SlideShare a Scribd company logo
1 of 1
Download to read offline
Rachel Fleming                                    Kristin Calvert

                                                                                                                                                             Giving Them What They Want                                                                                                                                                                                                    Serials Librarian
                                                                                                                                                                                                                                                                                                                                                                                           Western Carolina University
                                                                                                                                                                                                                                                                                                                                                                                                                                             Electronic Resources Librarian
                                                                                                                                                                                                                                                                                                                                                                                                                                             Western Carolina University


                                                                                                           Providing Information For a Serials Review Project
Background                                                                              Creating the Database                                                                                                                                                                                                                      Future of the Database
In spring 2011, it became apparent that a state budget cuts                             Microsoft Access provided the means to collect and
                                                                                                                                                                            Outside Sources                                               Data                                           ILS Data                                                                                                                          Cancellation Outcomes by Category
                                                                                                                                                                                                                                                                                                                                   The database was invaluable in conducting the recently
would affect North Carolina universities, including significant
reductions to the library budget at Western Carolina University.
                                                                                        organize data for the review. Although some data was
                                                                                        not available, every effort was made to be                                                AtoZ Journal List                                      Sources                                   Bibliographic Records
                                                                                                                                                                                                                                                                                                                                   completed review. Although the library is currently
                                                                                                                                                                                                                                                                                                                                   implementing EBSCO’s ERM Essentials and incorporating
Library budget scenarios included a 20% budget reduction in the                         comprehensive. Access made it simple to import data                                 Online availability                                                                                     Title             ISSN                         it into e-resources workflows, we plan on continuing to use
collections budget, indicating the need for a complete review of                        from various sources into a single database without                                                                                                                                         Publisher                                      the Access database to guide subscription and retention
continuing resources.                                                                   extensive manual labor. Reports combining various                                                                                                                                                                                          decisions for serials. The ERM is expected to improve the
                                                                                        aspects could be easily compiled based on imported                                                                                                                                                                                         overall management of e-resources, but does not have all
Structure of the Review                                                                 data to review all or part of the collection. Access’s                                  Subscription Agent                                                                                                                                 the capabilities necessary for evaluating resources for
                                                                                        form builder provided a means to visually present                                   Abstract/index report codes                                                                                  Order Records                             cancellation. In particular, ERM Essentials cannot
Faculty involvement and data-driven decision making were                                large amounts of information simply.                                                                                                               Access                                   Price             Format                       incorporate use data or perform cost-per-use calculations.
identified as priorities for the review. Subject librarians                                                                                                                                                                               Database                                  Vendor            Fund Codes                   The reporting and data export functionality is also limited.
canvassed faculty about core journals in the spring semester.                           Reports based on fund codes were used for the bulk                                                                                                                                          Subscription Type                              The Access database was designed to allow for future
Collecting and organizing information fell to the Electronic                            of the serials review. The Access database provided                                       Content Provider                                                                                                                                 years of data to be appended onto existing tables.
                                                                                        additional support for the Serials Librarian additional                             Online Use          Provider name
Resources Librarian on her arrival in March 2011. Coordinated
                                                                                                                                                                            Date                Metric
review began when the new Serials Librarian arrived in June, to                         reports which allowed specific review of subsets of                                                                                                                                              Item Records                              Creating your own database provides a high return on a
be completed before October.                                                            data based on material type or location codes.                                                                                                                                             Use                                             relatively low investment of time and no monetary
                                                                                                                                                                                                                                                                                                                                   investment. A home-grown database ensures access to
                                                                                                                                                                               Librarian Assignments                                                                                                                               the information you want and need while allowing for
                                                                                                       See handout for                                                                                                                  Reports &
                                                                                                                                                                               Librarian          Department                                                                          Check-in Records                             dynamic reporting and flexibility over time
    Budget Reduction Strategies
                                                                                                     details on designing                                                      Program            Fund Code                            Spreadsheets                                 Holdings
                                                                                                        the database.
    1. Reduce duplication of content — journals available
       electronically.
    2. Reduce duplication of content — other formats.
    3. Analyze usage and coverage of periodical                                          Spreadsheet - all data available in Access database
       subscriptions
    4. Analyze database subscriptions and reduce
       redundant and/or low-use subscriptions.
    5. Analyze journal packages to determine where cost
       reductions may be possible, including cuts of titles
       within packages or complete journal packages.
                                                       (http://www.wcu.edu/29534.asp)




                  Hunter Library Budget Reduction Website

                  adapted from UC Santa Cruz University Library website
                  with permission.

