Serials DeDup ProjectTraining Exercise

Antoinette NelsonDepartment Head: STEM Outreach & Scholarship

Texas STEM Librarians’ ConferenceTexas A&M University-College Station, TX

July 17-18, 2014

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

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.

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

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 1st, with

a follow-up deadline of May 16th.  Final deadline May 23rd

• A&H finished 5/23/14; SocSci & STEM finished 6/6/14

• Follow up to any pending notes

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.

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. 

Total # of Subscription to Review:EBSCO: ARTS & HUMANITIES - Total of 153 subscriptions, $17,376.07SOCIAL SCIENCES – Total of 229 subscriptions, $51,679.03SPECIAL COLLECTIONS - Total of 9 subscriptions, $1,317STEM – Total of 160 subscriptions, $115,812.56Grand Total: 551 subscriptions, $186,699.66

WT Cox: ARTS & HUMANITIES - Total of 20 subscriptions, $6,091.15SOCIAL SCIENCES – Total of 64 subscriptions, $35,181.57SPECIAL COLLECTIONS - Total of 1 subscriptions, $339STEM – Total of 45 subscriptions, $59,154.33Grand Total: 130 subscriptions, $100,766.05

Fund CodesID_ALL FUND_NAME_ALL

NEW_FUND_CODE_ALL

OLD_FUND_CODE_ALL

OUTREACH_ASSIGNMENT_ALL

21ACCOUNTING ACCTSER ACCT SOCIAL SCIENCES

2ARCHITECTURE ARCHSER ARCH ARTS & HUMANITIES

3ART_SERIALS ART_SER ARTSER ARTS & HUMANITIES

40BIOENGINEERING BIOESER BioE STEM

41BIOLOGY BIOLSER BIOL STEM

22BUSINESS GENERAL BUSGSER BUS SOCIAL SCIENCES

42CHEMISTRY CHEMSER CHEM STEM

43CIVIL ENGINEERING CIVILSER CIVIL STEM

23COMMUNICATIONS COMMSER COMM SOCIAL SCIENCES

Forms & Reports

Journal titles by Outreach

Assignment

Liaison Lookup

Reports – All Keep

Reports – All Pending

Reports – All Cancellations

EBSCO TotalsEBSCO A&H

#A&H

$SS #

SS $

SPCO #

SPCO $

STEM#

STEM $

Total Subs

Total Cost

DECISIONS NEEDED

0 N/A 3 N/A 9 N/A 6 N/A 18 N/A

KEEP 63 $6,327.87 101 $25,809.85

0 0 77 $68,726.65

241 $10,0864.37

PENDING 0 $0 18 $8,028.80 0 0 14 $15,134.11

32 $23,162.91

CANCEL 90 $11,048.20

107 $17,276.38

0 0 63 $26,380.55

260 $54,705.13

Total Subs

153 $17,376.07

229 $51,679.03

9 $1317 160 $115,812.56

551 $186,699.66

WT Cox TotalsWT COX A&H

#A&H

$SS #

SS $

SPCO #

SPCO $

STEM #

STEM $

Total

Subs

Total Cost

DECISIONS NEEDED

0 N/A 4 N/A 1 N/A 2 N/A 7 N/A

KEEP 8 $1,409.26

28 $16,310.62

0 0 25 $27,553.68

61 $45,273.56

PENDING 0 $0 6 $1,951.60

0 0 14 $29,169.46

20 $31,121.06

CANCEL 12 $4,681.89

11 $4,586.12

0 0 3 $1,891.02

26 $11,159.03

Total Subs

20 $6,091.15

64 $35,181.57

1 $339.00

45 $59,154.33

130 $100,766.05

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 $$$