Best Practices: Managing Journal Archives & Getting Articles to Users Alexander Feng, the dd+p group (moderator) Valeria de la Calle, Astellas Pharma US Jane Burke, Pfizer Bernadette Ewen, Sanofi Pasteur R. Amyas Huston, Cubist Pharmaceuticals

Best Practices: Managing Journal Archives & Getting Content to Users Val de la Calle, MLIS Astellas Pharma Global Development, Inc.

Astellas Intelligence Management Natalie Rainford, MLIS, MBA Val de la Calle, MLIS As Alex said I work in the AIM library which stands for Astellas Intelligence Management and it consists of myself and Natalie Rainford. I’ve only been at Astellas since 2005, but our story dates back to mid 90’s when the Medical Information group handled document delivery. Now we report into the Medical Information group and they are an integral part of this story as they were the ones to first develop our repository. It was a paper repository known as the “CLOSET” because that’s all it was – a closet with an abundance of papers that were organized optimally by hard copy standards, but in this day and age we all know how inefficient that can be. This was the document delivery workflow in those days … Next Slide

“THE CLOSET” Workflow Library conducts Inter-office lit search for researcher Inter-office paper order to Med Info Order and receive document delivery order via fax Med Info inter- offices order to researcher Med Info checks closet repository Researcher would ask the library to perform a literature search. They would get the results and inter-office their paper request to Med Info or simply walk it over to them. Med Info would check the closet. In the beginning more often then not the article would not be found in the closet so they would place the order to their reprint vendor via fax, and receive it via fax. Med Info would then inter-office paper copy to researcher and add it to the closet. Next slide

1997: IT builds the Reprint Database for Med Info 1997 – 2006 1997: IT builds the Reprint Database for Med Info 1997-2006: Med Info manages digital repository and Doc Del The contents of the closet kept growing, but obviously the closet remained the same, so in 1997, when it became too difficult to maintain, Med Info enlisted the help of IT, our Legal dept, and the CCC to build a homegrown, searchable digital repository that became know as the Reprint Database. Although transferring all the contents from the closet to the new digital repository took over a year, this was a huge turning point and Med Info continued to manage Doc Del and the digital repository until 2006 w/o any significant changes. Next slide

2007: Meet Ben Beit-Zuri and become customer of Information Express Serendipity… 2006: Library claims ownership of Document Delivery and repository maintenance 2007: Meet Ben Beit-Zuri and become customer of Information Express During my first year at Astellas I would often wonder “why is doc del NOT a library function?” And whenever I asked I would always get the same reply “That’s just how it’s always been.” There came a point where I was just not ok with that anymore. In 2006 I decided that the library needed to claim ownership of Doc Del and the maintenance of the reprint database. Med Info was more than happy to oblidge. The transition was smooth and painless, but there were a few things about their process that I thought could be enhanced. The first was changing reprint vendors… In 2007 I went to my first professional meeting, which was DPHT in Boston. I was at one of the events at the aquarium and I didn’t really know anyone and I kept hearing this man with a crazy, very inviting laugh who seemed to be having a great time. I am of course referring to Ben Beit-Zuri. I started talking to him, we had some ice cream, and finally asked him what company he worked for. Serendipitously he said a document delivery company called Info Express, and it was then that I knew this was the beginning of a monumental partnership and it was all because of his hearty laugh… Next Slide

Improved Workflow Ovid/Pubmed Search by user E-mail order to library Manual check of online subscriptions E-mail to user and manual update to repository Manual check of digital repository Online order to Info Express We quickly became their customer and here is what the workflow looked like then: Either we would do a lit search for the user or they would just e-mail us their article requests. I’d then have to do a manual check of our subscriptions, then manual check of the reprint database. If article was not there, I place the order online to Info Express. They would e-mail me the article, I would forward on to the user, and then manually add the paper to the reprint database. It was functional, but there were still so much room for improvement. NEXT SLIDE

Progress… Add link resolvers to facilitate workflow 2008: IT abandons repository…Implement QUOSA to replace repository 35,000 articles imported into QUOSA QUOSA’s largest repository!!

