EJournal Package and Monographic Series Maintenance

Most of our e-journal packages are subscriptions and the titles included change from year to year. Maintaining accurate and legitimate access requires review and updates in SFX, which then updates the WorldCat Local knowledge base through an SFX file load, and Aleph catalog records through the MARCit service. Proxy changes also need to be made. E-journal package review information and instructions for each package can be found in the package's Access tab notes in CORAL.

THIS SITE A WORK IN PROGRESS. For now, most recent package review info is here: R:\Acquisitions\Electronic resources\Package_Reviews_Chart

EJournal Package Review Checklist


  • Title list downloaded to R drive and linked to CORAL. Create (Title_list_WORKSHEET) file and put in (SFX_Resource_Year) folder.
  • See package review instructions in CORAL.
  • Check SFX target service settings. AutoUpdate and Proxy (no proxy for ebrary and open access targets) should be checked. AutoActive varies depending upon whether we activate the entire target (use only Yes or No).
  • Check SFX target settings including public name and ILL bullet. See R:\Acquisitions\ER Licenses\Licensing Terms\ILL_Lending_Rights.
  • If manual changes are needed, activate new titles in SFX and check access.
  • If there is a consolidated new title list: compare title list to SFX activations.
  • Note: As of late 2015 a title list including op (Internal description?) note fields can be exported to check titles not on official title list.
  • If a separate SFX target is used for perpetual access, previous titles, open access, new titles without ops in package target…check access, dates and notes of past additions to the target.
  • Titles transferring out: deactivate in SFX. If using a separate target for PA, move titles and close date thresholds. Close Aleph order record (VC) and add PA order record.
  • Open access titles: Choose a target based on practicality. If OA titles are part of the main title list and are available in the target, leave in main target. If OA titles are listed separately or are mostly not available in the main target, activate in a publisher OA (first choice) or other target.
  • SFX target checking: Check title list against SFX targets (student?). Spot check large packages against title list, for access, date thresholds. Check local date thresholds.
  • CORAL: Update notes under the resource's Access tab.
  • ALEPH: Order records. Do not create order records for new titles, open access or previous titles in ejournal packages. Create order records for perpetual access only, using order status PA, closing titles using VC. Use SFX object portfolio edit general note field for notes.
  • SFX:
    • Notes for perpetual access, open access, and previous titles should be added to SFX object portfolio edit page in the general notes field. Use “PA” or “Prev title” or “Open access” as first words in note. As of late 2015 note fields will be displayable in basic exports (does this include internal description field?).
    • SFX targets match that match packages: SFX targets are often not updated to match packages in a timely manner. If waiting is not a good option, deactivate titles transferring out, leaving target on AutoActive if appropriate. Use a different target to activate titles transferring in. Contact ExLibris for updated target if necessary.
    • Object portfolio changes for new and leaving titles: Add internal notes. Add general notes for users such as “Content may not yet be available.”

Package Review Notes in CORAL

Package review notes in CORAL should include the following. Please make notes concise and approximate this format. Use the Access tab notes field for each package. For an example, see Cambridge Journals Online in CORAL.

Package review: Level of review; date last review done

  • Full review = Full package review; check each title on list against SFX target. Spot check date thresholds.
  • Manual changes = New, leaving, previous, open access, perpetual access titles need to be activated/deactivated in SFX target manually, and order records changed.
  • Target Autoactive = Spot check; SFX target reflects our package; may require waiting for target update.
  • Target Autoactive local dates = SFX target reflects our package but we supply local date thresholds. Spot check, especially dates previous to our subscription.
  • Automated target = Automated target updates are set up between the publisher and SFX (i.e. Elsevier).

Last year's title list worksheet (location).

Instructions. Ordered checklist. What needs to be done in SFX? What can students do? Unique situations like each title requires separate proxy. Check ILL status and bullet in target edit screen (R:\Acquisitions\ER Licenses\Licensing Terms\ILL_Lending_Rights). Check SFX target service settings.

Notes and problems. Next review. Explanations of procedures. Notes about publisher's track record for maintaining PA.

Title list (if not included in instructions). Where do title lists to be downloaded to the R/S drive come from? Does the main title list include open access, previous titles, and a separate list of changes/new/leaving titles? Are we keeping a running list of previous titles? PA titles? Add R drive location of title list worksheet; use SFX folder within (Resource_Year) folder.

