New Workflows for Electronic Journals

1. New Workflows for Electronic Journals Joint Presentation of: Digital Acquisitions, OIS Catalogers Discussion Group Standing Subcommittee on Serials, Series and Continuations March 16, 2006

2. Agenda • Overview of E-Journal access at Harvard and how it will change-- SFX, MARCit!, MetaLib, and HOLLIS • E-journal workflow from acquisition to cataloging and access • MARCit! process and workflow in detail • CONSER Cataloging standards, policies and the ISSN workflow

3. What is an e-journal? FOR THIS DISCUSSION: • AACR2 definition of a serial: continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion • An e-journal is an electronic form of a journal, serial, magazine, newspaper, newsletter, continuing directory, annual report and some monographic series if classed together • A journal-like electronic publication with no print counterpart made available via the Web • An e-journal is NOT a database, website, collection of e-book or e-journal titles

4. E-Journal Access at Harvard - Aleph • Harvard has access to over 16,000 e-journals (over 38,000 variations) • Approximately 6,500 cataloged in Aleph • No access in Aleph to titles/holdings in aggregated collections • Titles in collections are volatile – holdings change frequently • We do not own many of these collections

5. E-Journal Access at Harvard – E-Research @ Harvard Libraries • Patrons have access to most e-journals through E-Research @ Harvard Libraries (MetaLib) • “Find E-Journals” function • Brief bibliographic information and no subject access • These titles are loaded daily from our SFX database

8. SFX and Find It @ Harvard Service • Ex Libris provides a central database of SFX titles and collections • This central database is updated on a regular basis • Harvard maintains a local copy of the central database with our titles activated • Harvard also maintains holdings/coverage if different from central database • Our SFX database is the foundation for the Find It @ Harvard service as well as the “Find E-Journals” module of E-Research and the Citation Linker

10. E-Journal Record Loading Project • ULC-approved project to load vendor MARC records for e-journal titles in aggregated collections • Task force formed: • Amira Aaron, OIS • Mary Beth Clack, Widener Library • Ruth Haas, HCL Technical Services • Allison Powers, OIS • Noelle Ryan, Countway Library With great help from Patricia Hatch, Amber Meryman and Paul Aloisio

11. Project Objectives • Maintain holdings/availability information for e-journals in one database only. • Reduce the workload involved with processing, naming and cataloging e-journals, both for serials cataloging and for OIS staff. • Preserve locally-created bibliographic information for e-journals in Aleph whenever it exists. • Provide comprehensive, consistent access to e-journal holdings in the OPAC and E-Research (MetaLib). • Ensure that holdings/availability information for e-journals is kept current in the OPAC. • Provide stable, manageable URN's for e-journals both in the OPAC and in E-Research.

12. Project Objectives (cont.) • Ensure that links for e-journals both in the OPAC and E-Research are accurate and up-to-date. • Ensure that links for e-journals could be globally changed if we switch our link resolver. • Provide one URL for multiple versions/providers of a journal, both on the results set and on the full record in the OPAC. • Ensure that users see all versions of a journal on one record. • Provide more complete bibliographic information for e-journals in E-Research and the potential for searching e-journals by subject.

13. Recommended Process • Maintain all e-journal holdings data in the SFX database - required for Find it!@Harvard and for “Find E-Journals” module of E-Research • Expand project to include records for all e-journals – not just those in aggregated collections • Purchase an ongoing subscription to the MARCit! MARC records service from Ex Libris, which is based on our e-journal holdings - title and coverage - in our SFX database • Load records into both Aleph and MetaLib • Add, maintain and delete e-journal holdings via automated batch loads into both Aleph and E-Research

14. MARCit! Service from Ex Libris • Provides MARC records for e-journal holdings in SFX database- can be loaded into both Aleph and E-Research. • Currently only for those titles with ISSN’s • Includes e-journals available to the entire Harvard library community. • Pulls records from CONSER database • If no CONSER record – creates a brief record • Provides updates & deletions • Supplies OpenURL in 856 field

15. MARCit! Record Loads-Summary • Load the MARCit! records following the single record approach for all e-journal holdings in the SFX database. • Load the holdings record with a NET location and MRCIT collection code. • Load an 856 field containing a URN which has been batch-assigned and which resolves to the openURL. • The openURL will lead directly to the full-text if there is only one full-text option in SFX; otherwise it will lead to an SFX menu.

