VIEWS: 4 PAGES: 39 POSTED ON: 9/30/2011
Old Is New Again Using Established Workflows to Handle Electronic Resources Amanda Yesilbas NASIG 2006 Fundamental Misconception Electronic makes everything easier. How we have made progress with misconception: Realized there are new complications. Realized the intangibility makes it complicated. Realized libraries need specialized tools. Continuing blind spots or things that need help: 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 claiming. 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. Blackwell 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. Blackwell 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. Blackwell Lessons 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: Invoice processing Payment/proof of payment Contacting publishers to establish orders Memberships The New and Exciting Problems: They move around from publisher to publisher Licensing Price negotiation 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 Technical difficulty Maintaining moving urls Incorrect urls given or not to the necessary granularity. Difficulty communicating with Agent on availability, pricing, and licensing. Number of Online Journal Access Issues 2003-2006 * Online Access Incidents Number of Problems 160 140 120 2003 100 2004 80 60 2005 40 2006 20 0 . ne t. ly n. ay il . b. . . . ov ar ec ct ug pr ep Ju Ja Fe Ju M O M N A D A S Month The numbers 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 Problems 2003 Access Issues Breakdow n 2004 Access Issues Breakdow n 6% 7% 6% 2% 2003-2006 Access Issues Breakdow n 11% 5% No access 88% 91% Serials Solut ion updat e Cat alog updat e 2005 Access Issues Breakdow n 84% 2006 Access Issues Breakdow n 14% 6% 6% 6% 80% 88% Summation There are many more areas that electronic subscriptions can breakdown from placing the order to maintaining access. Response: Create a systemized way of checking access and availability to catch these break downs. Advantages of EJ “check-in” Proactive Check in finds necessary updates of catalog and serials solution Catches licensing ,payment, and technical problems. 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 Journal In Search Catalog for title Check In to LMS Research or Catalog Physically process material: writing/printing label stamping security moving physical object Check if previous issue was received Complete Claim = 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 cataloging Solution Follow link from catalog Follow link from Serials manager to webpage Solutions Check if access Check if access available for most recent available for most recent issue. issue. Check down to article Check down to article level level Complete Send to Serials Solution Check In to LMS “Claim” manager Complete Update with new check date. 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 most cases. 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 side. – Agent is often dealing with incorrect information. Has this created new and excess work? 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. Retraining needs: 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 Future LMS FAU is in the process of converting to a new LMS system. 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 checked. 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. ERMs Will greatly help cut down problems in the initial stages of set up. Don’t appear to do much for long term maintenance A good combination of ERM and electronic resource workflow could bring order and management to electronic resources. Contact Info. Amanda Yesilbas Florida Center for Library Automation 5830 NW 39th Avenue Gainesville, FL 32606 Tel: 352-392-9020 - Fax: 352-392-9185 firstname.lastname@example.org
"What FAU is doing"