SFX targets (if not included in instructions). Which targets do we use? Do we use a package target and separate target for prev titles and PA? Autoactive and why? OP note fields? Localized date thresholds? Date updated target received? Menu logic? Previous titles use which target? Open access uses which target? Perpetual access uses which target?


ASME Transactions Journals package plus Applied Mechanics Review package. Does not include ASME Conference Proceedings. New titles may need proxy entry.

  • Check Previous titles. Past lists in paper file.
  • Content back to 2000 (or inception) by contract. BUT ASME Admin title list includes some previous content; SFX date thresholds have been edited.

Elsevier Cell Press

See paper file (invoice copy) for subscriptions. Non-subscription titles should be activated in SFX ELSEVIER_SD_CELL_PRESS with a 1-year embargo as they are open access (1/2014).

Elsevier Science Direct

Subscription and Freedom Collection

Use the SFX Unix-side ExLibris script to upload SD subs and Freedom Collection holdings to Elsevier targets. This script offers the the choice of Freedom or SD Complete targets.

  • See SFX Target Configuration manual, “Elsevier ScienceDirect Localization Script (For SFX4), for instructions.
  • Elsevier Freedom Collection. Use Elsevier holdings file, downloaded as per ExLibris instructions.
  • Science Direct Complete. Create a file of SD subs (vlookup), removing Freedom Collection and non-sub titles.

Notes: Generic Freedom Collection title lists are available and regularly updated at http://www.info.sciverse.com/techsupport/journals/freedomcoll.htm but these are not necessarily correct for UMass; dates vary by institution. Occasionally export an SFX Freedom Collection activated object portfolios file and check titles without date thresholds, adding dates if content is available.

Project Muse

Watch for title changes and previous titles.

Sage/CQ Press

CQ PRESS We have 8-10 Sage/CQ Press monographic series on standing order. They are active in the CQ_ELECTRONIC_LIBRARY target and new editions should become available when published. We are invoiced at the beginning of each fiscal year and at that time Heather checks that we have access to the volumes we purchased the previous year.

SAGE PREMIER Process: Wait for SFX target (March 2015); deactivate old year and activate current year. Change target precedence. Spot check new titles by running a Collection report and check unique titles. SFX target: SAGE_PREMIER_[YEAR]


UM Springer ejournals in package begin 1997. Bob Boissy created a best-guess list this way: use a KBART ejournal list generated from Springer site, sort by date of first issue, change pre-1997 to 1997 and erase vol/issue info; sort by last date first and, assuming titles are current, erase current year. However, a dataloader file may deactivate previous titles. See files on R drive.

Springer is refusing to add previous titles to title lists sent to ExLibris (4/14); add local op to Springer target with note in Internal note field “previous title”.

As of 11/14 we do not have order records on individual titles in Springer NERL package. However, order records are being added for previous titles to prevent losing prev title access. A list of Springer previous titles is on the R drive.


Download a list of UMass accessible titles from the Wiley admin site (see Contacts app for login) and save to R drive. This list shows Core Collection, 2010 Full Collection, Opt-In, Take-over, Free, Free in bundle, and “Not in any Collections” titles. NOTE: Any title previously cancelled in the Core Collection will not be available to UM in the Full Collection.

Wiley Opt-Ins

Wiley opt-ins are temporarily free for Core subscribers but we need to register to obtain access. Opt-ins usually become paid titles in subsequent years and we can choose not to subscribe when they cease to be free. See and update R/S:Acquisitions/Electronic resources/Wiley/Wiley_[year]/WileyOptInsandCoreCancellations[year].

  • Check previous opt-ins against current Wiley title list to see if they have become paid titles.
    • Continuing as opt-ins. If access is still available, leave as is.
    • No longer opt-ins.
      • Subscriptions. Order records should be updated. SFX access should be changed to WILEY_ONLINE_JOURNALS target.
      • Not subscribing. Close order records with note. Suppress bib. Deactivate in SFX.
  • Request the list of current year opt-ins from Wiley (e-journals subscription list from Admin site does NOT include OA or opt-in titles).
    • Send opt-ins to selectors. Contact Wiley to activate any titles chosen by selectors. Activate in SFX when available. Attach order record to MARCIt record when it arrives; add note that title is opt-in.
    • Create Dummy order records including a “DO NOT PAY” note for activated opt-ins.
e-journal_package_maintenance.txt · Last modified: 2015/09/29 12:30 by cknapp
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