Electronic Resources

Access-Link Checking Project status?  updates here:  ER LibGuide>Access/Link Checking Project

• have we decided HOW to determine the next pkg to check? (i.e. prioritizing system)
  • ​who's taking on handing out assignments to Jermie/Carolyn?  
• Glenda's access/title checking calendar needs fixing! (KLM fixed Thur 12/3) 
  • columns need to be by year, not month
• Where to keep Publication Finder info/projects?
  • Serials Cataloging  LibGuide (to be mirrored in ER & Serials LibGuides)? (MT reorganized)
• Revise Access-Link Checking project before meeting with Carolyn & Jermie.   KLM, TO, ZAV (once Access DB complete)
• ZAV to work on designing Access Database to use for Access-Link Checking Project

Journal Package Updating Workflow and Instructions:

1. Head of Acquisitions/Serials Librarian navigates to the calendar for journal package updates (located in the Tech Services/Cataloging/Serials LibGuide) to identify which package is due for maintenance.

   • The calendar year will be divided into quarters (Q1, Q2, Q3, Q4) - Kat completed Thur 12/3
     Each quarter will have high-priority packages identified. - Teri working on,adding renewal dates

   • The staff member should update the month the journal package was checked and also add their initials.

   • Once all high-priority packages are worked, staff members should take on working the remaining packages and individual titles to check for that quarter.

2. a. Head of Acquisitions saves title lists from renewal information into Tech Services Drive>ER>Providers>Publisher/Product>TITLE LIST & loads list into CORAL

      3. The ER-Acquisitions Library Assistant II or Cataloging Library Assistant II navigates to CORAL.The Provider List may be a spreadsheet, a word document, an image file, a table, pdf, etc.Spreadsheets PREFERRED.

• If list is not found, staff worker contacts Head of Acquisitions to contact vendor for most recent title list aka "PROVIDER LIST YYYY" (may include updates, additions, title changes, or discontinued titles); save to shared Tech Services drive.

• The ER-Acq Asst II or Cataloging Assistant II navigates to EBSCO’s admin module to Pubfinder and downloads a spreadsheet for the package and copies it to Tech Service Drive>ER>Providers>Publisher/Product>TITLE LIST

• If the Provider List is not a spreadsheet, then the ER-Acq Asst II will convert into a spread sheet.

• If the Provider List is also a spreadsheet, then the Library Assistant II merges it with the A-Z spreadsheet to identify duplicates (see steps below): - Zach will move notes into this section.

  1. Analyze both spreadsheets and determine which columns are needed in each (generally this will be: title, ISSN, coverage dates).

  2. Remove columns that are not needed from each sheet.

  3. Modify each sheet so that columns on each sheet will be in the same order.

  4. Highlight all of the data on the Provider List in yellow (or gold).

  5. Copy the Provider List data onto the bottom of the A-Z spreadsheet.

  6. Sort the A-Z sheet by title. This will identify duplicate information.

  7. Add four columns to the A-Z spreadsheet. Label each column:

     1. 1. Title Discrepancies

     2. 2. Date Discrepancies

     3. 3. Access Discrepancies

     4. 4. Notes/Misc.

  8. Rename the now revised A-Z spreadsheet as PackageNameWorkingYYYY and save to shared Tech Services drive.

• The ER-Acq Asst II analyzes the spreadsheet named PackageNameWorkingYYYY, if that is what has been provided. If the Provider List was printed out because it was not in spreadsheet format, then the compares the printed list to the A-Z spreadsheet. In either case, the following should be accomplished:

  1. Title Discrepancies:

     1. If title appears on both lists, no note necessary.

     2. If title is on EBSCO PUBLICATION FINDER downloaded spreadsheet but not on the Provider List, make a note in this column.

     3. If title is on the Provider List but not on the EBSCO Publication Finder downloaded spreadsheet, add the missing title to the end of EBSCO PUBLICATION FINDER downloaded spreadsheet, and also make a note in this column.

     4. Keep in mind that if the work is being performed on a revised spreadsheet, the data from the Provider List has been turned a color other than white (probably yellow or gold).

  2. Date Discrepancies:

     1. Consult the summarized license information at the bottom of the spreadsheet concerning dates of coverage and gain an understanding of what dates of coverage the library should have for this package. Each project will be different in this regard. Ask any questions necessary to achieve this understanding.

     2. Compare the listed dates of coverage for each title from the Provider List to the listed dates of coverage for each title from the spreadsheet.

