The document discusses the challenges of managing individual e-journal subscriptions and recommendations for developing workflows and using tools. It describes the multi-step process involved in gaining access, which includes prioritizing titles, organizing license and access information, selecting tools like Excel and an ERM system, and documenting all actions. Case studies from two universities explain how they audit subscriptions, develop checklists and workflows, and use free and low-cost tools like Excel and an open source ERM to track e-journal access and licenses. The key lessons are to assume nothing, document everything, and check processes periodically.

1. INDIVIDUAL E-JOURNAL SUBSCRIPTIONS: ASSEMBLY REQUIRED Kate Silton, North Carolina A&T State University Anne Rasmussen & Qinghua Xu, University of Wisconsin-Parkside

2. Overview Challenges of e-journal management Workflow: tool-based solutions What we learned

3. Challenges of Individual E-Journal Management

4. Challenges: The life cycle of e-journals

5. Challenges: The cycle within the cycle…

6. Challenges: Individual e-journals management More steps to consider in creating access than print Each publisher has different workflows for gaining access Managing the terms of a title needs as much attention as a whole journal package http://www.richardsnotes.org/archives/2005/02/21/andy-singers-no-exit-some-assembly-required/

7. North Carolina A&T State University Library Workflow

8. North Carolina A&T State University Public, land grant, HBCU FTE of 10,000 Strengths are in STEM fields 470 individual e-journal subscriptions

9. Broad Recommendations Prioritize Organize Select your tools wisely Document

10. Prioritize What are the goals of our e-journal activation project? Image from U.S. National Archives http://www.flickr.com/photos/usnationalarchives/4271699851

11. Organize Publisher Platform Type of license Image from http://www.flickr.com/photos/uwehermann/132244826/

12. Select Your Tools Serials vendor (EBSCOnet) Excel (to fill in the gaps) Knowledgebase and link resolver ERM (III)

13. Tool-based solutions: The Audit What are our subscriptions? Which subscriptions are currently accessible? Which subscriptions require licenses to be signed? Which subscriptions require registration? Which subscriptions don’t allow IP access? Off campus access?

15. E-journal Audit Spreadsheet

16. Licensing, registration & activation Use your audit spreadsheet to prioritize Document actions in EBSCOnet

18. Document Track every step of the process Save everything Make it accessible Image from http://www.flickr.com/photos /46632302@N06/4279477491/

19. Workflow University of Wisconsin-Parkside Library

20. University of Wisconsin – Parkside One of 13 four-year universities in the Wisconsin state system Commuter campus with focus turning towards distance-education 5300 students About 200 individually subscribed e-journals

21. Questions we had… What do we have? What workflow will ensure access? What tools should we use? How do we manage e-journal data? http://commons.wikimedia.org/wiki/File:Magasin_IKEA_%C3%A0_Roques_1.jpg What is our inventory ?

22. How do we determine what we have? Tools SwetsWise report ILS report Platform

23. What workflow will ensure access? What tools will help us accomplish this? Workflow: Registration Licensing Activation Cataloging Tools used: Checklist Serials vendor website and reports (SwetsWise) ILS (Voyager) Follow-up triggers (Outlook) Link resolver (SFX) Management tool (ERMes)

24. Checklist

25. Workflow Ia. Pre-Registration Check access through platform using library’s link resolver Platform

26. Workflow I. Registering for access

27. Workflow II. Licensing Swetswise’s checklist ERMes

28. Workflow III. Complete activation

29. Workflow IV. Cataloging Download MARC record, edit to local standards Add 856 field connecting record to link resolver Update OCLC holdings

30. How do we manage e-journal data? E-journal data is everywhere No funding available for a commercial ERMS System-wide purchase may be possible

31. What is ERMes? Open source, MS Access based ERMS Current version Designed for database management No Web Interface No Triggers Does not integrate with ILS Developed by Librarians William Doering (System Librarian) and Galadriel Chilton (E- Resources Librarian) from University of Wisconsin-La Crosse 54 users as of February 2011 http://murphylibrary.uwlax.edu/erm/ 2011 new release (May/June) Migration strategy between versions Authentication rights for various levels of access Web interface Simultaneous user access E-serials/periodicals management

32. ERMes: benefits Is free! Can be modified for journal management Works for a small collection Serves as one-stop-shop for library staff

33. How do we use ERMes? Utilize it as a checklist Store and track e-journal data Create reports

34. Checklist

35. Information about e-journals

36. Reports

37. Lesson learned

38. What I learned Image from http://www.flickr.com/photos/joelmontes/ 4762384399 Assume nothing Document everything Check in periodically

39. Create a checklist that works for your institution (and follow it!) Utilize serials vendor during registration process Knowing platform of e-journal is key Use software to trigger follow-up to any correspondence Enter both general information AND details on the ERM system What we learned

40. Questions?

41. Contact Information Kate Silton Electronic Resources Librarian F.D. Bluford Library North Carolina A&T State University (336)285-4256 [email_address] Anne F. Rasmussen Serials Librarian University of Wisconsin – Parkside Library (262) 595-2420 [email_address] Qinghua Xu Electronic Resources Coordinator University of Wisconsin-Parkside Library (262) 595-2168 [email_address]