Managing the Acquisition of E-resources

Transcription

1 Western University Western Libraries Staff Presentations Western Libraries 2014 Harriet Rykse Western University, Robert Graves Western University, Follow this and additional works at: Part of the Collection Development and Management Commons Citation of this paper: Rykse, Harriet and Graves, Robert, "" (2014). Western Libraries Staff Presentations. Paper 45.

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3 Managing the Acquisition of E-resources April 30, 2014 Robert Graves, Library Systems Administrator Harriet Rykse, Digital Information Resources Librarian

4 Western Libraries o o o o 23,000 full time undergraduates 2,800 full time Masters students 1,900 full time PhD candidates 1,400 full time faculty

5 Acquisitions (FY 13/14) o o o o 21,000 firm and approval orders 2015 e-books purchased through DDA 5281 active print serial subscriptions 696 orders and 144 cancellations using the form

6 Why change our process? o o Multiple ways of requesting resources Electronic requests sometimes fell through the cracks

7 Timeline ER&L 2011 learn about CORAL Fall 2011 Roll out for e-resources Spring/Summer 2011 created workflows and began implementation of CORAL

8 Timeline Summer 2012 Cancellation form added February 2013 Recommender function added December 2012 Print requests added March 2013 Added an alert when no steps available

9 Spring Developed Workflows Activate new title(s) on Serials Definitions: Serials On-going expenditure acquisitions workflow (e.g. journals and databases) UL University Librarian AUL Assistant University Librarian Check for access and link IR Information Resources Send to cataloging DIRL Digital Information Resources Librarian ERM Electronic Resources Management SFX linking (for databases) Electronic purchase request completed by Collections Librarian Fields to include on form: Vendor contact info Funding Approval Kind of resource (d.b, Journal, book, etc) Fund One-time or on-going Approved by AUL IR and Access and AUL Taylor/Weldon or Library Director No Return to requestor Yes Serial Acquisitions Add full level bib Add order record Contact vendor/publisher (except in the case of OCUL, CRKN or 150k purchases the DIRL will do this) Add tickler to alert for license and/or invoice ERM support License? Yes Create resource Record DIRL No No ERM support Holdings? Signed by AUL-IR Yes License entered in ERM Create resource record if not yet done Check for access Download holdings and links Send to cataloging Soft link order record SFX linking On behalf of fund (if on-going is selected) Review License Resource name Notes Requestor and Library Has it been incl. on new serials spreadsheet? (tick box) Return to vendor No License accepted? Yes

10 Spring Developed Workflows One-time expenditure Acquisition Workflow Yes Create new resource record Monographs Alert cataloging and e-file original request Definitions: UL University Librarian AUL Assistant University Librarian IR Information Resources DIRL Digital Information Resources Librarian ERM Electronic Resources Management New Platform? No Link access ERM support Alert LIRMhelp that access is available Yes Access available? ERM support No Contact vendor ERM support Electronic purchase request completed by Collections Librarian Monograph Acquisitions Note - On form indicate that it should only be used for non-coutts monograph purchasing. (I.e. to replace wlorders or the e-prf) Contact vendor/ publisher Item available in e-format? No Communicate to requestor Yes Initiate purchase order Communicate invoice instructions and PO# to vendor Set tickler License? Yes No DIRL Review License License accepted? License entered into ERM Yes DIRL AUL IR signs license Return to vendor No

11 Spring/Summer 2011 Began local implementation

12 Spring/Summer 2011 System Requirements o Separate modules for different sections of CORAL o Apache, PHP 5, MySQL 5 o Object-oriented PHP & JavaScript (jquery) o Plugged in easy to our existing corporate authentication

13 Fall 2011 Rolled out for e-resources o Training for acquisitions staff o Training for collectors

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19 Summer 2012 Cancellation form added

20 December 2012 Print requests added

21 February 2013 Recommender Function added

22 February 2013 Recommender Function added

23 March 2013 No workflow alert added o Workflows can get complicated o Need to account for each possible variation o Occasionally a possible workflow is not accounted for o Notifies administrators if resource is added but not in a workflow

24 Creating a Fork: Advantages & Disadvantages Advantages Freedom to develop what we need when we need it We don t need a full ERMS In-house IT available Disadvantages Can t upgrade to CORAL s new versions Need to code enhancements ourselves

25 Questions? Harriet Rykse Robert Graves CORAL:

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