Implementing E-journals in the Online Catalog: A Collaborative Effort

1. Implementing E-journals in the Online Catalog: A Collaborative Effort OVGTSL Conference Louisville, Kentucky - May 12-14, 2004 Amy L. Carver Team Leader for Cataloging & Processing Montana State University--Bozeman

2. Introduction • Montana State University-Bozeman • Land grant university for Montana • Approximately 12,000 students • OMNI/MSU Shared catalog - Sirsi • Nine libraries • MSU-Bozeman + 3 other MSU campuses (Billings, Northern, Great Falls) • 2 Tribal Colleges (Little Big Horn College, Chief Dull Knife College) • 2 Private Colleges (Rocky Mountain College, Carroll College) • 1 Community College (Dawson Community College) • OMNI/MSU uses one record for all formats

3. Introduction • In 2000 – MSU libraries acquired first electronic journal package with approximately 1500 journal titles • Great debate among Reference Team Members – “Do Electronic materials belong in the catalog?” • Dean’s mandate – “Add them to the online catalog”

4. Beginning the process • Two workgroups created • E-journals cataloging workgroup • Serials copy cataloger, Team Leader for Processing team, Team Leader for Original Cataloging • Focus was to find best way to implement active links for e-journals into the online catalog • E-journals database workgroup • Two Reference Librarians, Team Leader for Original Cataloging • Focus was to provide access to e-journals, not through the catalog, as a temporary solution until all e-journals were available through the catalog • Met only twice, no decisions made

5. Initial decisions of E-journals cataloging workgroup • Would continue to use one record for all formats approach • If we had existing record in catalog, would just add 856, MARC holdings, and item record to it • If no record for a title was in catalog, would download the record for the electronic version from OCLC • Include public note (|z) in 856 • Initial wording “Access for Bozeman only.”

6. Initial process • Include generic “holdings” statement in MARC holdings • “For dates available, click Internet Access URL” • Short staffed & workgroup decided “holdings” were too labor intensive to maintain • To clarify, change display in public catalog so that 856 was labeled “Internet Access” • Worked with Reference Librarians and OMNI members to come up with label for 856 and Systems to have label changed

7. Initial process • Item Records • Decision was made to use class numbers to aid in call number browse for electronic materials • Add qualifier at end of call number • *EJOURNAL, *EBOOK, *WEBSITE • Needed location for electronic resources • Asked Reference team • Ideas considered: World Wide Web, WWW, Web Resource • Final decision: INTERNET : Reference team felt this was the most easily understood and widely known term

8. Problems in the 856 • Concern about |z note: “Access for Bozeman only” • Montana public felt we were being exclusionary • Bad P.R. for Land Grant school with outreach mission • Some patrons were confused that we meant Bozeman Public Library (even though BPL is NOT sharing our system) • Director of Systems suggested & Reference approved final wording: “Licensed Access for MSU-Bozeman”

9. Problems in the MARC holdings • Initially, vendor sites only showed what we had access to, so generic note: “For dates available, click Internet Access URL” worked • With addition of suite of Academic Press titles in 2001 this was no longer the case, what was shown on the vendor site was much more that MSU-Bozeman had authorization to access

10. Problems in the MARC holdings • Revisited decision to not include specific holdings • Began, just Academic Press titles, adding specific dates in MARC holdings • Once AP titles completed, began to add holdings dates to other e-journal titles • This new decision made Reference team VERY happy!! • Still working to add dates in MARC holdings

12. Some complications • EZ-proxy issues • Some packages, i.e. Jstor, purchased by all 4 MSU campuses • Added |z note to 856 for these titles: “Licensed access for MSU campuses” • Systems team discovered this approach created a security hole and potential for breach of license agreement with e-journal vendors • Cataloging, Systems, and Reference teams collaborated on solution • Each MSU campus would need to have it’s own EZ-proxy link/prefix

13. Some complications • Multiple 856’s in bibliographic records • At the time of implementation of e-journals into the catalog, Sirsi did not have hot links in the MARC holdings portion of the record active (This is supposed to be coming in a release soon. Yea!) • Because of different EZ-proxy prefixes for each campus, we were required to add multiple 856’s for the bib records

15. More complications • Differing dates of coverage for the same title • Jstor materials do not include latest issues • Some Jstor titles have current issues available through Project MUSE • Needed to include both URLs in record • Decided to use “Archive” for older issues and “Current Volumes” for most recent issues

17. Even more complications • Multiple 856’s created a “sea of blue” in the bib record • Each 856 featured the following: License note, EZ-proxy URL prefix, and URL • With multiple libraries having access, patrons got lost trying to find which URL to click

19. Some solutions • Worked with Systems team to hide the |u portion of 856 when a |z is present • This eased the confusion of which link to click • Added “Click for” to the beginning of every “Licensed for…” note

21. Other complications • Vendors changing Servers and URLs • Kluwer changed their server 3 times within one month • First 2 times they changed we edited the 856’s item by item (with help of Macro Express) • Took us a week to change 700+ titles • Third time they changed, I went begging to our Systems Librarian for a way to globally edit URLs • Systems Librarian was able to globally edit the 856 for this vendor

22. Other complications • Not always possible to make changes using the “Global Edit Wizard” • When identifying number or code changes, global edit won’t work • When vendor uses more than one server or URL, have to be cautious to make sure each title gets updated with correct 856 information

23. And still more complications • URL Maintenance • Not using any URL checker • Maintaining E-Journal Finder • Serial Solutions database of our e-journal packages as well as our aggregator databases (i.e. Expanded Academic, LexisNexis Academic, and Academic Search Premier • Electronic Resources Librarian responsible for this • Now beginning to use Article Linker from Serial Solutions as well

24. Other considerations • ILL policies • Do you add holdings symbol to OCLC? • Can you “lend” electronic materials? • Aggregator Databases • Do you add these titles to your catalog? • How to manage the constantly changing list of titles in these databases

25. New challenges • With purchase of Article Linker we have additional concerns with our catalog records • ISSNs • Which ISSN will Article Linker search on? • How do we get best results for our patrons • Decided to add all ISSN’s to bib records • Project underway to add E-ISSN’s to print records and ISSN’s to Electronic records

26. Conclusion • E-journals are here to stay • Complex no matter how you try to control them • Market place is complex and changing rapidly • Absolutely necessary to have collaboration and cooperation between teams to provide easiest access for patrons