Individual e journal subscription: assembly required

INDIVIDUAL E-JOURNAL SUBSCRIPTIONS: ASSEMBLY REQUIRED

Kate Silton, North Carolina A&T State UniversityAnne Rasmussen & Qinghua Xu, University of Wisconsin-Parkside

Overview

Challenges of e-journal management

Workflow: tool-based solutions What we learned

Challenges of Individual E-Journal Management

Challenges: The life cycle of e-journals

Challenges: The cycle within the cycle…

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/

North Carolina A&T State University Library

Workflow

North Carolina A&T State University

Public, land grant, HBCU FTE of 10,000 Strengths are in STEM fields 470 individual e-journal subscriptions

Broad Recommendations

PrioritizeOrganizeSelect your tools wiselyDocument

Prioritize

What are the goals of our e-journal activation project?

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Organize

Publisher Platform Type of license

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Select Your Tools

Serials vendor (EBSCOnet) Excel (to fill in the gaps) Knowledgebase and link resolver ERM (III)

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?

E-journal Audit Spreadsheet

Licensing, registration & activation

Use your audit spreadsheet to prioritize Document actions in EBSCOnet

Document

Track every step of the process

Save everything Make it accessible

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Workflow

University of Wisconsin-Parkside Library

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

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?

How do we determine what we have? Tools

SwetsWise report ILS report

PlatformPlatform

What workflow will ensure access? What tools will help us accomplish

this?

Workflow:I. RegistrationII. LicensingIII.ActivationIV.Cataloging

Tools used:ChecklistSerials vendor website and reports (SwetsWise)ILS (Voyager)Follow-up triggers (Outlook)Link resolver (SFX)Management tool (ERMes)

Checklist

WorkflowIa. Pre-Registration

Check access through platform using library’s link resolver

PlatformPlatform

WorkflowI. Registering for access

WorkflowII. Licensing

Swetswise’s checklist

ERMes

WorkflowIII. Complete activation

WorkflowIV. Cataloging

Download MARC record, edit to local standards

Add 856 field connecting record to link resolver

Update OCLC holdings

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

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

ERMes: benefits

Is free! Can be modified for journal

management Works for a small collection Serves as one-stop-shop for

library staff

How do we use ERMes?

Utilize it as a checklistStore and track e-journal dataCreate reports

Checklist

Information about e-journals

Reports

Lesson learned

What I learned

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4762384399

Assume nothing Document

everything Check in

periodically

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

Questions?

Contact Information

Kate SiltonElectronic Resources LibrarianF.D. Bluford LibraryNorth Carolina A&T State University(336)[email protected]

Anne F. RasmussenSerials LibrarianUniversity of Wisconsin – Parkside Library (262) [email protected]

Qinghua XuElectronic Resources CoordinatorUniversity of Wisconsin-Parkside Library(262) [email protected]