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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 and sometimes manual loads. EDS? Proxy changes also need to be made.

CORAL notes on package reviews can be found in the CORAL Access tab.

Package Reviews spreadsheet which tracks progress can be found at R/S:\Acquisitions\SFX\Package_Reviews_Chart

CORAL Alerts

Catherine's notes for CORAL renewals alerts.

  • SFX
    • No SFX target?: Add to watch list and track. Let Mary Ann know if SFX access appears later.
    • Check SFX Object types for MARCit records. Look for multiple types.
  • CORAL:
    • Product tab: Check Notes from Christine.
    • Cataloging tab: Cataloging Type = “Cover + MARCit” etc.
    • Cataloging tab: Cataloging Status = “MARCit” etc.
    • Do we have title lists?
  • Package review spreadsheet: Add notes to R:\Acquisitions\SFX\Package_Reviews_Chart

EJournal Package Review Checklist


  • Title list:
    • Verify that current title list is downloaded to R/S:\Acquisitions\Electronic Resources by Organization. Contact publisher for title list if necessary.
    • Verify that current title list is linked to CORAL Resource.
  • CORAL Resource Access tab:
    • Follow package review instructions in CORAL Resource Access tab and address package idiosyncrasies.
    • Update package review notes. Add date and initials.
  • Aleph:
    • Order records. Do not create order records for new or previous titles in ejournal packages, or open access.
    • Perpetual Access (PA): Close old order records using VC. Create order records for perpetual access titles using order status PA, add dates of access and other notes, date and initial.
  • SFX:
    • Ensure that SFX targets are chosen to create the most ease in quality control. Usually this means separating previous titles, perpetual access and/or open access titles not on the title list. For these titles, choose targets that are not likely to be packages since global changes will be made by ExLibris. Have a student check access and dates to these titles and be sure notes exist in ops.
      • Note: 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. A good option is to temporarily use a different target to activate titles transferring in. Contact ExLibris to request updating a target if necessary.
    • New target activation: see SFX Targets - Activating and Deactivating
    • Check Target edit settings including public name and ILL bullet. See R:\Acquisitions\ER Licenses\Licensing Terms\ILL_Lending_Rights.
    • Check Target Service settings. AutoUpdate and Proxy (except open access targets) should be checked. AutoActive varies depending upon whether we activate the entire target (use only Yes or No).
    • Object portfolios:
      • Student help can be great for comparing title lists and SFX targets. Export a target list of titles or the student can use a readonly login. Have the student check access and date thresholds and make notes on the export spreadsheet. Provide the student with instructions on how to access spreadsheets. A student instruction template can be found here: R:\Acquisitions\SFX\Instructions for Students\Package Review Instructions for Students.
    • Make changes to object portfolios to match title list, keeping in mind that many title lists do not include previous titles. Check access. Add notes to op Internal Note fields. Use these notes:
      • PA to (dates)
      • Prev title (to…title optional)
      • Accessible (dates)
      • Free for (dates)
      • OA
      • Continues (title)
    • Object portfolio changes for new and leaving titles:
      • Add internal notes if needed.
      • Turn on new titles for which there is not yet content, adding a General note such as “Content may not yet be available.”
    • Perpetual access: Move PA titles to appropriate target and close date thresholds.
      • Open access: If OA titles are included in the title list and in the target, leave them. If OA titles are not included in a target, activate in a publisher OA (first choice) or other target if able to do so without creating local ops.
      • Local object portfolios: check and delete if global op exists.

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?

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