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The Right of Passage: Going from Print to Electronic, is it the Right Move??

This article discusses the transition from print to electronic journals in the EPA-RTP Library and the impact it has on staff, workflow, and access to information. It also explores the challenges and benefits of this transition.

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The Right of Passage: Going from Print to Electronic, is it the Right Move??

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  1. The Right of Passage:Going from Print to Electronic, is it the Right Move?? Barbara Dietsch UNC Contractor US EPA Library

  2. Environmental Protection Agency Research Triangle Park The EPA's center for research on: • Air pollution and the effects on human health and ecological systems • Hub of EPA's air pollution programs under the Clean Air Act • Home of the EPA National Computer Center

  3. EPA-RTP Library In 1974, EPA contracted with UNC's School of Library Science (now SILS, or School of Information and Library Science) to provide onsite library services.

  4. EPA-RTP Library Collection As a leader among the libraries in EPA’s National Library Network, the EPA-RTP Library provides access to: • More than 500 journal titles • Over 5000 books • 150,000 microfiche • Almost 14,000 documents Specialized subject areas include air pollution, emphasizing chemical toxicity and related sciences

  5. 2006 Print and Electronic Resources • 257 Print Subscriptions • 129 E-Journal Subscriptions • 181 Open Access Journals on Gateway • 0 Electronic Books • 3 CD-ROM Titles • ISI Web of Knowledge

  6. 2007 Print and Electronic Resources • 42 Print Subscriptions • 659 E-Journal Subscriptions • 351 Open Access Journals on Gateway • 20 Electronic Books • 2 CD-ROM Titles • ISI Web of Knowledge

  7. US EPA Facilities • Headquarters, Washington D.C. • 10 Regional Offices • 9 Research Laboratories • 2 Major Research Centers • Research Triangle Park • Cincinnati

  8. Background of EPA Library Journal Subscriptions Historically, the individual libraries ordered and paid for their own journal subscriptions because of the different research focus and budgets of the libraries.

  9. Office of Environmental Information • Beginning in 2000, the OEI in Washington, D.C. negotiated the first agency-wide full-text journals package, ScienceDirect, with Elsevier • Subscribed for agency-wide online access to three key journals • Science • Nature • Environmental Science & Technology

  10. OEI – cont. • Between 2001 and the present added other resources: • Books & Reports • Dissertations & Theses • Citation Search • Newspapers & Newsletters • Reference • Transcripts, Speeches & Briefings

  11. Journals Because of journal cost and research focus, individual libraries continued to be responsible for their own print and electronic journal subscriptions.

  12. This brings us to 2007 To respond to journals budget restructuring, the two research centers, RTP and Cincinnati, worked together to procure online journal subscriptions for both sites.

  13. How We Did It • For 2007, each location entered into new, but separate contracts with vendors for multi-site online subscriptions • To determine what titles would be purchased by each location, we combined our title lists, then divided it by publisher, local importance and usage statistics

  14. Subscription Requirements • All online subscriptions must be multi-site using IP address recognition • Any titles not available online multi-site, will be entered as a print subscription only • No single-site subscriptions!

  15. Types of Subscriptions • Multi-site online • 2 locations, RTP and Cincinnati • 10 locations, Research Laboratories • Agency-wide • Print and online, bundled (forced combo) • Print and online, multi-site & 1 print sub. • Print only

  16. Phased Approach • Switch to online only • Select an ERMS • Evaluate what other ERM products we need • Create an E-Journal Finder • As funds allow, purchase publisher backfiles (a.k.a. legacy archives)

  17. Promotion/Marketing • Signage in library • Announcements on library website • Library newsletter • Journal Alert listserv • Personal contact • New employee orientation • Agency mass mailer (email)

  18. To Catalog or Not??? • No, because the EPA’s Online Library System (OLS) is agency-wide, but most online journals are not • Confusing to • the EPA researchers not located in RTP or Cincinnati • general public “Why don’t we get online access to this journal, it’s in your catalog?”

  19. Impact on Staff and Workflow We are experiencing similar patterns as Drexel University did after their transition to online only subscriptions.

  20. Circulation/Access

  21. Technical Services

  22. Technical Services – cont.

  23. Technical Services – cont.

  24. Information Services

  25. Document Delivery

  26. Systems

  27. Systems – cont.

  28. Administration

  29. New Processes • Acquisition/purchase process • Licensing • Setting up access • Solving invoicing and payment problems • Troubleshooting access problems • Providing systems support • Checking links and archival coverage • Setting up and maintaining links to e-journals from Dialog, Web of Knowledge, and PubMed • Collection and analysis of usage statistics

  30. Space utilization • Little impact so far because we have had to weed journals and monographs every year for growth • We will retain our existing journal collection until we purchase online access to back files

  31. So far……… Three months into it, how are we doing?? So-so

  32. Major Accomplishments • Providing desktop access to online resources • Negotiating agency-wide access for some of our subscriptions • Springer Journals collections • Taylor & Francis journals • Additional Nature Publishing Group titles • More collaboration among EPA libraries to consolidate journal resources and reduce title duplication

  33. Challenges • Incorrect type of subscription entered with publisher by vendor • Single-site institution instead of multi-site • IP addresses not registered with order • Incomplete IP addresses given to publisher • No notice given when access is activated • Invoicing issues with subscription vendor

  34. Some of the Benefits to using Subscription Agents • One point of contact for subscriptions • A single invoice and renewal list • Assistance in explaining, interpreting and negotiating license agreements • Assistance with registering IP addresses • Processing the required subscription forms

  35. Customer Service Reps need to: • Know the difference between single-site, multi-site, and username/password online subscriptions • Comprehend site licenses and IP address recognition • Understand the subscription requirements for the library

  36. In the months ahead…… • Ensure that all subscriptions are active • Create regular maintenance and usage statistics collection schedules • Revisit current staffing plan • Streamline workflow processes • I need to re-write my job description! • Investigate link-resolving software • Develop or purchase an ERMS

  37. My thanks go to…………… • Ellen Leadem, NIEHS Library • Selden Durgom Lamoureux, University of North Carolina - Chapel Hill ………for taking the time to talk with me about Electronic Resource Management Systems and being so supportive with all my questions.

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