Presentation at the Ohio Valley Group of Technical Services Librarians 2017. Managing and coordinating the multifaceted steps involved in the electronic resource lifecycle in a transparent and effective method can be a challenging aspect of librarianship. This presentation will cover the workflow processes and collaborative efforts involved in: investigation of new resources, acquisitions & licensing, access, support, evaluation and renewal decisions from a unique perspective of three institutions of varying sizes and types. The presenters will discuss their shared work history in coordinating the electronic resources workflow at Capital University, a small private four-year college, as well as their current respective roles at Union Institute and University, a small private nonprofit university specializing in distance learning and The University of Toledo, a large public university with a health science campus. The presentation will conclude with best practices and will highlight some challenging issues we have encountered such as, working with limited staff and administration, large-scale ILS and discovery changes, and budgetary concerns.

1. Electronic Resources Workflow:
Three Approaches
Jessica Morales
The University of Toledo
Collection Management Librarian
jessica.morales@utoledo.edu
Tina Beis
Union Institute & University
Electronic Resources Librarian
tina.beis@myunion.edu

2. Capital University
FTE 3,500 | No Library Director
Staff of 8
Acquisitions Librarian (Jessica)
Web Reference Librarian (Tina)
Union Institute & University
FTE 1,000 | Fully Online Library
Staff of 3
Technical Services and Electronic Resources Librarian (Tina)
University of Toledo
FTE 18,500 | Academic, Health Science and Engineering Libraries
Staff of 21 Librarians and 23 Professional and Paraprofessionals
Collection Management Librarian (Jessica)

3. Capital University
Statement required that addressed the following:
• Interest
• Relevancy to the curriculum
• Specific classes and course assignments
Requests for new resources submitted by library staff and
faculty via email or website form
Web Reference Librarian set up trial via consortia or vendor

4. Union Institute & University
• No formal statement required, but we investigate
relevancy to courses, programs, number of students
Requests for new resources submitted by library staff and
faculty via email or website form
Electronic Resources Librarian sets up trial via consortia or vendor

5. University of Toledo
Requests for new resources submitted by library faculty
and faculty via direct communication or web form
Electronic Resources Team evaluates:
• Relevancy to the curriculum
• Authority
• Uniqueness
• User Experience
Collection Management Librarian sets up trial via consortia or vendor

6. • Communicated with consortia representatives to determine best
pricing and contractual agreements
• OhioNET and OhioLINK
• Only communicated directly with the vendor as a final option if
no consortial agreements are available
• Final license reviewed by University Counsel
Web Reference Librarian
+ Acquisitions Librarian
Associate Provost
Capital University

7. Union Institute & University
• Communicate with consortia representatives to determine best
pricing and contractual agreements
• WALDO, VT Libraries
• License reviewed by Electronic Resources Librarian and Library
Director
• ILL, Authorized users, terms of access
Electronic Resources Librarian and Library Director

8. University of Toledo
• Collection Management Librarian reviews license for key
elements: ILL permissions, access, authorized users and
perpetual access terms
• Final license reviewed by Contract Manager and University
Counsel
Electronic Resources Team
• Led by Collection Management Librarian
• Self-elected committee
• Communicate with consortia representatives to
determine best pricing and contractual agreements
• OhioNET and OhioLINK

9. Capital University
• Contacted OhioNET to add EZProxy
• Head Technical Services Librarian downloaded a MARC
record for the catalog EDS
• Selected item in Holdings Management in EBSCOAdmin
• Selected item in EDS Database list if available
• Added item as an asset in LibGuides
• Used in A-Z list and Subject Guides
• Added link on Library website - Databases by Subject page
Web Reference Librarian:

10. Union Institute & University
• Update config.txt file for EZProxy
• Add MARC record to custom catalog in EDS
• Select item in Holdings Management in EBSCOAdmin
• Select item in EDS Database list if available
• Add link on Library website - Databases page
Electronic Resources Librarian:

11. University of Toledo
Director of Collections and Systems Librarian:
• Manages Web Access Management (WAM) table in Sierra
Cataloging Librarian:
• Manages MARC record loads for the local catalog
• Manages Electronic Resource Records, A-Z database list
Director of Collections:
• Outputs file to update EDS
• Selects item in Holdings Management in EBSCO Admin
Electronic Information Services Librarian:
• Selects item in EDS Database list if available
• Adds item as an asset in LibGuides to use in Subject Guides
Collection Management Librarian: Serves as a backup

12. Capital University
• Web Reference Librarian contacted library staff
• Liaison librarian notified appropriate department
• Email sent to Faculty listserv
• Advertised on library website
• Survey for EDS
• RefWorks Day
• Talk Like a Pirate Day
• EDS Launch
Programming

13. Union Institute & University
• Electronic Resource Librarian contacts Library Staff
• Share information at Library Committee meeting
• Send Campus Community emails
• Blog Posts to the Library Website
• Announcement post to LMS
• Create Tutorials

14. University of Toledo
• Collection Management Librarian notifies library faculty
• Subject librarians notify appropriate colleges
• Subject librarians and Collection Management Librarian
update relevant subject guides

15. Capital University
Acquisitions Librarian:
• Reviewed budget
Electronic Resources Team:
• Reviewed usage statistics and discussed importance of
resources
Acquisitions and Web Reference Librarian:
• Completed consortial surveys

16. Union Institute & University
Library Director:
• Reviews budget
• Meets with Electronic Resources Librarian
Reference Librarian and Electronic Resources Librarian:
• Collect usage statistics
• Create annual statistics overview document

17. University of Toledo
Collection Management Librarian:
• Reviews budget
• Communicates with Electronic Resources Team,
subject librarians and faculty (if applicable)
• Team reviews statistics, cost per use and criteria
outlined in rubric
• New procedure - Send out survey to gather feedback
Director of Collection Services:
• Pulls usage statistics

18. Capital University
• Issues communicated to Web Reference Librarian
• Troubleshooted in Vendor Admin
• Communicated with consortia and vendor when needed
• Notified staff of issues

19. Union Institute & University
• Issues communicated to Electronic Resources Librarian
• Troubleshoots in Vendor Admin
• Communicates with consortia and vendor when needed
• Use Access Database to communicate to Library Staff

20. University of Toledo
• Issues communicated via web form
• Collection Management Librarian or Collection Services
Director troubleshoots in Vendor Admin
• Systems Librarian troubleshoots in Sierra's Electronic
Resources Management system, WAM and with
university IT

21. University of Toledo
• III's Sierra
• Maintains A-Z Database List
• Provides central location for admin credentials
• Stores license information
Capital University
• Had a subscription to EBSCO ERM Essentials, but was
cancelled due to lack of use and staff
Union Institute & University
• No ERM due to very small staff
• Utilize documents, spreadsheets, and create checklists

22. • Lack of Library Director and staffing levels
• Transparency and communication
Capital University
Union Institute & University
• Online Library; no ILS
• Serving staff and students globally
University of Toledo
• Interim Leadership
• Staffing levels

23. Presentation Link:
https://tinyurl.com/beismorales