Electronic Journals: Are we rearranging deck chairs on the Titanic ?

Deck Chairs: From the Serials/Acquisitions Perspective By Pat Loghry Head, Serials Department University of Notre Dame

Methodology Excel spreadsheet times to the 5 minute level time logged by Serials Librarian time split and logged by function all times added together percentages figured on the time available to electronic resources not on the total serials time available

Background Information Survey started , ended Budget for electronic resources is approximately $703,000. As of 3/14/99 UNR had approximately 8,000 titles University Attorney is not involved in the license agreements, Serials negotiates, and Dean of Libraries signs We have not cancelled print journals after acquiring electronic equivalents

Inclusions Creating license file Obtaining license agreements Obtaining supplements and other appendices Reading of license agreements Negotiating for changes Housekeeping: obtaining signatures, xerox, fax, mail, file, License tracking and service provided

Inclusions - continued Forwarding information to interested parties Access problem solving Some renewal procedures Training time Time to discuss workflow

Exclusions Discovery of the resource Consortial attendance and some negotiation Creation of orders and payments Cataloging Web page information Publicity Some problem resolution Most training for public and staff Some renewals

Staff Serials Librarian LA IV LAIII LAIII 1/2 time

Staff Responsibilities In Addition to Electronic Products Department Head –Serials Operations –Acquisitions Operations –Electronic Products –Collection Development LA IV –check-in –standing orders –student supervision –binding supervision

Staff Responsibilities In Addition to Electronic Products LAIII –invoicing –claims –claims response –new order research and new order placement LAIII 1/2 time –copy twos –binding preparation –replacements –incomplete binding preparation(in-house operation)

Workflow Chart Requests for product received License file created, license information obtained, license read Vendor contacted for change License signed Order work Housekeeping Notification of interested parties

Time Analysis Total time available for serials work hrs Time required to acquire electronic products hrs. 45 min. or 6.5%

Break down of functions Licensing issues –check journal lists - 3.6% –obtain contracts and all additional information needed - 8.5% –read contracts % –negotiations - 9.3% –vendor communications % phone calls - 1.8% –consortial - 2.4% –housekeeping - 3.9% order issues –new orders –renewal -.66%

Break down of functions - continued billing problems - 4.5% access problems –problem solving - 8.9% –checking URL’s - 2.5% publicity -.8% workflow –coding 6.2% –workflow discussions 11.2% training %

Conclusions Need more staff to manage process Needed higher level staff to manage became preferred method of communication. Time spent reading licenses lessened as I gained more experience.

Conclusions-continued Time spent negotiating increased as I gained more confidence. Consortial workflow required more time and support. Workflow was being discussed more often. Needed information mechanism for the status of electronic products. Staff training was being offered more frequently Access problems were becoming more difficult and were requiring more time.

Pat Loghry University of Notre Dame Head Serials Department G121 Hesburgh Library Notre Dame, Indiana phone (219) fax (219) web site