Serials and Electronic Acquisitions Annual Report 2002-2003
There was a great deal of activity with electronic resources this year, with many new resources being added, moving from networked CDROMs to online access, adding additional titles to existing providers, as well as enhancements to the database with added entries, and a project to add MARC holdings records in the catalogue. Our total number of electronic journals has dropped to 10,444, primarily due to the cancellation of the free three year trial of Business Source Premier. Our expenditures for electronic resources exceeded three million dollars this year (see Appendices A, B and C). What follows is a summary of the activities that took place this year.
Biomed: 75 titles
WRDS, including access to DRI and Compustat
Harcourt, via Scholars Portal: 57 titles
Psycarticles: 45 titles
Blackwell Science: 25 titles
New titles added to existing providers:
JSTOR : 103 Arts and Sciences, 39 Language.
Highwire archives: 12
Oxford University Press: 17
Association for Computing Machinery: 26
Catchword and Ingenta merged during the summer of 2002. We switched URLs as publishers formerly with Ingenta moved over to Catchword, including: Bowker, Imprint, John Benjamins, MHRA, Society of American Foresters, Blackwell, Arnold, Frank Cass, and Sage
We upgraded our subscriptions with Blackwell Publisher to include print and online premium. This necessitated changing the URLs from Ingenta to Blackwell Synergy and adding new titles not previously available on Catchword, including Blackwell Science titles which were not previously free online with our print subscriptions.
Taylor and Francis is moving their journal online access from Catchword to Meta Press. Most of the titles are still set up under Catchword, but new additons are being accessed via Meta Press.
With the creation of the Scholars portal website at the University of Toronto, we were required to change the URLs in the database and in Yorkline for over 3000 titles from Elsevier, Kluwer, Academic Press, Wiley, Springer. Doug Fenwick worked together with myself and Heather Fraser to do this with programming, saving us countless hours of manual work.
MARC holdings records have been created in the catalogue for ejournals received from the following providers: JSTOR, Project Muse, American Chemical Society, Institute of Physics, Royal Society of Chemistry, Bioone, Kluwer, Springer, Wiley, Nature, Blackwell, Psycarticles, and Academic Press. There are several other providers, including Elsevier, for which holdings still need to be created. In addition, methodology has been put into place for creating holdings records for new titles as they are added to the database.
Business Source Premier
We started a project to weed cards for inactive titles on Kardex, freeing up space and enabling us to remove 1 table in 3 of the sections; the 4th will come out this summer the extra space on Kardex was needed to incorporate the Government Documents cards; we were also able to dispose of all of the floor model Kardex units received from BG.
A new fund created for Nursing; the Health list was divided up between Health and Nursing; Kardex and Excel files were updated, serial vendors were advised of the changes.
Our major cancellation project this year was the cancellation of Elsevier print subscriptions: 266 titles, $789,610 causing a big impact on our vendors and therefore we anticipate an increase in our service charges next year. Most of our cancellations over the last 2 years has included the publishers who give discounts to vendors. In total, we cancelled 350 titles overall, for a savings of $815,978 (see Appendix F). Our total number of print subscriptions is now 9230 compared to 9512 last year (see Appendix E).
There was a review of open orders in October.
With the retirement of the Reading Room attendant, the responsibility for picking up and collating periodicals to be bound now rests with the Kardex assistants; a student assistant was hired from January to April to help with some of the task (this also related to the transfer of Rosy Go to Circulation for 4 days a week for the same time frame).
Blackwell Publishers print titles were all transferred to Swets Blackwell UK for servicing because we moved to the print plus online premium service for 2003; online access is via Synergy.
The Business periodicals in storage in 013 were relocated to BG; Yorkline holdings were updated; this involved 450 titles.
A major weeding project was undertaken over the summer at all libraries, to remove print volumes for titles with online access via JSTOR; the MARC holdings records in Yorkline were updated to reflect the current location in Storage; this will likely be an annual project as JSTOR adds new volumes every year and new titles get added from time to time. We have almost 500 titles via JSTOR.
