Serials and Electronic Acquisitions Annual Report 2003-2004




Electronic resources

Our e-resources database grew from 10,444 titles in 2003 to 13,211 titles in 2004. Our expenditures for these products totalled $3,912,955. (Appendix A,B,C)


*AACE, American Association of Computing in Education 10 fulltext journals

*Economist Intelligence Unit, switched from print to online, 106 titles

*Annual Reviews, back files

*Haworth, 44 titles (free with print)

*SciELO Brazil, 111 titles (free)

*SciELO Chile, 39 titles (free)

*Directory of Open Access Journals, 507 titles (free)

*Erudit, French Canadian journals, 23 titles (free)

*Communication Abstracts

*Digital Dissertations

*Ulrichs Serials Analysis System

*PubMedCentral, 80 titles (free)

*Elsevier back files including 112 additional titles

*Cognet, 432 journals and monographs

*Cambridge University Press: all titles now accessible via Scholars Portal; previously we had 101 print and online titles via CUP website; the URLs for these titles were updated and 75 additional titles were added

*EEBO, Early English Books Online

*LAnnee Philologique

*African American Newspapers Database

*Oxford University Press: all titles now accessible via Scholars Portal; previously we had 90 print and online titles via OUP website; the URLs for these titles were updated and 79 additional titles were added

*Mental Measurements Yearbook

*Literature Resource Center (Contemporary Literary Criticism, Contemporary Authors, Dictionary of Literary Biography)

*International Encyclopedia of the Social and Behavioral Sciences

*Oxford Reference Online

*Journal Citation Reports

*Choice Reviews Online

*Teatro Espanol del Siglo de Oro

*Black Thought and Culture

*North American Womens Letters and Diaries

*American Film Scripts

New titles added to existing providers:

BioOne, 1

ACM, 7

ABI, 589

Expanded Academic, 373

Safari, 150 new ebooks

Proquest nursing, 108

JSTOR, 66 Arts and sciences, 44 Music

Springer Verlag, 35

Project Muse, 31

Sage, 19

Changing links. All of the journals from the Taylor and Francis group of publishers were switched from Ingenta to MetaPress. This included Taylor and Francis 71, Routledge 39, Brunner 3, Psychology Press 12, Carfax 103, and Oxfam 1. The journals received from Psycarticles were moved to Scholars Portal. Titles from Guilford were changed from Ingenta to Extenza. Berkeley Press, 19 titles changed to Scholars Portal. Lawrence Erlbaum, 35 titles from Ingenta to LEAOnline. M.E. Sharpe, 3 titles and Transaction, 11 titles, from Ingenta to MetaPress. American Institute of Physics, 17 titles from Highwire to Scitation.

Switched from networked CDROM to online access: 27 Ovid/SilverPlatter databases, Microlog, CBCA. This has freed up the server used for networked products; we no longer have any on this server.

This year we continued to add MARC holdings for electronic journals, to the catalogue. Completed providers include: American Meteorological Society, American Physical Society, American Physiological Society, The Company of Biologists, The Royal Astronomical Society, Annual Reviews, Proquest Nursing, ACM, EIU, Elsevier, Cambridge University Press, Oxford University Press.

Print Serial Cancellations

There were 3 major cancellation projects of print serials:

Oxford University Press: 97 subscriptions, 81 titles, $42,761 cdn.

Cambridge University Press: 108 subscriptions, 90 titles, $38,741 cdn.

Blackwell Publishing: 232 subscriptions, 203 titles, $137,672 cdn.

We also cancelled about 20 library science journals.

While we went live with the online access to OUP and CUP titles via Scholars Portal early in the year, as of this writing, Blackwell titles are not yet available online.

Overall, we cancelled 740 subscriptions for a savings of $277,910.60. (Appendix F).

