Oh past self, come here and let me kick you in the shins

Marie Kennedy (Loyola Marymount University)Anna Creech (University of Richmond)

Kristina DeShazo (Oregon Health & Science University)

ER&L 2014, Austin TX

Not all research comes from noble birth

Not all research comes from noble birth• Sometimes you’re just curious about the way

other people manage things

Not all research comes from noble birth• Sometimes you’re just curious about the way

other people manage things• And so you call them up and say, “Hey, I was

wondering something.”

Not all research comes from noble birth• Sometimes you’re just curious about the way

other people manage things• And so you call them up and say, “Hey, I was

wondering something.”• And the next thing you know you’re doing a

presentation together at ER&L.

Not all research comes from noble birth• Sometimes you’re just curious about the way other people

manage things.• And so you call them up and say, “Hey, I was wondering

something.”• And the next thing you know you’re doing a presentation

together at ER&L.• This is that kind of research.

Agenda

• In this presentation we will discuss NOTES, in all their manifestations, in managing electronic resources.• You will hear from librarians who use different

library systems.• We’ll show examples from those systems for

how NOTES are formatted• Innovative Sierra (Marie!)• Voyager / ProQuest (Anna!)• Innovative to Alma (Kristi!)

Our goals

•Learn from each other•Share what we learn with you• Improve our use of NOTES in systems as a result of this presentation

We’ve asked ourselves the following questions:

•Why do we write notes?•What do we do with a note once it’s written?•How have we made decisions at our institutions about notes?

Why do we write notes?

•Notes to our future selves (reminders)•Directions to others•Alerts to our patrons•Pointers to additional information

(contract office contact, links to copy of license)•CYA

What do we do with notes?

• Statistics•Document cancelation decisions• Funding decisions (e.g. pay from X

fund this year and Y ongoing)•Publication status (e.g. delayed)•Public notes in the ERM for users and

document delivery staff about license terms

The kinds of records where notes may be found•Order record• ERMS record• License record• Item record•A-Z journal list

How have we made decisions about notes at our own institutions?• Delimiters• Permanence• Repeatability• Fixed-length• Variable-length• Deletion of existing notes fields• Repurposing of fields• Formatting

What we have decided about notes (LMU)•Names formatting

What we have decided about notes (LMU)• Names formatting• Last names with first initials• Last names only• Last names with first names• Full names• Faculty selector with liaison initials• Liaison selector with faculty initials• Selector with staff initials• Selector with department abbreviations

What we have decided about notes (LMU)• Names formatting• Last names with first initials• Last names only• Last names with first names• Full names• Faculty selector with liaison initials• Liaison selector with faculty initials• Selector with staff initials• Selector with department abbreviations

What we have decided about notes (LMU)•Names formatting

Lastname_YYYY

What we have decided about notes (U. of Richmond)

Notes are good for coverage dates, cancelations, and

anything weird

What we have decided about notes (U. of Richmond)•Order record•Invoice•Line item of invoice

What we have decided about notes (U. of Richmond)

What we have decided about notes (U. of Richmond)

What we have decided about notes (U. of Richmond)

What we have decided about notes (U. of Richmond)

What we have decided about notes (U. of Richmond)

Our ERM (SerialsSolutions 360 Resource Manager) also has a notes function….

What we have decided about notes (U. of Richmond)

What we have decided about notes (U. of Richmond)Back end:

Front end:

What we have decided about notes (U. of Richmond)

What we have decided about notes (OHSU)

License records *Caveat #1 these are preliminary ponderings as we have not yet migrated all data or really ANY license data from current system (III) to new (Alma) and, **Caveat #2 this talk is limited to license record data/information and our current perception of what Alma has to offer.

What we have decided about notes (OHSU)•Necessary

What we have decided about notes (OHSU)•Necessary•Nuisance

What we have decided about notes (OHSU)•Necessary•Nuisance•Nice!

What we have decided about notes (OHSU)• Current system fixed and variable fields• Type of license

What we have decided about notes (OHSU)• Current system fixed and variable fields• Type of license• Official archive

What we have decided about notes (OHSU)• Current system fixed and variable fields• Type of license• Official archive• Authentication method

What we have decided about notes (OHSU)• Current system fixed and variable fields• Type of license• Official archive• Authentication method• Terms of Use (Patron)• Terms of Use (Staff)

What we have decided about notes (OHSU)•Notes, Notes, Notes

A succession of notes over time

What we have decided about notes (OHSU)• In Alma• License Terms & Notes

What we have decided about notes (OHSU)• Here a note. There a note. Everywhere a note!

What we have decided about notes (OHSU)• And then there is Notes!

• A blank canvas . . .

What we have decided about notes (OHSU)•Reflection

What haven’t we decided about notes yet (U. of Richmond)

•Standardization•Consistency

What haven’t we decided about notes yet (LMU)•Date formatting • (10-88)• 11-6-2013• 2/07/2012• 1/2014• 2010

Thanks• To @RachelMFleming for letting us use her tweet as the title

of this presentation

• https://twitter.com/rachelmfleming/status/380697949413449728

Slide citations• Slides 2 and 3:

http://www.bl.uk/catalogues/illuminatedmanuscripts/GlossPopup.ASP?ImageName=Marginalia/c3906-07.jpg&Pmark=Burney%20MS%20224,%20f.%203

• http://www.webdesign.org/photoshop/drawing-techniques/magnify-glass.13819.html