Old Is New Again
Workflows to Handle
Electronic makes everything easier.
How we have made progress with
Realized there are new complications.
Realized the intangibility makes it
Realized libraries need specialized tools.
Continuing blind spots or things that
Workflow for Electronic
Accountability of electronic resources.
Really realizing electronic isn’t any easier.
Assumption everything is going ok.
What FAU is doing
Using already established workflows and
personnel to check and manage electronic
journals similar to paper counter parts.
Systematic approach to check access and
availability of online journals following a
standard based on print check in and
The Story of Blackwell
FAU has complicated agreements and
licensing with Blackwell. Some titles come
through Blackwell directly and some titles
through a deal arranged consortially and paid
for through EBSCO.
The first challenge has been keeping track of
what is what.
Feb 2004 realized we did not have access to
all Synergy titles. Fought for some type of
refund or reimbursement for two months of
missing access. Essentially told its our fault
for not catching lack of access.
Next year lost access to all Blackwell titles.
Was again not resolved until Feb.
Numerous problems continued through year
with subscriptions not being placed properly.
Not everything was Blackwell’s fault. Some
problems because of late placement of
orders due to FAU’s long decision process
and working through EBSCO.
There are numerous things in the process of
placing online orders that can go wrong
Something needed to be put into place to
keep track of complicated arrangements.
Electronic Journals need to be checked in a
systematic way to insure continued access.
What are the issues and difficulties
with electronic resources?
The Same Old Problems:
Payment/proof of payment
Contacting publishers to establish orders
The New and Exciting Problems:
They move around from publisher to
Additional FAU problem of Electronic
resource and acquisitions being separate
people and places.
You don’t get a regular reminder (print copy)
and assurance of continuity.
The New Problems continued:
Memberships/ More complicated packages
Maintaining moving urls
Incorrect urls given or not to the necessary
Difficulty communicating with Agent on
availability, pricing, and licensing.
Number of Online Journal Access Issues
Online Access Incidents
Number of Problems
The numbers reflect problems that were
discovered by FAU and not changes made in
the course of normal updates of information
provided by vendors.
The numbers are just a sample culled from
email using the keyword access. The true
figures are more likely larger.
Types of Access
2003 Access Issues Breakdow n 2004 Access Issues Breakdow n
2003-2006 Access Issues Breakdow n
Serials Solut ion
Cat alog updat e
2005 Access Issues Breakdow n 84% 2006 Access Issues Breakdow n
There are many more areas that electronic
subscriptions can breakdown from placing
the order to maintaining access.
Create a systemized way of checking access
and availability to catch these break downs.
Advantages of EJ “check-in”
Check in finds necessary updates of catalog
and serials solution
Catches licensing ,payment, and technical
Clear record to all users when availability
was last verified
Catches trends of behavior.
What is being Checked-in?
Subscribed online only titles
Subscribed print+online titles
Not aggregated databases
= Positive result
Paper Journal Check-in Workflow
= Negative result
Check In to LMS Research or
Physically process material:
moving physical object
Check if previous issue
= Positive result
Electronic Journal Check-in Workflow
= Negative result
Identify title to check
from daily report
Search Catalog Search Serials
for title Solution for title
Check online access: Send for Check online access: Send to Serials
Follow link from catalog Follow link from Serials
to webpage Solutions
Check if access Check if access
available for most recent available for most recent
Check down to article Check down to article
Complete Send to Serials
Check In to LMS “Claim” manager
Update with new
The Daily Reminder Report
Look the title up in the catalog
Follow links in catalog to check access. This step finds incorrect links in the
catalog due to changing URLS and sometimes publishers. There are often
multiple urls. Choose the URL that is subscribed.
When it is EBSCO how do you know it
is the correct link?
When the vendor is a publisher like Elsevier
it is easy to tell the link because it will
incorporate the name Elsevier in the link in
To verify a link is correct with Ebsco the best
thing to do is consult the EBSCO online
access report. This report lists what EBSCO
has as the current link.
note: EBSCO’s report is not always correct. It
might contain a generic link.
Check availability to granular level
Make sure the URL takes you to the correct Journal page and to the TOC.
“Check-in” the online journal
One of the primary advantages to checking in electronic journals is a clear
record to all users when availability was last verified. This clear log is
excellent for troubleshooting.
Search title in Serials Solution
This step discovers if the title has been entered into Serials Solution
and/or is correct. If multiple links are returned check the link the
library is subscribed.
What is involved in „claiming‟ EJ‟s
How it is similar:
– Contact agent or publisher if access not available.
How it is different:
– Often requires initial research before contacting
agent/publisher to discover if problem is on your
– Agent is often dealing with incorrect information.
Has this created new and excess
No. Print check in has declined significantly
with the change to online. While there are
many steps in checking online access it is far
more rapid to click through links then
process physical material. Work loads are
monitored and balanced so there are seldom
more then 25-30 titles to check a day.
How to search for electronic journals.
How to identify the correct link.
How to look at electronic journals to
determine is they have the correct issue or
how to find correct issue.
How to check to .pdf level.
The Future Possibilities
FAU is in the process of converting to a new
The new LMS software could be used in a
similar fashion with its predictive capabilities.
Option 1: Generate Daily Claim Report in ALEPH
This would work just like the Daily Reminder list from local database. This
would also catch print claims as well.
Possible Shortcomings of Option 1:
Predictive patterns would need to be entered
for all electronic journals.
Is not Electronic specific
Option 2: Generate Daily Trigger Report
This would function very similar to Daily reminders. Add a
trigger to serial record with date of next check.
Fill out retrieve trigger option:
Reference daily generated trigger report to find electronic journals that need to be
Possible Shortcomings of Option 2:
Manual check-in would need to be done.
Note: Triggers are a little bit quirky in set up.
Make sure the proper library is highlighted in
the navigation pane when creating.
Will greatly help cut down problems in the
initial stages of set up.
Don’t appear to do much for long term
A good combination of ERM and electronic
resource workflow could bring order and
management to electronic resources.
Florida Center for Library Automation
5830 NW 39th Avenue
Gainesville, FL 32606
Tel: 352-392-9020 - Fax: 352-392-9185