     3. Note any discrepancies between these two sources of information in this column.

  3. Access Discrepancies:

     1. Navigate to .

     2. Find the package name for the project on which you are working (ex: JSTOR, Sage, Springer, etc.)

     3. Click on the "title list" for the package.

     4. For each title, click on the link under the title that corresponds to the package.

     5. For each title, test the link.

        1. one article in the oldest issue we should have access to

        2. one article in the newest issue we should have access to

        3. one article in one additional random issue

     6. Note any problems or issues in the "Access Discrepancies" column on the downloaded spreadsheet.

  4. < >

     In this column, note any other problems or issues that do not fit in the other columns.

• The ER-Acq Asst II or Cataloging Asst II will add notes once a package has been completed.

  • Location: TechServices:\Electronic Resources\Projects\EJ Package Checking\Package Checklist

  • SOON-to-be on Google Drive spreadsheet!

• The ER-Acq Asst II notifies the Continuing Resources Cataloger that the finished working spreadsheet is available.

• The Serials Cataloger will navigate to the shared Tech Services drive, and begin the cataloging portion of the work: correct update URL, dates, holdings, etc. both in catalog records and on EBSCO Publication Finder.

• If there are any title discrepancy, ER Librarian or Head of Acquisitions/Serials Librarian reviews the license for titles that should be included, as well as any expressions that should be noted in CORAL (i.e. perpetual access,)
  With assistance from the ER Librarian, check CORAL for dates of access for which the Library is entitled and perpetual access terms. (See "Expression" under the License.)

  1. Summarize this information onto the bottom spreadsheet.

• When the cataloging work is complete, the Serials Cataloger navigates to the calendar for journal package updates (located:Tech Services/???/???? to indicate that package maintenance has been completed. This indicates the package was updated this year.

• Process begins again at step #1 with next package.

Zach has worked with Jermie to identify Elsevier and BioOne journal packages.  Jermie worked to identify what we had setup and then identify which are either on publisher list or set up in Pub Finder (but not set up on both). worked on until EBSCO Pub Finder issues (~2 weeks ago)

Since EBSCO has thrown a wrench in - does it make sense to keep comparing to what we used to have?

Procedure is located at: 

Jermie has been created a folder list on the shared drive.  (Elec Res)

Then changed to using Google Drive (using NGL google account).  he has approximately 75% of the initial large pkgs (30)

confusion over the 3 places for saving these title lists (providers folder, CORAL, google drive)
also confusion over using title lists from license, invoice, publisher list?

Decisions regarding Title Lists:

• Location:
  • save to Providers folder (ER> Providers> Product/Publisher> TITLE LISTS)
  • Teri will upload to CORAL (if renewal, be sure to start renewal workflow) to indicate which title list is the most appropriate for the Fiscal Year.
  • EBSCO PubFinder Title lists save  (ER> Providers>Product/Publisher>TITLE LISTS> EBSCOpf)
• Document preference:
  • (1) official lists from license (Excel format preferred.  If PDF, copy/paste titles into Excel format)
  • (2) Invoice (Excel format)
  • (3) downloaded from the publisher website or Admin corner

Working TitleLists: combined spreadsheet with PubFinder titles and also publisher title list.  may also contain notes as to what needs to be changed

save to TechServices > Electronic Resources > Projects > FY#### > Publisher/Product

Decision:  (1) staff members will manually compare title lists for duplicates (i.e. identify those which are not contained in both spreadsheets - Pub Finders + publisher title list).
(2) They will then use the Access DB which then generate reports of their notes/findings of errors. 

Prioritization System

Teri has created a spreadsheet that identifies packages by price and renewal dates. 
(Tech Services > ER > EBSCO Full Text Finder > JournalPackageCount_revTLO2015Nov24.xls)

Price and renewal date (combined) will drive priority.

Meeting again Dec 4th - Zach to rewrite title duplication (combined excel working sheet) procedures and Kat to finish calendar. 
Teri will add renewal dates (prioritization system) and also indicate which are in CORAL. 
Jermie will also rename title lists here (Y:\Electronic Resources\Projects\EJ Package Checking\ZAV_EJProcessingNotes\Title Checking Project)  add "PF" and "MonYYYY" to file name and move to correct ER>Providers>Product>TITLE LISTS folder.

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Friday Dec 4 2015

Zach demo'd new procedures using BioOneComplete.  showed file names for pub finder list and publisher's list (.xls).

Kat generated idea for retaining publication dates (and still being able to de-duplicate). ZV to add modifications to procedure.

ZV will update procedure on this LibGuide.

KLM showed updated calendar of what historically was accessed checked.  also discussed how best to use/develop the priority calendar.  TLO to update "Title List In CORAL" once priorities are set.

Carolyn is testing procedures while access checking BioOne. 

Plan to meet again next week to double-check new modifications to procedure.