Meeting Minutes Sept. 26, 2006
Present: John Haar, Janice Adlington, Mary Beth Blalock, Deborah Broadwater, Sue Davis, Lee Ann Lannom, Mary Prince, Carlin Sappenfield, Kathy Smith, Holling Smith-Borne, Deb Sommer, Mary Ellen Wilson. Absent: Bill Hook.
The committee reviewed a list of information we want to know about ejournal subscriptions to determine where the information is presently stored and how it can best provided to the libraries. At the conclusion of the review, we decided that John would form a subcommittee to include Mary Ellen, Janice, and possibly other members to address how we can make existing data readily accessible and how to collect information that does not exist at present.
Item: Each library wants to be able to create or be provided with lists of periodical subscriptions for which it pays. The list should show whether each subscription is print, print/electronic, or electronic-only. Canned reports can provide lists of orders by library or fund, but only for items with order records. The report will cover only subscribed periodicals, not unsubscribed titles that are included in publisher packages. It will not identify print, print/electronic, or electronic-only subscriptions; we would need to add this data to order records, possibly by extracting it from invoice records.
Item: Each library wants to be able to create or be provided with lists of titles in ScienceDirect, Wiley Interscience, SpringerLINK, Project MUSE and other ejournal packages for which we share the cost. We can use the PubID field in the order record to note publishers and create reports based on this field. We are now using this field for Blackwell, Electronic Collections Online, Kluwer, Oxford, Springer, Wiley, and ScienceDirect. But again this report is limited to subscriptions and excludes unsubscribed journals. We may be able to post license addenda that list all titles in publisher packages. The SFX knowledgebase is another source of information about publisher packages, but ExLibris often lags in listing newly added titles.
Item: We want to know the length of renewal cycles for each subscription package and any cancellation limitations. This information can be added to order records, as can data about access to paid-for years if we cancel subscriptions.
Item: We want to know what backfiles we are licensed to access and whether our access is perpetual. John can gather this information, but we need to decide where to post it.
Item: We want to know which journals are archived in LOCKSS. This data is available on the LOCKSS website.
Item: We need to know title changes (what was the journal previously called, what is the new title, who used to be the provider, and who is the current provider). Kitty Porter requested this because she would like a source of information to back up the SFX knowledgebase. This data is posted in the order record for subscriptions, but we will have to explore how to find all the information for unsubscribed journals.
Item: Any logins and passwords connected to individual subscriptions. We have few that fall into this category, and LITS writes scripts to provide access. We want to be sure that this information is stored where we can access it. If we can locate the information, we can place it in the order record.
Item: Information about any associated titles - e.g., 'membership title, received with...' For some memberships, titles received are listed in the order record., and Chris Waldrop can explain how to search for it. This information is also on vendor renewal invoices, so we may be able to transfer it into order records.
Item: Notes for actions which will need to occur in the future – e.g., Backfile ordered, effective January 2007 This information now exists mainly in emails. We need to post it to order records.