16. MARCit! Record Loads-Summary (continued) • Use the SFX number as the unique identifier for the holdings record (load in the 035 holdings field). • Load the availability information (866) which will be updated in the regular loads from MARCit! via SFX. • Process updates, deletes and additions on a regular basis (to be determined), matching on the SFX number. • Load records also into E-Research using XML load format from MARCit!

21. NEW E-JOURNALS WORKFLOW

24. http://hul.harvard.edu/digacq/forms.html

25. DETAILED MARCit! CATALOGING INFORMATION AND WORKFLOW

26. MARCit! Records Loaded into Aleph • Initial load expected end of March 2006 • @16,000 Records will be added • Records will be updated on a regular basis (to be determined) The initial batch of records loaded into Aleph from the MARCit! Service can be described in three categories: • New records (not currently part of Aleph database) • Match on existing records in Aleph • Multiple matches in the Aleph database

27. New Records-Bibliographic Data • Title added to Aleph • Bibliographic record will be either CONSER record or brief bibliographic record • Brief bibliographic records are very brief-most contain LDR, 008, 022, 035, and 245 fields only • 035 field will contain (Mrcit) record number information • Brief bibs represent less than @6% of the total load • Brief bibs will be reported out to CONSER office but will most likely not be upgraded.

28. New Records-Holdings • Holdings record added will contain 852 $$b NET $$c MRCIT • If call number appears in bib in 050 or 090 field, this will be added to the 852 field. Holdings record will also include: • 035 field-unique identifier that will be used for updating records. • 506 field containing restriction data. • One 856 field with the URN that will link to the journal or to a mediated page in Find it! service • 866 field with coverage data. • 007 field

31. Match on Existing Records • Currently approximately 6,500 records in Aleph for e-journals containing URN’s which have been widely distributed. • If record loaded matches existing title in database, the holdings record containing 852 $$b NET and $$c GEN is suppressed • Only NET GEN holdings with URNs will be suppressed. • New holdings record with 852 $$b NET and $$c MRCIT added. • The old URN’s will resolve to the openURL as well so they will still work.

32. Match on Existing Records – Record Updates • Bibliographic records that match on existing titles in Aleph will be rejected and not loaded in favor of the existing record. • This means that no 035 field will be added to the bibliographic record, so the bibs will not be automatically updated in future loads. • Holdings records with NET MRCIT Holdings WILL be updated, as they will contain a 035 field. • OIS will investigate the possibility of updating existing bibliographic records at some future date. Analysis will be needed to ensure that protected fields are not adversely affected in an update process.

33. Multiple Matches • MARCit! Records that match multiple titles in the database will be added as new records • These titles will be reported to the CONSER office. • CONSER will work with libraries to resolve duplicates.

34. Circumstances where multiple records may appear • Brief bib contains misspelled words • Title loaded with Electronic ISSN vs. Print ISSN • Title is a work that contains multiple parts (e.g. Brain Research) • Holdings in Aleph includes a URL, but not an URN.

35. How libraries should handled titles with misspelled words • Search Aleph to see if correct title exists. • If yes, check to see if NET MRCIT holding exists • Access the OIS Digital Acquisitions page at: http://hul.harvard.edu/digacq/forms.html • Fill in the E-Journal Update form. Include Aleph record number and explanation of misspelled title. • If the correct record exists, OIS will investigate further and contact Ex Libris. • Changes will be reflected in next MARCit! Load.

36. Handling titles with Electronic ISSN when Print ISSN exists • Search Aleph to locate print title. • Access the OIS Digital Acquisitions page at: http://hul.harvard.edu/digacq/forms.html • Fill in the E-Journal Update form. Include Aleph record number and explanation of electronic ISSN vs. Print ISSN. • OIS will investigate further and contact Ex Libris. • Changes will be reflected in next MARCit! Load.

37. What to do if record contains E-ISSN and Library Wants to Subscribe to print version • Libraries can upgrade the electronic ISSN record with the print information. • Library adds holdings record for print. • Library contacts CONSER office for cataloging and/or authentication. • MRCIT holding will still be updated based on 035 field.

38. How to Handle Multiple Parts • Records will be reported to CONSER office. • CONSER will work with appropriate libraries to clean up the records.

