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					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




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                                            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

yesilbas@ufl.edu

				
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posted:9/30/2011
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