Individual e journal subscription: assembly required


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Panel presentation at ER&L 2011

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Individual e journal subscription: assembly required

  1. 1. INDIVIDUAL E-JOURNAL SUBSCRIPTIONS: ASSEMBLY REQUIRED Kate Silton, North Carolina A&T State University Anne Rasmussen & Qinghua Xu, University of Wisconsin-Parkside
  2. 2. Overview <ul><li>Challenges of e-journal management </li></ul><ul><li>Workflow: tool-based solutions </li></ul><ul><li>What we learned </li></ul>
  3. 3. Challenges of Individual E-Journal Management
  4. 4. Challenges: The life cycle of e-journals
  5. 5. Challenges: The cycle within the cycle…
  6. 6. Challenges: Individual e-journals management <ul><li>More steps to consider in creating access than print </li></ul><ul><li>Each publisher has different workflows for gaining access </li></ul><ul><li>Managing the terms of a title needs as much attention as a whole journal package </li></ul>
  7. 7. <ul><li>North Carolina A&T State University Library </li></ul>Workflow
  8. 8. North Carolina A&T State University <ul><li>Public, land grant, HBCU </li></ul><ul><li>FTE of 10,000 </li></ul><ul><li>Strengths are in STEM fields </li></ul><ul><li>470 individual e-journal subscriptions </li></ul>
  9. 9. Broad Recommendations <ul><li>Prioritize </li></ul><ul><li>Organize </li></ul><ul><li>Select your tools wisely </li></ul><ul><li>Document </li></ul>
  10. 10. Prioritize <ul><li>What are the goals of our e-journal activation project? </li></ul>Image from U.S. National Archives
  11. 11. Organize <ul><li>Publisher </li></ul><ul><li>Platform </li></ul><ul><li>Type of license </li></ul>Image from
  12. 12. Select Your Tools <ul><li>Serials vendor (EBSCOnet) </li></ul><ul><li>Excel (to fill in the gaps) </li></ul><ul><li>Knowledgebase and link resolver </li></ul><ul><li>ERM (III) </li></ul>
  13. 13. Tool-based solutions: The Audit <ul><li>What are our subscriptions? </li></ul><ul><li>Which subscriptions are currently accessible? </li></ul><ul><li>Which subscriptions require licenses to be signed? </li></ul><ul><li>Which subscriptions require registration? </li></ul><ul><li>Which subscriptions don’t allow IP access? Off campus access? </li></ul>
  14. 15. E-journal Audit Spreadsheet
  15. 16. Licensing, registration & activation <ul><li>Use your audit spreadsheet to prioritize </li></ul><ul><li>Document actions in EBSCOnet </li></ul>
  16. 18. Document <ul><li>Track every step of the process </li></ul><ul><li>Save everything </li></ul><ul><li>Make it accessible </li></ul>Image from /46632302@N06/4279477491/
  17. 19. Workflow <ul><li>University of Wisconsin-Parkside Library </li></ul>
  18. 20. University of Wisconsin – Parkside <ul><li>One of 13 four-year universities in the Wisconsin state system </li></ul><ul><li>Commuter campus with focus turning towards distance-education </li></ul><ul><li>5300 students </li></ul><ul><li>About 200 individually subscribed e-journals </li></ul>
  19. 21. Questions we had… <ul><li>What do we have? </li></ul><ul><li>What workflow will ensure access? What tools should we use? </li></ul><ul><li>How do we manage e-journal data? </li></ul> What is our inventory ?
  20. 22. How do we determine what we have? <ul><li>Tools </li></ul><ul><ul><li>SwetsWise report </li></ul></ul><ul><ul><li>ILS report </li></ul></ul>Platform
  21. 23. What workflow will ensure access? What tools will help us accomplish this? <ul><li>Workflow: </li></ul><ul><li>Registration </li></ul><ul><li>Licensing </li></ul><ul><li>Activation </li></ul><ul><li>Cataloging </li></ul><ul><li>Tools used: </li></ul><ul><li>Checklist </li></ul><ul><li>Serials vendor website and reports (SwetsWise) </li></ul><ul><li>ILS (Voyager) </li></ul><ul><li>Follow-up triggers (Outlook) </li></ul><ul><li>Link resolver (SFX) </li></ul><ul><li>Management tool (ERMes) </li></ul>
  22. 24. Checklist
  23. 25. Workflow Ia. Pre-Registration Check access through platform using library’s link resolver Platform
  24. 26. Workflow I. Registering for access
  25. 27. Workflow II. Licensing Swetswise’s checklist ERMes
  26. 28. Workflow III. Complete activation
  27. 29. Workflow IV. Cataloging <ul><li>Download MARC record, edit to local standards </li></ul><ul><li>Add 856 field connecting record to link resolver </li></ul><ul><li>Update OCLC holdings </li></ul>
  28. 30. How do we manage e-journal data? <ul><li>E-journal data is everywhere </li></ul><ul><li>No funding available for a commercial ERMS </li></ul><ul><li>System-wide purchase may be possible </li></ul>
  29. 31. What is ERMes? <ul><li>Open source, MS Access based ERMS </li></ul><ul><li>Current version </li></ul><ul><li>Designed for database management </li></ul><ul><li>No Web Interface </li></ul><ul><li>No Triggers  </li></ul><ul><li>Does not integrate with ILS </li></ul><ul><li>Developed by Librarians William Doering (System Librarian) and Galadriel Chilton (E- Resources Librarian) from University of Wisconsin-La Crosse </li></ul><ul><li>54 users as of February 2011 </li></ul><ul><li> </li></ul><ul><li>2011 new release (May/June) </li></ul><ul><li>Migration strategy between versions </li></ul><ul><li>Authentication rights for various levels of access </li></ul><ul><li>Web interface </li></ul><ul><li>Simultaneous user access </li></ul><ul><li>E-serials/periodicals management </li></ul>
  30. 32. ERMes: benefits <ul><li>Is free! </li></ul><ul><li>Can be modified for journal management </li></ul><ul><li>Works for a small collection </li></ul><ul><li>Serves as one-stop-shop for library staff </li></ul>
  31. 33. How do we use ERMes? <ul><li>Utilize it as a checklist </li></ul><ul><li>Store and track e-journal data </li></ul><ul><li>Create reports </li></ul>
  32. 34. Checklist
  33. 35. Information about e-journals
  34. 36. Reports
  35. 37. Lesson learned
  36. 38. What I learned <ul><li>Image from </li></ul><ul><li>4762384399 </li></ul><ul><li>Assume nothing </li></ul><ul><li>Document everything </li></ul><ul><li>Check in periodically </li></ul>
  37. 39. <ul><li>Create a checklist that works for your institution (and follow it!) </li></ul><ul><li>Utilize serials vendor during registration process </li></ul><ul><li>Knowing platform of e-journal is key </li></ul><ul><li>Use software to trigger follow-up to any correspondence  </li></ul><ul><li>Enter both general information AND details on the ERM system </li></ul>What we learned
  38. 40. Questions?
  39. 41. Contact Information <ul><li>Kate Silton Electronic Resources Librarian F.D. Bluford Library North Carolina A&T State University (336)285-4256 [email_address] </li></ul><ul><li>Anne F. Rasmussen Serials Librarian University of Wisconsin – Parkside Library (262) 595-2420 [email_address] </li></ul><ul><li>Qinghua Xu Electronic Resources Coordinator University of Wisconsin-Parkside Library (262) 595-2168 [email_address] </li></ul>