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Oh past self, come here and let me kick you in the shins

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Notes. We put them everywhere, in order records, item records, database records, etc. They tell us how to process something, mark historical decisions, and guide us in our next steps. We would be lost without them, and yet they’re typically unformatted, by-the-seat-of-your-pants kind of information.
This session explores the theme of ‘notes’ from several perspectives as librarians who use different e-resource management systems talk about what kinds of notes they make, where they put them, and what their uses are.

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Oh past self, come here and let me kick you in the shins

  1. 1. Oh past self, come here and let me kick you in the shins Marie Kennedy (Loyola Marymount University) Anna Creech (University of Richmond) Kristina DeShazo (Oregon Health & Science University) ER&L 2014, Austin TX
  2. 2. Not all research comes from noble birth
  3. 3. Not all research comes from noble birth • Sometimes you’re just curious about the way other people manage things
  4. 4. Not all research comes from noble birth • Sometimes you’re just curious about the way other people manage things • And so you call them up and say, “Hey, I was wondering something.”
  5. 5. Not all research comes from noble birth • Sometimes you’re just curious about the way other people manage things • And so you call them up and say, “Hey, I was wondering something.” • And the next thing you know you’re doing a presentation together at ER&L.
  6. 6. Not all research comes from noble birth • Sometimes you’re just curious about the way other people manage things. • And so you call them up and say, “Hey, I was wondering something.” • And the next thing you know you’re doing a presentation together at ER&L. • This is that kind of research.
  7. 7. Agenda • In this presentation we will discuss NOTES, in all their manifestations, in managing electronic resources. • You will hear from librarians who use different library systems. • We’ll show examples from those systems for how NOTES are formatted • Innovative Sierra (Marie!) • Voyager / ProQuest (Anna!) • Innovative to Alma (Kristi!)
  8. 8. Our goals •Learn from each other •Share what we learn with you •Improve our use of NOTES in systems as a result of this presentation
  9. 9. We’ve asked ourselves the following questions: •Why do we write notes? •What do we do with a note once it’s written? •How have we made decisions at our institutions about notes?
  10. 10. Why do we write notes? •Notes to our future selves (reminders) •Directions to others •Alerts to our patrons •Pointers to additional information (contract office contact, links to copy of license) •CYA
  11. 11. What do we do with notes? •Statistics •Document cancelation decisions •Funding decisions (e.g. pay from X fund this year and Y ongoing) •Publication status (e.g. delayed) •Public notes in the ERM for users and document delivery staff about license terms
  12. 12. The kinds of records where notes may be found •Order record •ERMS record •License record •Item record •A-Z journal list
  13. 13. How have we made decisions about notes at our own institutions? • Delimiters • Permanence • Repeatability • Fixed-length • Variable-length • Deletion of existing notes fields • Repurposing of fields • Formatting
  14. 14. What we have decided about notes (LMU) •Names formatting
  15. 15. What we have decided about notes (LMU) • Names formatting • Last names with first initials • Last names only • Last names with first names • Full names • Faculty selector with liaison initials • Liaison selector with faculty initials • Selector with staff initials • Selector with department abbreviations
  16. 16. What we have decided about notes (LMU) • Names formatting • Last names with first initials • Last names only • Last names with first names • Full names • Faculty selector with liaison initials • Liaison selector with faculty initials • Selector with staff initials • Selector with department abbreviations
  17. 17. What we have decided about notes (LMU) •Names formatting
  18. 18. Lastname_YYYY
  19. 19. What we have decided about notes (U. of Richmond) Notes are good for coverage dates, cancelations, and anything weird
  20. 20. What we have decided about notes (U. of Richmond) •Order record •Invoice •Line item of invoice
  21. 21. What we have decided about notes (U. of Richmond)
  22. 22. What we have decided about notes (U. of Richmond)
  23. 23. What we have decided about notes (U. of Richmond)
  24. 24. What we have decided about notes (U. of Richmond)
  25. 25. What we have decided about notes (U. of Richmond) Our ERM (SerialsSolutions 360 Resource Manager) also has a notes function….
  26. 26. What we have decided about notes (U. of Richmond)
  27. 27. What we have decided about notes (U. of Richmond) Back end: Front end:
  28. 28. What we have decided about notes (U. of Richmond)
  29. 29. What we have decided about notes (OHSU) License records *Caveat #1 these are preliminary ponderings as we have not yet migrated all data or really ANY license data from current system (III) to new (Alma) and, **Caveat #2 this talk is limited to license record data/information and our current perception of what Alma has to offer.
  30. 30. What we have decided about notes (OHSU) •Necessary
  31. 31. What we have decided about notes (OHSU) •Necessary •Nuisance
  32. 32. What we have decided about notes (OHSU) •Necessary •Nuisance •Nice!
  33. 33. What we have decided about notes (OHSU) • Current system fixed and variable fields • Type of license
  34. 34. What we have decided about notes (OHSU) • Current system fixed and variable fields • Type of license • Official archive
  35. 35. What we have decided about notes (OHSU) • Current system fixed and variable fields • Type of license • Official archive • Authentication method
  36. 36. What we have decided about notes (OHSU) • Current system fixed and variable fields • Type of license • Official archive • Authentication method • Terms of Use (Patron) • Terms of Use (Staff)
  37. 37. What we have decided about notes (OHSU) •Notes, Notes, Notes A succession of notes over time
  38. 38. What we have decided about notes (OHSU) • In Alma • License Terms & Notes
  39. 39. What we have decided about notes (OHSU) • Here a note. There a note. Everywhere a note!
  40. 40. What we have decided about notes (OHSU) • And then there is Notes! • A blank canvas . . .
  41. 41. What we have decided about notes (OHSU) •Reflection
  42. 42. What haven’t we decided about notes yet (U. of Richmond) •Standardization •Consistency
  43. 43. What haven’t we decided about notes yet (LMU) •Date formatting • (10-88) • 11-6-2013 • 2/07/2012 • 1/2014 • 2010
  44. 44. Thanks • To @RachelMFleming for letting us use her tweet as the title of this presentation • https://twitter.com/rachelmfleming/status/380697949413449728
  45. 45. Slide citations • Slides 2 and 3: http://www.bl.uk/catalogues/illuminatedmanuscripts/GlossPo pup.ASP?ImageName=Marginalia/c3906- 07.jpg&Pmark=Burney%20MS%20224,%20f.%203 • http://www.webdesign.org/photoshop/drawing- techniques/magnify-glass.13819.html

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