Integrated Document Delivery ™ QUOSA DocFlow Document Delivery -- integration with Information Express Integrated Document Delivery If the article is in the the article opens on their desktop User searches in OvidSP Article is available via full-text subscription OR user clicks Check Article in the Library Holdings Customer Full Text Holding This is how it works. The article PDFs will be saved directly to the AIM library on the QUOSA Virtual Library for immediate future access Astellas does not have the article Information Express fulfills the order Two simultaneous processes End user receives email with a dynamic link to each document

Integrated Document Delivery ™ QUOSA DocFlow Document Delivery -- integration with Information Express Integrated Document Delivery User searches in PubMed User selects all articles of interest and clicks Send to > Order for the batch One status-screen displays all articles selected: Gives link to article if in the Automatically checks subscriptions & gives link to article Auto-fills IE doc del order form for those selected by user The article PDFs will be saved directly to the AIM Library on the QUOSA Virtual Library for immediate future access Information Express fulfills the order Two simultaneous processes End user receives email with a dynamic link to each document

Testimonials… "I am extremely satisfied with the library service. My requests are handled with utmost urgency and importance and I truly appreciate that. The staff has also been a very good source of information regarding copyright topics."   "It’s of great benefit to have such a professional document delivery service facilitated by high-caliber personnel. The level of service makes getting pertinent information easy and quick, and my questions are always resolved in a friendly and helpful way.“ “As a regular user, document delivery has been expedited by over 50% since I began using the system 18 months ago.” With our current system we’ve gotten a lot of positive support from our users, but when we go live with DOC FLOW in the coming weeks, this new system is totally going to rock their worlds b/c its going to allow us to fulfill their needs with much greater efficiency. At the end of the day that is our primary function. I apreciate your attention today, if you have any questions please feel free to holler at me at anytime.

Astellas Pharma Global Development, Inc. Margaret Basket QUOSA Special Thanks to… Ben Beit-Zuri Information Express Natalie Rainford Astellas Pharma Global Development, Inc. Margaret Basket QUOSA ™

“Integration Activities and Content Delivery at Pfizer: Back to the Future” (Jane Burke-Information & Library Services) Special Library Association, Pharmaceutical & Health Technology Division, Spring Meeting (Philadelphia, PA) April 12, 2010

Our past is our present…. October 2009, Pfizer acquired Wyeth Workstreams established Single suite of applications/systems Process mapping/system review/requirements gathering/recommendations made Quick wins Best practices Future state Opportunities for change……..

Contractual limitations (affiliates/collaborators) Considerations Licenses ACL, MNL, specific country licenses, GELAs Who is the customer? Contractual limitations (affiliates/collaborators) Customers just want what they want Technology

How do we make content available? Library portals Product Literature Database Bibliographic Services Document Delivery Copyright/reuse rights Solutions

Library portals— “The web portal is the primary interface the library has to people.” eLibrary and The Digital Library(different technical environment) Our vision: Bring information resources into end user workflow. They won’t have to come to us..we can push to them. Subscribe to our resources and move to their websites (my e-journals, RSS feeds, etc.) Repurpose interface for other groups to use Integration opportunity: Robust subject categorization It’s not just about searching…it’s all about “finding” the information!

Product Literature Database Both companies have a PLD Externally published literature/Pfizer authors get@pfizer links Special projects Integration opportunity: link to approved/non-published literature repository

Bibliographic Services Provide bibliographic support for references in submissions and in safety reporting (PSURs and NDA ARs) Submission-ready images Link to full-text repository of images Bulk import to document management system Link to Document Delivery Submissions Support Module: Customized tool to support and streamline business processes; scaleable and can be extended to other business lines Integration opportunity: creation of customized front-end tool to support self-service safety reporting

Document Delivery Solutions/STM Library Single vendor being used but not in the same way Needed standard end-user experience Qualitative assessment Integration opportunity: company-wide implementation with link resolver built into document delivery form Integration opportunity: extend number of repositories that can be checked for copyright cleared articles

Copyright/Reuse Rights Give colleagues access to content and they are going to want to reuse it! Copyright is critical in a company our size Education in partnership with Legal Global copyright assistance mailbox Rightsphere tool Collaboration agreements

Integration brings opportunity Similar best practices Summary Integration brings opportunity Similar best practices Did you find a “nugget”? Love to see you at “Product Literature Databases” breakout session tomorrow. Thanks…..

