1. Serials DeDup Project Training Exercise Antoinette Nelson Department Head: STEM Outreach & Scholarship Texas STEM Librarians’ Conference Texas A&M University-College Station, TX July 17-18, 2014

2. Purpose of Project Liaisons to gain an understanding and experience in knowledge management Hands-on opportunity to examine and evaluate resources Allow A&D staff to either renew or cancel the titles by June/July deadlines Exercise good stewardship for the acquisition budget

3. Project Outline Examine journal titles subscriptions from an individual agent (EBSCO & WT Cox) and determine whether they are duplicated in one of our aggregated databases and/or journal packages with same or overlapping coverage. Example: o if Journal A’s subscription with WT Cox covers 1999 to present and Communication and Mass Media Complete database also has it from 1998 to present, the choice might be to cancel the subscription with WT Cox and still have access to the journal through Communication and Mass Media Complete.

4. Project Overview Approximately 671 journal titles (542 in EBSCO and 129 in WTCox) were identified as duplicates. EBSCO titles by discipline: A&H - 153, SocSci – 229, and STEM – 160 WT Cox titles by discipline: A&H - 20, SocSci – 64, and STEM – 45

5. Timeline Request from Access & Discovery Department Head to Liaison Department Heads – early March Access Database developed, criteria, guidelines and procedures established Email sent to liaisons 3/31/14 Group Training meetings and began project week of April 7th Initial project deadline: on or before May 1 st, with a follow-up deadline of May 16 th. Final deadline May 23 rd A&H finished 5/23/14; SocSci & STEM finished 6/6/14 Follow up to any pending notes

6. Email to liaisons involved in Serials DeDup Project We need your assistance in completing a Serials DeDup project of approximately 671 titles with an estimated deadline of May 15th. Below is an explanation of the project and the team members involved to help complete it by the deadline. If your name is not listed below but you would be interested in learning more about knowledge management and this project specifically, please feel free to respond to an upcoming meeting invite that will provide more specific details on the DeDup project and actually getting started. Or, contact the O&S department head for your subject area for more information. Due to the short turnaround time and complexity of the project, each group will work together on the titles in their own Outreach/Fund code areas using the Access database, discussing the journal titles and making a decision whether to keep or cancel. Further explanation along with the step-by-step process will be made at a soon to be scheduled meeting. We realize everyone has a full plate and appreciate your understanding in helping complete this project in a timely manner in order to allow A&D staff to either renew or cancel the titles by the deadlines they have to meet in early June. If you have questions, please contact Suzanne, Jody or Antoinette.

7. Team members O&S department heads (Suzanne, Jody and Antoinette) Former content librarians (Lynn, Ava Nell and Jeff) O&S core liaisons (Ruthie, Carol, John, Joeli, Mitch, Josh, Sylvia and Peace) Three members of (KMAG) Knowledge Management Advisory Group (Chris, Melissa and Heather as dual liaisons) Serials Acquisitions Manager (Kona) in Access & Discovery Department and creator of the Access database and consultant to complete the project.

8. Total # of Subscription to Review: EBSCO: ARTS & HUMANITIES - Total of 153 subscriptions, $17,376.07 SOCIAL SCIENCES – Total of 229 subscriptions, $51,679.03 SPECIAL COLLECTIONS - Total of 9 subscriptions, $1,317 STEM – Total of 160 subscriptions, $115,812.56 Grand Total: 551 subscriptions, $186,699.66 WT Cox: ARTS & HUMANITIES - Total of 20 subscriptions, $6,091.15 SOCIAL SCIENCES – Total of 64 subscriptions, $35,181.57 SPECIAL COLLECTIONS - Total of 1 subscriptions, $339 STEM – Total of 45 subscriptions, $59,154.33 Grand Total: 130 subscriptions, $100,766.05

9. Fund Codes ID_ALLFUND_NAME_ALLNEW_FUND_CODE_ALLOLD_FUND_CODE_ALL OUTREACH_ASSIGNMENT_AL L 21ACCOUNTINGACCTSERACCTSOCIAL SCIENCES 2ARCHITECTUREARCHSERARCHARTS & HUMANITIES 3ART_SERIALSART_SERARTSERARTS & HUMANITIES 40BIOENGINEERINGBIOESERBioESTEM 41BIOLOGYBIOLSERBIOLSTEM 22BUSINESS GENERALBUSGSERBUSSOCIAL SCIENCES 42CHEMISTRYCHEMSERCHEMSTEM 43CIVIL ENGINEERINGCIVILSERCIVILSTEM 23COMMUNICATIONSCOMMSERCOMMSOCIAL SCIENCES

10. Forms & Reports

11. Journal titles by Outreach Assignment

14. Liaison Lookup

15. Reports – All Keep

16. Reports – All Pending

17. Reports – All Cancellations

18. EBSCO Totals EBSCO A&H # A&H $ SS # SS $ SPCO # SPCO $STEM# STEM $ Total Subs Total Cost DECISIONS NEEDED 0N/A3 9 6 18N/A KEEP 63$6,327.87101$25,809.850077$68,726.65241$10,0864.37 PENDING 0$018$8,028.800014$15,134.1132$23,162.91 CANCEL 90$11,048.20107$17,276.380063$26,380.55260$54,705.13 Total Subs 153$17,376.07229$51,679.039$1317160$115,812.56551$186,699.66

19. WT Cox Totals WT COXA&H # A&H $ SS # SS $ SPCO # SPCO $ STEM # STEM $ Total Subs Total Cost DECISIONS NEEDED 0N/A4 1 2 7 KEEP8$1,409.2628$16,310.620025$27,553.6861$45,273.56 PENDING0$06$1,951.600014$29,169.4620$31,121.06 CANCEL12$4,681.8911$4,586.12003$1,891.0226$11,159.03 Total Subs20$6,091.1564$35,181.571$339.0045$59,154.33130$100,766.05

20. Wrap up Liaisons gained an understanding, experience and appreciation of a knowledge management activity, especially the new liaisons who had very limited if any at all Collaborative effort Finished in time that A&D staff were able to renew or cancel titles by their deadlines Saved a lot of $$$