                  (http://library.ucsc.edu/collections/budget-reduction-process)




                                                                                                                                                                                                                                                                Explaining the Data
                                                                                        Categories of Review                                                                               Second Audience: Subject Librarians                                                                                                                                                                                                    Effect of the Data
                                                                                                                                                                                                                                                                                                                                                     Presenting the Data
                                                                                                                                                                                                                                                                We held a workshop with subject librarians to go over data and prepare for
Audiences for the Data                                                                  Standing Orders             Identified for review by subject librarians and faculty.               Subject librarians were responsible for analyzing the preliminary
                                                                                                                                                                                                                                                                the review. In addition to explaining the data included on the                       Subject librarians who provided spreadsheets of titles to faculty usually    Subject librarians reported that having the data as presented
                                                                                                                                                                                           recommendations, introducing subject expertise, and liaising with
                                                                                                                                                                                                                                                                spreadsheet, we explained data collection and discrepancies in preparation           created new spreadsheets based on those provided by the serials              to them provided a solid framework for beginning the review
Three main audiences exist for the data, each in turn: serials                          Databases                   Identified for review by reference librarians as a group               departments for faculty feedback.
                                                                                                                                                                                                                                                                for likely questions. We were also asked, and later provided, a “sample              librarian. Subject librarians’ spreadsheets were likely to be organized by   process. While many engaged in additional research or
librarians, subject librarians, and teaching faculty. Because the                                                   with input from departments.                                                                                                                                                                                                                                                                                  looked up the information again to develop a stronger grasp
                                                                                                                                                                                                                                                                script” of a meeting with a department, along with a list of how we might            what would happen to access if a title were cut. Data presented to the
database provided such a vast array of data, the presentation of                                                    Reviewed by library faculty with input from departments.                                                                                                                                                                         faculty were stripped of extraneous information and library jargon.          on it, the data presented and the library recommendations
                                                                                        Newspapers                                                                                                                                                              present data to faculty members and a list of points that might need further
data would need to be catered to each audience. Each audience                                                                                                                                                                                                                                                                                                                                                                     emanated much research and planning that would have been
                                                                                                                                                                                           Presenting the Data                                                  research.                                                                                                                                                         necessary otherwise. Subject librarians reported satisfaction
interpreted data and added value for the next audience.                                 Package Titles              Titles which were associated with journal packages were                                                                                                                                                                          Subject librarians made the following changes to the data provided them
                                                                                                                    identified and largely exempted from individual review.
                                                                                                                                                                                                                                                                Adding Value to the Data                                                                                                                                          with the mix of guidance and freedom given them in the
                                                                                                                                                                                           To ensure that subject librarians were well prepared to both                                                                                              to prepare it for faculty:
                                                                                                                                                                                                                                                                                                                                                                                                                                  review process.
                                                                                                                                                                                           consume and disseminate the data, we provided the data in two        Due to the magnitude and short timeline for the review, subject librarians              • Combining formats into single line items for each title
                                                                                        Microforms                  Reviewed by library faculty, with attention to format                  formats. We provided PDF versions of the Access form for each
                                                                                                                    overlap.                                                                                                                                    also had the task of filling in data that we were unable to provide. Subject            • Replacing numbers with explanations for costs per use with no use       Subject librarians reported that having worked with the data
First Audience: Serials Librarian                                                                                                                                                          title. In order to provide subject librarians with as much data as   librarians brought their knowledge of departments and programs into the                 • Including use statistics for standing orders where applicable           and presented the results of review to faculty created a
                                                                                                                    Included subscriptions to journals where full text access              possible in a manageable format, we also provided a                                                                                                          • Explicating full text – indicating type and extent of coverage
The serials librarian began review using the Access database                            Library Drop -                                                                                                                                                          review, but could also provide additional information such as; available                                                                                          climate of trust where faculty understood both the work the
                                                                                                                    was available through databases with no embargo.                       spreadsheet that contained the contents of the database for each                                                                                             • Including indexing information where applicable
directly in order to gather a “big picture” understanding of the data                   Format Overlap                                                                                     fund code.                                                           indexing of journals, detail of full text coverage, comparable resources that                                                                                     library had put into the review and our budgetary need to
                                                                                                                                                                                                                                                                                                                                                        • Including subject librarian recommendations in lieu of ones we          make changes to the collection. Faculty were able to have
available and to determine a course of action for the review. With the                                                                                                                                                                                          might meet needs of journals to be cancelled, and use statistics for standing             provided
                                                                                        Recommended Drop -          Included print and electronic journal subscriptions with a             The spreadsheet included summary and detailed information.                                                                                                                                                                             discussions with subject librarians about required resources
approval of an advisory committee, a set of budget reduction                                                                                                                                                                                                    orders. Finally, subject librarians were free to organize the data in any               • Removing extraneous information to reduce confusion
                                                                                        Low Use                     high cost per use which were not included in other                     The summary report contains vital information in that can be                                                                                                                                                                           and curricular trends that might not have occurred without the
strategies were adopted.                                                                                            categories.                                                            easily manipulated with basic Excel skills. The detailed             manner they wished for presentation to faculty.                                         • Removing titles where applicable                                        impetus of the serials review.
                                                                                                                                                                                           spreadsheet includes the same data as the Access                                                                                                             • Sorting titles by outcome of cancellation
                                                                                        Recommended Drop -          Included print and electronic journal subscriptions which              database, with the added benefit of all resources for each fund in
“Library Recommendations” were assigned by the serials                                                                                                                                                                                                          Third Audience: Faculty Members                                                                                                                                   Results of the Review
                                                                                        Embargoed Full Text         had a high cost per use and were available in full text                a single location.                                                                                                                                        A few subject librarians who felt very in touch with the collection took a
librarian to simplify review by creating categories to guide                                                        through a database provider. Database and length of                                                                                                                                                                              different approach to presenting information to faculty. These subject
consideration according to the budget reduction strategies. Some                                                    embargo were provided.                                                                                                                      Although in-person meetings to explain the process and the data were                                                                                              The review of serials was organized by the effect that
                                                                                                                                                                                                                                                                                                                                                     librarians forwarded only a small number of titles for faculty
categories clarified misleading information, separating both                                                                                                                                                                                                    strongly encouraged, subject librarians were free to liaise with departments         feedback, relying on their good relationships and extensive knowledge of     cancellation would have on access and use, so cancellation
databases and titles that are part of journal packages from the more                    No Recommendation           Titles with reasonable use and no overlap had no                                                                                            as best they saw fit. Data presentation ranged from email conversations              the curriculum to act as “stewards” of the collection in their subject       goals were tentatively set for each group of “library
general e-journal format. Other categories combined several data                                                    recommendations, but review was encouraged based                                                                                            about specific titles to Excel workbooks added context and data.                     areas. Long-term good relationships with faculty resulted in this being      recommendations.” While some of these goals were not
points into a succinct recommendation.                                                                              curricular need.                                                                                                                                                                                                                 an equally positive outcome as the highly interpreted data discussed         met, others were exceeded, resulting in a number of
                                                                                                                                                                                                                                                                                                                                                     above.                                                                       cancellations that approached the amount of funds needing
                                                                                                                                                                                                                                                                                                                                                                                                                                  to be reduced.
                                                                                                                                                                                                                                                                                             Library
                                                      Database Form for Serials Librarian                                                                                                                Spreadsheet for Subject Librarian                                               Recommendations                                                           Spreadsheet for Faculty