Getting Articles to Users: The Sanofi Pasteur Story SLA P&HT Spring Meeting Philadelphia, PA April 12, 2010 Bernadette Ewen

Getting Articles to Users: Challenges Provide streamlined desktop access to externally published vaccines industry related information in a timely, convenient, and cost effective manner Develop and maintain a simple process for the purchasing of externally published content and processing of copyright permission requests for all employees Educate employees on copyright compliance and on how to use L&IA’s products and services More employees at more locations with more diverse information needs Not all resources are available from one publisher Many key documents are unnecessarily and unknowingly purchased multiple times More information requests than budget allows for global subscriptions Less staff dedicated to document management

Getting Articles to Users: Actions Globalize copyright agreements and include digital amendments as needed Partner with Intellectual Property / Legal Partner with sanofi-aventis Partner with Rights Reproduction Organizations Partner with publishers and document delivery vendors Organize holdings in systems with link resolvers Journal subscription agents: EBSCO A-to-Z Document delivery provider holdings databases: Infotrieve Track usage and align local and global agreements Reduce print collections Spend wisely on active and archival journal collections Supplement agreements with ad hoc document delivery requests Globalize copyright agreements and include digital amendments as needed Partner with Intellectual Property / Legal Partner with sanofi-aventis Partner with Rights Reproduction Organizations: Copyright Clearance Center (CCC); Access Copyright (AC); Centre Français d’exploitation du droit de Copie (CFC) Partner with publishers and document delivery vendors

Getting Articles to Users: Actions Educate employees about global copyright compliance Co-authored global copyright compliance policy with Intellectual Property Created global copyright compliance policy training module 77% of all employees required to complete the global copyright compliance policy training have formally completed it

Getting Articles to Users: Actions Leverage use of copyright compliant, internal databases with citations with link to full text via document delivery providers Reference Manager DataStar Private Files Seek & Share Etc. Promote use of copyright compliant, external databases with full text and/or citations with link to full text via document delivery providers DataStar PubMed ScienceDirect

Getting Articles to Users: Actions Manage copyright compliant internal database with full text articles Implemented Infotrieve Virtual Library 2.0+ 1-stop, copyright compliant, document delivery management system that helps to source and fill requests for published documents, such as journal articles, book chapters, meeting abstracts, and requests for copyright permissions. Uploaded list of holdings Declared agreements: RRO copyright, global journals, and external databases Customized database and notification templates Created internal repository Created customized training materials Rolled out Infotrieve Virtual Library 2.0+ in Q3’2009 Funnel as many document delivery requests via Infotrieve Virtual Library as possible to leverage copyright and publisher agreements

Getting Articles to Users: Benefits Easy to use Order documents and copyright permissions from order form, order by search, or order by citation Web based search and shopping cart ordering Automatically checks sanofi pasteur’s subscriptions, license agreements, and internal repository All documents provided are copyright compliant English interface. French interface to be available soon. Saves time Receive more than 50% of requested documents in five minutes or less. 

Getting Articles to Users: Benefits Saves money Shopping cart functionality that allows end-users to see the cost of a document before placing an order Data capture/reporting that provides clear insight into document usage activity to enable more informed subscription renewal decisions plus easy budget administration and charge-backs Recycle  Reduce  Reuse

Special Thanks Library & Information Access at Sanofi Pasteur Virginie Chevallier (FR) Eugenia Hasenecz (US) Rex Leonard (CA) Lori Smith (US) Claire Soldaini (FR)