Serial Fund Changes

The Nursing fund was changed from Scott to Steacie. The actual move of the physicals will take place in the summer of 2004. The Philosophy fund was split into Philosophy and Religion, with 80 titles moving to Religion. Kardex was updated and vendors notified of both changes. The new SCRELPER fund will be active in the new fiscal. A new fund was created for Atkinson Business, with materials to be located in Bronfman: ATKBUSPER. And for Atkinson Arts, a new fund, ATKARTPER was also created.

Steacie Weeding

Early in the year Steacie weeded 66 titles, 537 volumes, of dead serials, in preparation for their upcoming renovations. In addition, ACM and IEEE titles were also weeded where there was duplication with online access.

Open Order Reports

Throughout the year we ran open order reports and did follow up claims, re-ordering or cancellations as appropriate.

Serial Vendors

Last year we faced the news of the Divine bankruptcy, with its very serious and time consuming fallout in terms of loss of money, and the need to re-vendor the majority of our U.S. and Canadian subscriptions. We successfully placed all of our U.S. subscriptions with Swets Information Services for 2003, but had to manually renew 720 Canadian titles directly with the publishers. For 2004, though, we were able to transfer these Canadian orders to Swets to be handled out of their Ottawa office. We do continue to experience the occasional problem still arising from the Divine collapse, and these are dealt with as they come up, or in some cases, we just let them work themselves out in time. Overall, the transitions went relatively smoothly especially given the volume of titles that we had to deal with. I am grateful to the staff in Serials for being able to deal with the added complications that they faced this year as they managed all of the related changes.

In January, Swets Blackwell became Swets Information Services. All of our Swets accounts have been merged to one account for 2005 (ie Oxford, New Jersey, Canada).

Another merger that took place this year was Academic Book Center and Blackwell Books, under the Blackwell name. Again, our accounts were merged.

Government Documents Transfer to Scott

The move of the government document collection to Scott has had a significant impact on the workload of staff in both Serials and Binding. The responsibility for check-in, claiming, processing, updating records, collection and preparation for binding, and other related acquisitions functions now completely reside in this department. Many meetings were held in preparation for the physical move. At the same time, there was a need to have discussions about and make decisions on new workflow and procedures. These included the location of the spine label, arrangements for shelving/pickup/delivery, statistics, binding notices, location flyers, circulation of annuals, DSP checklists, and much more. Weekly meetings with Amanda Wakaruk began during the transition period, and we have found it helpful and necessary to continue these weekly meetings to maintain the collection and resolve issues as they come up in the day-to-day work of the department.

The responsibility for the check in and processing of the government document serials had been transferred to us over a period of several years and that change is now complete. This collection was for many years handled by high-level YUSA staff, each having responsibility for their own jurisdictions. Now they are not only integrated into the rest of the serials collection, they are also no longer arranged or handled by jurisdiction. These publications have added a whole new range of complexity and challenge to the day-to-day work of the Serial Assistants. While there are many government publications that resemble regular serials, a high percentage do not. They are more irregular and unpredictable in publication, are more inclined to be published daily or weekly, have frequent name and title changes and can be very challenging to acquire. For our non-government serials, claiming, ordering and other problem solving is done primarily with our vendor, with quick online claiming. For the government publications, claiming and follow up can take hours of research, phone calls and emails. The number of additions, changes, cessations that were processed in the dept. doubled from last year. The collection of issues for binding has been taken on by the Kardex assistants; they are finding that many of the titles have not been bound in the past, or are in arrears for being bound, so there is a lot of catch up work that continues, even a year later.

Staff in Serials have been acquiring a whole new set of skills as they work with the government document collection, including searching websites for pdf files, email contacts, and a huge increase in correspondence with publishers to acquire materials, and more consultation with the subject librarian. (In fact, our need to consult with the subject librarian for government documents exceeds the amount of consultation we do for all the other subject librarians combined.) Consultation with Facilities has also increased re shelving and filing issues.

Staff in Binding took on the responsibility of the binding preparation formerly done by staff in the Business library. Able binding had to be reconfigured to accommodate all of the changes and to update the location names (eg Scott-Gov, Bronfman, etc). We are finding that there is considerable cleanup needed for government document binding records (on Able), and the volume of binding has increased as we continue to catch up on areas where binding was not being completed in the past.