More Related Content

Recently uploaded

HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...kumarpriyanshu81
 
Sulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesSulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesVijayaLaxmi84
 
DiskStorage_BasicFileStructuresandHashing.pdf
DiskStorage_BasicFileStructuresandHashing.pdfDiskStorage_BasicFileStructuresandHashing.pdf
DiskStorage_BasicFileStructuresandHashing.pdfChristalin Nelson
 
Paul Dobryden In Media Res Media Component
Paul Dobryden In Media Res Media ComponentPaul Dobryden In Media Res Media Component
Paul Dobryden In Media Res Media ComponentInMediaRes1
 
What is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleWhat is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleCeline George
 
Supply agency market - aiming high 2.pdf
Supply agency market - aiming high 2.pdfSupply agency market - aiming high 2.pdf
Supply agency market - aiming high 2.pdftomeskell101
 
Jordan Chrietzberg In Media Res Media Component
Jordan Chrietzberg In Media Res Media ComponentJordan Chrietzberg In Media Res Media Component
Jordan Chrietzberg In Media Res Media ComponentInMediaRes1
 
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...Nguyen Thanh Tu Collection
 
Objectives n learning outcoms - MD 20240404.pptx
Objectives n learning outcoms - MD 20240404.pptxObjectives n learning outcoms - MD 20240404.pptx
Objectives n learning outcoms - MD 20240404.pptxMadhavi Dharankar
 
The Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPThe Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPCeline George
 
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxTransdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxinfo924062
 
Views in Odoo 17 - Kanban View in odoo 17
Views in Odoo 17 - Kanban View  in odoo 17Views in Odoo 17 - Kanban View  in odoo 17
Views in Odoo 17 - Kanban View in odoo 17Celine George
 
How to create _name_search function in odoo 17
How to create _name_search function in odoo 17How to create _name_search function in odoo 17
How to create _name_search function in odoo 17Celine George
 
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...EduSkills OECD
 
4.9.24 Social Capital and Social Exclusion.pptx
4.9.24 Social Capital and Social Exclusion.pptx4.9.24 Social Capital and Social Exclusion.pptx
4.9.24 Social Capital and Social Exclusion.pptxmary850239
 
6 ways Samsung’s Interactive Display powered by Android changes the classroom
6 ways Samsung’s Interactive Display powered by Android changes the classroom6 ways Samsung’s Interactive Display powered by Android changes the classroom
6 ways Samsung’s Interactive Display powered by Android changes the classroomSamsung Business USA
 
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxCLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxAnupam32727
 
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEPART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEMISSRITIMABIOLOGYEXP
 
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...Nguyen Thanh Tu Collection
 
The role of Geography in climate education: science and active citizenship
The role of Geography in climate education: science and active citizenshipThe role of Geography in climate education: science and active citizenship
The role of Geography in climate education: science and active citizenshipKarl Donert
 

Recently uploaded (20)

HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
HackerOne X IoT Lab Bug Bounty 101 with Encryptsaan & IoT Lab at KIIT Univers...
 
Sulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their usesSulphonamides, mechanisms and their uses
Sulphonamides, mechanisms and their uses
 
DiskStorage_BasicFileStructuresandHashing.pdf
DiskStorage_BasicFileStructuresandHashing.pdfDiskStorage_BasicFileStructuresandHashing.pdf
DiskStorage_BasicFileStructuresandHashing.pdf
 
Paul Dobryden In Media Res Media Component
Paul Dobryden In Media Res Media ComponentPaul Dobryden In Media Res Media Component
Paul Dobryden In Media Res Media Component
 
What is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP ModuleWhat is Property Fields in Odoo 17 ERP Module
What is Property Fields in Odoo 17 ERP Module
 
Supply agency market - aiming high 2.pdf
Supply agency market - aiming high 2.pdfSupply agency market - aiming high 2.pdf
Supply agency market - aiming high 2.pdf
 
Jordan Chrietzberg In Media Res Media Component
Jordan Chrietzberg In Media Res Media ComponentJordan Chrietzberg In Media Res Media Component
Jordan Chrietzberg In Media Res Media Component
 
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...
BÀI TẬP BỔ TRỢ 4 KĨ NĂNG TIẾNG ANH LỚP 8 - CẢ NĂM - GLOBAL SUCCESS - NĂM HỌC ...
 
Objectives n learning outcoms - MD 20240404.pptx
Objectives n learning outcoms - MD 20240404.pptxObjectives n learning outcoms - MD 20240404.pptx
Objectives n learning outcoms - MD 20240404.pptx
 
The Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERPThe Shop Floor Overview in the Odoo 17 ERP
The Shop Floor Overview in the Odoo 17 ERP
 
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptxTransdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
Transdisciplinary Pathways for Urban Resilience [Work in Progress].pptx
 
Views in Odoo 17 - Kanban View in odoo 17
Views in Odoo 17 - Kanban View  in odoo 17Views in Odoo 17 - Kanban View  in odoo 17
Views in Odoo 17 - Kanban View in odoo 17
 
How to create _name_search function in odoo 17
How to create _name_search function in odoo 17How to create _name_search function in odoo 17
How to create _name_search function in odoo 17
 
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
Advancing Gender Equality The Crucial Role of Science and Technology 4 April ...
 