39. How to Handle Titles Containing URLs in Holdings • Holdings records containing an URL, not an URN, will not be suppressed when MRCIT record is added. • If you wish to keep your URL, do nothing. Library will be responsible for keeping record up to date. • Not recommended-will create duplicate entries and will not be automatically updated. • If you wish to use the MRCIT record, delete your NET GEN holdings record.

40. Updates to MARCit! Records • MARCit! sends updates based on SFX changes or changes to CONSER records • MARCit! record with update status and revised 866 availability field(s). • Updated record is loaded into Aleph; old holdings field is deleted; new holdings field is created. • A report of updated MARCit! records will be sent to the CONSER staff for review, as some of these may be the result of new or updated CONSER records. • Updated information will also be added to E-Research.

41. Deletes Workflow Summary • Title is deactivated in SFX database (central staff or monthly update). • MARC record with status of delete is part of next MARCit! load. • Delete record causes the URN to be redirected to a message instructing users to look elsewhere or ask for help. • Delete record causes the Aleph holdings to be deleted. • If this is the only holdings on the Aleph record, the bib record is also suppressed. • The E-Research record is also deleted.

42. Advantages of New Workflow Currently in the OPAC, holdings and availability information for e-journal titles is often out of date and it is difficult for serials cataloging to maintain or even be notified about changes. This approach will ensure: • Maintenance of e-journal holdings and availability information in one database (SFX) for all e-journal titles. • All e-journal titles treated consistently. • Up-to-date and consistent information displayed to the user in both the OPAC and E-Research. • Reduced workload on the part of OIS staff for individual e-journal titles. • Reduced workload on the part of serials cataloging staff in adding/maintaining holdings for e-journals.

43. Electronic Resources NOT Part of MARCit! Loads Titles that will not be included in MARCit! loads are: • Electronic Journals that do not have ISSNs • Databases • Websites • Electronic books • Resources that are restricted to a certain school or faculty only Workflows for other types of electronic resources will be covered in a future presentation.

44. Electronic Journals Without ISSNs If you wish to add an E-journal title that does not have an ISSN: • Contact CONSER office with ISSN inquiry • CONSER has access to ISSN database • If CONSER finds an ISSN, contacts library. • Follow E-Journal registration process for titles with ISSN.

45. Electronic Journals Without ISSNs If CONSER office does not find ISSN: • Add and/or export bibliographic record • Create holdings record with 852 field $$b NET $$c GEN • Add H09 field with $$k identifying your sublibrary (e.g. netwid) • Add 506 with restriction note • Add 866 field with coverage information • Add 007 to holdings record

46. Electronic Journals Without ISSNs-CONSER Report to ISSN Office • If CONSER does not find ISSN, CONSER will CONSERize record and send record to US ISSN Office (if US publication) or to appropriate foreign entity requesting an ISSN. • ISSN office will add ISSN and contacts CONSER office. • CONSER notifies OIS and this record will ultimately be added to the SFX database. • Record will match on future load and NET MRCIT holdings will be created, NET GEN holdings will be suppressed.

47. Electronic Journals Without ISSNs-Report to OIS • Fill out an E-Journal Submission Form (JIT) form available from the DigAcq Forms page at: http://hul.harvard.edu/digacq/forms.html • Please report free (i.e. no charge) e-journals as well, using the FREE E-Journal Submission Form at the site. • OIS reports URN back to unit—unit adds this to 856 field. • OIS adds record to SFX.

48. Electronic Journals—Title changes-If New Title has an ISSN • Many libraries will receive notice of a title change before SFX database is updated. If new title has an ISSN: • Add 785 field to previous title record. • Fill out Fill out an E-Journal Submission Form (JIT) form available from the DigAcq Forms page at: http://hul.harvard.edu/digacq/forms.html • The new title record will be brought in on future batch load.

49. E-journals—Title changes-If New Title does not have an ISSN If new title does not have an ISSN: • Add 785 field to previous title record. • Create and/or export new bibliographic record-add 780 field if needed. • Contact CONSER Office • Fill out an E-Journal Submission Form (JIT) form available from the DigAcq Forms page at: http://hul.harvard.edu/digacq/forms.html so that OIS can add the title to SFX.

50. CATALOGING STANDARDS, POLICIES AND THE ISSN WORKFLOW