The Rowecom/Divine closure in December right at the time of processing our renewal invoices for 2003 was devasting news for the library world. We were fortunate to be successful in putting a stop payment on our US cheque of about $700,000; our Canadian cheque for about $80,000 was cashed. We opted to transfer our US titles to Swets Blackwell so we forwarded the Divine invoices to Swets Blackwell for them to use as the basis for information regarding our US orders. A list of Canadian titles was received from Divine and this was used to identify titles that we needed to handle directly with the publishers for our 2003 renewals. For a while we had hope that the Divine business would be purchased by Swets Blackwell, but that did not transpire. Renewing the Canadian titles directly with publishers involved a great deal of time and effort. The first contact via email brought limited success. We used renewal notices, Visa renewals, website forms, photocopied pages from journal issues, etc, to facilitate getting payments made. Serials staff were all trained in processing invoices online and everyone pitched in to daily to get the invoices processed and paid. A lot of help also came from Nancy Hall and her staff in doing the FHRS work. All of the payments were done as demands on FHRS, requiring enclosures and addressed envelopes to be delivered to the Accounting Dept for matching to cheques prior to mailing. There are about 70 titles that we have not yet been able to renew. An Excel list has been created in preparation for sending the orders to Swets Blackwell for 2004; there are 720 titles on the list. Swets Blackwell has opened a Canadian office and for 2004 we expect that all of our accounts will be merged and handled from this office. Currently, the transferred Divine orders are handled from this office; the other US titles are handled from New Jersey and the UK titles from Oxford.
In June, Steacie received the spine label program and were able to order their own labels for ad hoc relabelling. Frost and BG already have this capability. The labels continue to be printed here but the ordering of labels now takes place at all of the branch libraries.
The most significant change this year for staff in Binding was having the responsibility for Able binding preparation for the Scott periodicals returned to them after a few years of it being with the Reading Room Attendant. Bill Lehmann came and assisted with the necessary changes for staff in binding to access the Scott files on Able. Weekly printouts of items at the bindery are provided for the Periodical Reading Room desk and for the Scott Reference desk. We expect to have look up only access to Able available for Reference desks by early next fiscal.
Over the summer, we completed our annual relabelling project, and 21,395 books were relabeled; as well, we printed 946 labels for Frost, Steacie and BG.
Over the fall, weekly shipments of York theses were sent out to the bindery. We bound a total of 1283 theses published in the last 5 years, for $12,181. Regular binding of theses as we receive them will be done in the new fiscal.
We had anticipated a larger drop in expenditure for periodical binding due to cancellations done a year ago. However, we ended the year having spent $109,069 on binding 8658 volumes, compared to projected costs of $87,200 for 7176 volumes. We think this might be attributed at least in part to the changes related to Scott binding preparation and the related workflow, and expect the anticipated decrease in periodical binding for next year will take place. (See Appendices G and H)
In the December budget review a request was made, and approved for Serials staff to receive new computers as more and more of the work that they do is now online; the computers they had were very low level and were frustratingly slow. The computers have been installed.
Scott Reference Weeding and Transfers
The project in Reference to move out collections for discard, storage or transfer, proceeded throughout the year. This had an impact for Binding staff who were involved in the relabelling of items being relocated to the stacks, or being relocated from the Index Tables or from the Bibliographic Centre to the general Scott Reference stacks. There was also an impact in Serials with Kardex cards and items in Yorkline needing to be updated to reflect the new locations.
Significant donors this year included: Gerry Vise, Graham Orpwood, Mel Goldberg, Harvey Schwartz, George Szablowski, Janet Applebaum, Graeme McKechnie, the estate of Miriam Jokiniemi, Lee Lorch, Ken Dent, Eva Kayfetz.
We had 24 boxes of books picked up to be shipped overseas for developing countries.
John Zubal came twice and purchased books and periodicals for $2200 usd.
We had David Mason and Hugh Anson-Cartwright come and assess donations valued at $1000 and over.
We received a total of 9522 donated books; 3295 were made available to John Zubal; 1867 were sent to Domtar; 1600 were sent to the Canadian Book Exchange Centre and 2300 were added to our collection.
Karen Cassel attended the annual CPM symposium in May 2002
Karen Cassel and Sandra Smith attended the training sessions on workplace inspection
Rosy Go attended HTML training
Rosy Go took a temporary position in Circulation January to April 2003, working 4 days a week; the 5th day was worked at her usual job in Serials.
Goals/Objectives for 2003/04
*transfer Canadian periodical subscriptions to Swets Blackwell for 2004; 720+ titles
*Government Documents move: update Kardex locations, Yorkline records, relabel, establish procedural changes etc as needed
*Business move: update Kardex locations, Yorkline records, relabel, establish procedural changes etc as needed
*Steacie/Scott transfers: update Kardex locations, Yorkline records, relabel, establish procedural changes etc as needed
*Able binding: provide read only access to Scott Reference desk and possibly at branch reference desks
*Government Documents binding: take on responsibility of Able binding process for Gov Docs materials
*Serials physical reorganization: because of very cold temps at the windows, reconfigure Kardex and the sorting area to move staff further away from the windows
*Theses binding becomes part of day to day workload and binding budget