4.9.24 Social Capital and Social Exclusion.pptx
4.9.24 Social Capital and Social Exclusion.pptx4.9.24 Social Capital and Social Exclusion.pptx
4.9.24 Social Capital and Social Exclusion.pptx
 
6 ways Samsung’s Interactive Display powered by Android changes the classroom
6 ways Samsung’s Interactive Display powered by Android changes the classroom6 ways Samsung’s Interactive Display powered by Android changes the classroom
6 ways Samsung’s Interactive Display powered by Android changes the classroom
 
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptxCLASSIFICATION OF ANTI - CANCER DRUGS.pptx
CLASSIFICATION OF ANTI - CANCER DRUGS.pptx
 
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFEPART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
PART 1 - CHAPTER 1 - CELL THE FUNDAMENTAL UNIT OF LIFE
 
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...
BÀI TẬP BỔ TRỢ TIẾNG ANH 8 - I-LEARN SMART WORLD - CẢ NĂM - CÓ FILE NGHE (BẢN...
 
The role of Geography in climate education: science and active citizenship
The role of Geography in climate education: science and active citizenshipThe role of Geography in climate education: science and active citizenship
The role of Geography in climate education: science and active citizenship
 

Giving them what they want: providing information for a serials review project

  • 1. Rachel Fleming Kristin Calvert Giving Them What They Want Serials Librarian Western Carolina University Electronic Resources Librarian Western Carolina University Providing Information For a Serials Review Project Background Creating the Database Future of the Database In spring 2011, it became apparent that a state budget cuts Microsoft Access provided the means to collect and Outside Sources Data ILS Data Cancellation Outcomes by Category The database was invaluable in conducting the recently would affect North Carolina universities, including significant reductions to the library budget at Western Carolina University. organize data for the review. Although some data was not available, every effort was made to be AtoZ Journal List Sources Bibliographic Records completed review. Although the library is currently implementing EBSCO’s ERM Essentials and incorporating Library budget scenarios included a 20% budget reduction in the comprehensive. Access made it simple to import data Online availability Title ISSN it into e-resources workflows, we plan on continuing to use collections budget, indicating the need for a complete review of from various sources into a single database without Publisher the Access database to guide subscription and retention continuing resources. extensive manual labor. Reports combining various decisions for serials. The ERM is expected to improve the aspects could be easily compiled based on imported overall management of e-resources, but does not have all Structure of the Review data to review all or part of the collection. Access’s Subscription Agent the capabilities necessary for evaluating resources for form builder provided a means to visually present Abstract/index report codes Order Records cancellation. In particular, ERM Essentials cannot Faculty involvement and data-driven decision making were large amounts of information simply. Access Price Format incorporate use data or perform cost-per-use calculations. identified as priorities for the review. Subject librarians Database Vendor Fund Codes The reporting and data export functionality is also limited. canvassed faculty about core journals in the spring semester. Reports based on fund codes were used for the bulk Subscription Type The Access database was designed to allow for future Collecting and organizing information fell to the Electronic of the serials review. The Access database provided Content Provider years of data to be appended onto existing tables. additional support for the Serials Librarian additional Online Use Provider name Resources Librarian on her arrival in March 2011. Coordinated Date Metric review began when the new Serials Librarian arrived in June, to reports which allowed specific review of subsets of Item Records Creating your own database provides a high return on a be completed before October. data based on material type or location codes. Use relatively low investment of time and no monetary investment. A home-grown database ensures access to Librarian Assignments the information you want and need while allowing for See handout for Reports & Librarian Department Check-in Records dynamic reporting and flexibility over time Budget Reduction Strategies details on designing Program Fund Code Spreadsheets Holdings the database. 1. Reduce duplication of content — journals available electronically. 2. Reduce duplication of content — other formats. 3. Analyze usage and coverage of periodical Spreadsheet - all data available in Access database subscriptions 4. Analyze database subscriptions and reduce redundant and/or low-use subscriptions. 5. Analyze journal packages to determine where cost reductions may be possible, including cuts of titles within packages or complete journal packages. (http://www.wcu.edu/29534.asp) Hunter Library Budget Reduction Website adapted from UC Santa Cruz University Library website with permission. (http://library.ucsc.edu/collections/budget-reduction-process) Explaining the Data Categories of Review Second Audience: Subject Librarians Effect of the Data Presenting the Data We held a workshop with subject librarians to go over data and prepare for Audiences for the Data Standing Orders Identified for review by subject librarians and faculty. Subject librarians were responsible for analyzing the preliminary the review. In addition to explaining the data included on the Subject librarians who provided spreadsheets of titles to faculty usually Subject librarians reported that having the data as presented recommendations, introducing subject expertise, and liaising with spreadsheet, we explained data collection and discrepancies in preparation created new spreadsheets based on those provided by the serials to them provided a solid framework for beginning the review Three main audiences exist for the data, each in turn: serials Databases Identified for review by reference librarians as a group departments for faculty feedback. for likely questions. We were also asked, and later