, initiate, and complete them in a timely manner
• Evaluate and review existing workflows, procedures, and policies for relevance updating as needed

Consortium/CARLI

• Committee service - attending meetings, taking minutes when assigned, collaborating on projects and presentations for the year
• Monitoring the E-Resource Contacts list, committee mailing list (when on a committee), and other mailing lists that you are subscribed to
• Review the monthly newsletter for training and professional development opportunities
• Attend webinars and conferences
• Report errors in Alma and Primo VE to CARLI Support
• Report OpenAthens Compass issues to the CARLI Open Athens Contacts List and/or CARLI Support
• Log into Consortia Manager when the SaaS, CY, and FY agreements are available to renew current subscriptions, make cancellations, and add new subscriptions

E-Resource Maintenance and Troubleshooting

• Oversees database checks of all e-resources
• Configuration and maintenance of e-resources tools such as the link resolver
• Maintains administrative sites of each vendor
• Familiarizes with and utilizes vendor administration sites for informational and troubleshooting purposes
• Eresource testing both on and off campus access
• Knowing who to report problems to and the types of problems to report out

ILS Maintenance

• Review Integrated Library System (ILS) updates to e-resources
• Works with library staff and students in executing weekly e-resource checks
• Troubleshoots access issues to any of the library’s e-resources including link and web-discovery issues
• First line of defense in resolving link and web-discovery issues
• Knowledge of best practices for account and data management
• Add new subscriptions when applicable
• Cancel subscriptions when applicable

Interlibrary loan 

• Maintaining ILL request forms for e-resources 
• Supports ILL staff with maintenance of print holdings where there is crossover to e-resources (e.g., EBSCO print holdings)

Library Web, Email, and Outreach

• Maintains ERMS and library webpages connected to e-resources
• Oversees e-resource shared email account 
• Communicate changes, news, updates to library staff and patrons when necessary
• Maintaining accessible content on library website and in library outreach related to ERM

Research, Instruction, Professional development

• Stays current on e-resource trends and research
• Stays current on vendor news including product changes and new offerings
• Serves on outside committees when possible
• Recommends, implements, supports emerging technologies
• Helps identify needs for library tutorials
• Stays current and committed to awareness of open access publications
• Stays current on scholarly communication and library’s roles as content generator and content provider
• Maintain knowledge of licensing current issues and trends
• Knowledge of library legal frameworks
• Knowledge of library standards, best practices, and everyday workflows related to KBART, licensing, and holdings
• Identify tutorial needs

staff training

• Training about new e-resources and updates about e-resource maintenance via webinars, emails, phone conversations, and in person meetings

Technology competencies

• Conceptual and practical knowledge of: 
  • computing hardware, mobile devices used to access e-resources, and their operating systems
  • wired and wireless networking technologies
  • standards, protocols (internet (IP) and file transfer (FTP), and structures (OpenURL, Shibboleth, Electronic Data Interchange (EDI), Open Archives Initiative (OAI-PMH))
  • database design
  • Markup languages (HTML, XML, wiki)
  • preservation tools
  • computing software (link resolver, metasearch, data collection, discovery services, electronic resource management software (ERMS), bibliographic utilities
  • supporting digital scholarship through data visualization, cloud computing, text mining, and emerging digital preservation techniques
  • a developed understanding of the complex range of data generated by and related to electronic resources

Usage statistics

• Retrieves and reviews usage statistics 
• Analysis of e-resource statistics to assist library director or other departments involved in subscription management decisions
• Gathering cost per use data