Electronic Journals
Workflow
Workflow has split into two cases
at this point. This is "II" case - a new publisher/interface being considered,
usually for more than one or two titles.
Go back to beginning
of Workflow
Go instead to "I" case - a few new
journal titles being considered for a publisher or interface that is already
established for YUL
II Case: New Publisher or Interface Being Considered
XXX
reviews Publisher
Status webpage to determine whether there is an existing license. If there
is one, switch to "I" case. If there
is not, proceed with License Review
- License
review:
- XXX
records a license note in the e-admin database to alert other
investigators that unit is exploring a license for materials from this
publisher/vendor.
- XXX requests copy of license from publisher/vendor. Option to
send copy of Yale generic license (long
or short).
- Initial review is done by XXX. See information
about pre-reading the license -- also detailed
instructions behind password. License
track form is available to help trace where you are in the process
and for later communication with K.
Parker and A. Okerson
- XXX can consult with departmental point people (if such exist)
for assistance.
- If needed, XXX does some pre-negotiation on problematic points with vendor
- Send to K. Parker for review (this can happen before negotiation
depending on comfort level of XXX with their own review); K. Parker will note whether any (further)
changes are necessary
- When language is all negotiated,
send to K. Parker for preparation
for A. Okerson's signature.
E-Collections staff will fax and mail the license to the vendor; a copy
will be returned to XXX. [Note: Ann must initial approval of a license even
if it is one that does not require a signature (manifest assent)].
- E-Collections keeps a copy in the official
license file. This will be scanned and summarized for purposes of informing
readers of permitted uses.
- Decide whether to keep a copy
on site for a centralized department file. If so, XXX should give the signed
copy to appropriate personnel locally.
- Decide whether product contacts will keep a personal copy
of the license in their own files.
- Journal
title/set assessment:
- Done by XXX; includes many
considerations including archival options. Gather feedback from colleagues
and academic departments as considered appropriate for cost and importance
of journal or journal package.
- Ask vendor about various issues designated as important
on Vendor
Contact document. Decide whether XXX
does each of these tasks or the tasks are split amongst different staff.
- XXX considers cost in conjunction with other funders.
- If interface requires unusual technical items (unique plug-ins),
XXX consults
with local Expert User, WWS
and/or K. Parker.
- XXX negotiates with vendor
on price, features, packaging, deadlines for improvements without which
discounts come into play, etc. (Note, who does this again may be dependent
on size of journal set under consideration).
- XXX in conjunction with Matthew
Beacom, Catalog Librarian for Networked Information
and Database Administration negotiates
with vendor for acquiring quality MARC records (if publisher package contains many journals for which we will need catalog
records),
- If analytic records for individual journals are needed
and vendor does not offer [quality]
MARC records, XXX investigates
(consortially or institutionally) MARC record sets from other sources
and consults with Catalog department (M.
Beacom) about appropriate quality and with Joan
Swanekamp or department head about available non-collections funds.
- --Decision point--
- Assumption is made at this point that decision to acquire/activate has been
made. If not - unit must decide whether it wishes to keep records of negative
decisions and who will record such where if so.
- Ordering:
- Fund assigned by XXX (if needed)
- XXX
creates an Orbis record for interface or journal package (or imports a
record if copy is available); and commits the fund specified. This preliminary
record creation should follow standards
set by e-cat committee Note: if MARC analytics are not being ordered,
unit needs to decide whether to create individual Orbis records for titles
at time of order or wait until access is available. Assumption is that
if MARC analytics are ordered, individual Orbis records will not be created
by hand at this point.
- If access is available at time of order creation,
include 856 field in Orbis record(s) and change status to received.
--Decide how information is transmitted to creator of Orbis record (email,
paperwork, web-form?). (Note: Units may wish to adapt the SML
form which distills information needed by Orbis)
- XXX
notifies vendor of purchase decision -- can be through printed PO or via
phone, email, or fax. Particular attention should be made to designating
with vendor the appropriate YUL contact person for bill-to, for technical
issues, and for content/interface update information. If MARC records
are being ordered for individual analytic titles of a package, XXX
should take care to ensure this additional
component of the order is transmitted with whatever needed invoicing instructions
have been specified to ensure appropriate funds can be used.
- XXX registers via web page (if necessary)
- XXX supplies IP
information to vendor.
- Recording administrative information:
- XXX fills in administrative information in the e-admin
database (contacts, authentication information, problem resolution
information, etc.)
- Notification of activation / Publicity
- Vendor sends activation information and URL to XXX.
- XXX adjusts default interface
setting (if interface is adjustable). Consider whether SFX linking (into
or out from) is a desired object, and consult with SFX
Implementation Task Force about how to accomplish this.
- XXX creates DBOW page (or revises trial page) – Note: many times
it is appropriate to suppress ejournal package descriptive pages from
the list of available databases. However, it is important that they exist
in the background, so that they can be linked to when patrons seek help
or seek to learn permitted uses for a journal.
- XXX
sends notice with titles, URLs, and extents to K. Parker for inclusion
in master ejournals database. For a large package of journals, this is
most conveniently sent as an excel spreadsheet, and XXX
should inquire of vendor whether such is available to be sent
or downloaded from vendor’s website.
- XXX adds to departmental-specific journals list if one exists
- If access was not available
at time of order, XXX adds 856 field to Orbis record and marks item as
received. Note: If MARC record analytics are not being ordered for a
package, then this expands to adding 856 fields to all Orbis records created
for each journal in the package, and marking receipt of individual journals.
- XXX places links on other webpages to the ejournal package as
appropriate (Note: Recommendation for most links to the package to point
to DBOW link for easy maintenance. )
- XXX announces to YULIB-L
or other departmental list as appropriate – may only be appropriate for
very large journal packages or sets of very general interest.
- XXX (as appropriate) advertises to academic departments and reports
to local newsletter producer.
- For a Front Door News notice (if package warrants), XXX notifies PIC
chair and/or local website news producer.
Workflow from two cases rejoins at
this point and continues.