provided, a “sample librarian. Subject librarians’ spreadsheets were likely to be organized by process. While many engaged in additional research or librarians, subject librarians, and teaching faculty. Because the with input from departments. looked up the information again to develop a stronger grasp script” of a meeting with a department, along with a list of how we might what would happen to access if a title were cut. Data presented to the database provided such a vast array of data, the presentation of Reviewed by library faculty with input from departments. faculty were stripped of extraneous information and library jargon. on it, the data presented and the library recommendations Newspapers present data to faculty members and a list of points that might need further data would need to be catered to each audience. Each audience emanated much research and planning that would have been Presenting the Data research. necessary otherwise. Subject librarians reported satisfaction interpreted data and added value for the next audience. Package Titles Titles which were associated with journal packages were Subject librarians made the following changes to the data provided them identified and largely exempted from individual review. Adding Value to the Data with the mix of guidance and freedom given them in the To ensure that subject librarians were well prepared to both to prepare it for faculty: review process. consume and disseminate the data, we provided the data in two Due to the magnitude and short timeline for the review, subject librarians • Combining formats into single line items for each title Microforms Reviewed by library faculty, with attention to format formats. We provided PDF versions of the Access form for each overlap. also had the task of filling in data that we were unable to provide. Subject • Replacing numbers with explanations for costs per use with no use Subject librarians reported that having worked with the data First Audience: Serials Librarian title. In order to provide subject librarians with as much data as librarians brought their knowledge of departments and programs into the • Including use statistics for standing orders where applicable and presented the results of review to faculty created a Included subscriptions to journals where full text access possible in a manageable format, we also provided a • Explicating full text – indicating type and extent of coverage The serials librarian began review using the Access database Library Drop - review, but could also provide additional information such as; available climate of trust where faculty understood both the work the was available through databases with no embargo. spreadsheet that contained the contents of the database for each • Including indexing information where applicable directly in order to gather a “big picture” understanding of the data Format Overlap fund code. indexing of journals, detail of full text coverage, comparable resources that library had put into the review and our budgetary need to • Including subject librarian recommendations in lieu of ones we make changes to the collection. Faculty were able to have available and to determine a course of action for the review. With the might meet needs of journals to be cancelled, and use statistics for standing provided Recommended Drop - Included print and electronic journal subscriptions with a The spreadsheet included summary and detailed information. discussions with subject librarians about required resources approval of an advisory committee, a set of budget reduction orders. Finally, subject librarians were free to organize the data in any • Removing extraneous information to reduce confusion Low Use high cost per use which were not included in other The summary report contains vital information in that can be and curricular trends that might not have occurred without the strategies were adopted. categories. easily manipulated with basic Excel skills. The detailed manner they wished for presentation to faculty. • Removing titles where applicable impetus of the serials review. spreadsheet includes the same data as the Access • Sorting titles by outcome of cancellation Recommended Drop - Included print and electronic journal subscriptions which database, with the added benefit of all resources for each fund in “Library Recommendations” were assigned by the serials Third Audience: Faculty Members Results of the Review Embargoed Full Text had a high cost per use and were available in full text a single location. A few subject librarians who felt very in touch with the collection took a librarian to simplify review by creating categories to guide through a database provider. Database and length of different approach to presenting information to faculty. These subject consideration according to the budget reduction strategies. Some embargo were provided. Although in-person meetings to explain the process and the data were The review of serials was organized by the effect that librarians forwarded only a small number of titles for faculty categories clarified misleading information, separating both strongly encouraged, subject librarians were free to liaise with departments feedback, relying on their good relationships and extensive knowledge of cancellation would have on access and use, so cancellation databases and titles that are part of journal packages from the more No Recommendation Titles with reasonable use and no overlap had no as best they saw fit. Data presentation ranged from email conversations the curriculum to act as “stewards” of the collection in their subject goals were tentatively set for each group of “library general e-journal format. Other categories combined several data recommendations, but review was encouraged based about specific titles to Excel workbooks added context and data. areas. Long-term good relationships with faculty resulted in this being recommendations.” While some of these goals were not points into a succinct recommendation. curricular need. an equally positive outcome as the highly interpreted data discussed met, others were exceeded, resulting in a number of above. cancellations that approached the amount of funds needing to be reduced. Library Database Form for Serials Librarian Spreadsheet for Subject Librarian Recommendations Spreadsheet for Faculty