Work also proceeded to eliminate duplication of items between Steacie and Scott-Gov and between Scott and Scott-Gov. Many duplicates were discarded, and holdings merged to make a more complete set in one location with one call number.

While there were issues to be dealt with that were of a transitional nature, and while staff are now comfortable with the ongoing procedures and work of government document processing, it is clear that many of the challenges and complexities will continue to be a part of the day to day work. I am grateful to all of the staff for their ability to learn new skills, to adapt to the changes and challenges and to see them as a positive part of their job. I very much benefit from and appreciate the ongoing contact with Amanda Wakaruk, and her extensive knowledge and input in assisting with ongoing problem solving and procedural matters.

Theses Binding

We completed another theses binding project and all of the back holdings of theses are now bound. In total, over two years, we completed the binding of approximately 2000 theses, for an expenditure of $19,400. At the end of the winter, we began a project to assign accession numbers and label the older theses that were in storage on the first floor, and have relocated them to HNES-STOR. The binding of new theses is now a regular part of our binding process and binding budget.

Relabelling Projects

Over the summer, we completed the relabelling of the Scott-Gov-Ref materials, totalling 28,107 items. In addition to this, staff relabelled 23,507 items for Scott, 1228 for Bronfman, 4339 for Frost and 3176 for Steacie.

The summer students also completed a project to update the catalogue to reflect the location of the Government Documents left in storage at HNES. We also had 266 shelves of items in storage in 013 moved to HNES.

Periodical Binding

Compared to 2003, there was a drop in periodical binding from 8658 items in fiscal 2003, to 7610 items in fiscal 2004. However, our overall binding volume increased by 6.46%, with a slight drop in expenditure. We can account for the drop in expenditure by the drop in periodical binding, as that has the more expensive per item cost. (Appendix G,H)

Business Move

We moved 24 serial titles from Scott to Bronfman, and 7 titles from Bronfman to Scott, with the associated changes to funds between BUS and ECO. The change of locations in the catalogue from BG to Bronfman for the business materials and from BG to Scott-Gov for the Government Documents was a mixture of an automated (but not easy) flip, and item-by-item manual updates. All of the MARC holding records were manually updated. In addition, the catalogue was updated to reflect the 837 business periodical titles that were moved to storage.


Significant donors this year included: Ian Jarvie, John Saul, Hart Bowsfield, John McErlean and the estate of Norman Endler.

We received a total of 11,072 books; 3902 were made available to John Zubal, 1568 were sent to Domtar, 3285 were sent to the Canadian Book Exchange, 700 were given to the Books for Africa drive, and 2071 were added to our collection. We received $3000 usd from John Zubal.


Karen Cassel attended the annual CPM symposium

Karen Cassel attended ALA/CLA joint annual conference in June.

Rosy Go moved from her position as Invoice Assistant in Serials, to Mono Acquisitions.

Linda Hurley was temporarily promoted for one year to the Invoice Assistant position.

Alison Ball moved from her position as In Process Assistant in Serials, to a one year position in Mono Acquisitions.

Samdai Bidhesi was temporarily promoted for one year to the In Process Assistant position.

Alla Medow and Rubina Shahjahan were hired for one year to the two vacant Kardex Assistant positions formerly held by Linda Hurley and Samdai Bidhesi.

Goals and Objectives for 2004/05

*Scott Gov relabelling project, 25,000 items

*Scott to Bronfman phase 2, relabel 3260 items

*Scott to Steacie 50 nursing journals, and 100 journals from Q, S, T; relabel, update Kardex and Yorkline (approx 4000 items)

*Scott to Steacie nursing monographs, relabel approx 12,000 items

*Scott Gov Ref to Scott, reclassify, relabel, update Kardex and Yorkline

*Scott Ref to Scott, relabel, update Kardex and Yorkline

*update holdings for JSTOR print titles moving to Storage