Summary of Responses: Print Journal Issues ... What are you doing with them? Cynthia Koman 03 Oct 2008 14:18 UTC
Hello, Below is the summary of responses to the following question: I was wondering if those of you who receive both print and electronic for a journal title: 1. Keep the print issues for that journal? 2. If you keep the issues, do you check them it? 3. If you keep the issues, so you bind them? Thanks to all who answered. Best Regards, Cindy Cynthia L. Koman Serials Librarian Schaffer Library of Health Sciences Albany Medical College email: email@example.com phone: 518-262-6058 _____________________________________________________________________ Responses: Yes, most of the time we keep the print issues even when there is electronic full text available to our patrons. Even when there is full text, it doesn't mean that the electronic representation includes all the diagrams, pictures, etc. Actually, for the sciences, many of them do not carry the graphics needed to understand the article, so we keep the print issues. We have a list of about 20 at this time that are being decided by our Reference staff. We expect to hear which ones should be kept in about a week. That always lengthens my returns of renewals to Ebsco, but I understand the care the staff takes in making sure we maintain all the information. I gather the database availability and microfilm availability plus prices and give them a spreadsheet to work from. When we buy the microfilm, we usually get rid of the print issues, but electronic is too iffy to rely on at present. Of course, we are strictly a technical university studying everything associated with the aviation and aerospace industries. Mostly, we have to have at least one backup to the electronic because of the adverse weather problems, outages and possible campus server problems. When our internet has been down for a couple of weeks, we have been grateful for the print and microfilm that we have. ________________________________________________________________________ Here at UNC-Chapel Hill, where we subscribe to print + online, the Academic Affairs Library keeps the print, checks the print issues in and binds the print issues. We are becoming more lax on how far we go to acquire missing print issues however, if the material is also received online. You did not really ask about this, but just for information, for titles where we are changing from print and print+online to online only, we, like other libraries, are beginning to get rid of some of our print back files. These print back files are already bound and we are getting rid of the bound volumes. It is a painful process for those who helped to make sure the bound back files were complete. As you can surmise, this process is mostly being carried out with science journals where the most current information in a field is what the user needs. In the future, it may be that we keep current year only of the print where we receive print + online, but we are not there yet. ________________________________________________________________________ 1) We keep the print issues. 2) We check them in manually in our kardex, but not in our ILS (we don't use Voyager's acquisitions module, because it is much too clunky for our relatively small number of print subscriptions). 3) We do not bind. I hope this helps. ________________________________________________________________________ We have many electronic journals as well as print versions for many of them. 1.) We keep the print issues for most of the electronic journals we subscribe to (if we originally subscribed to the print and later also subscribed to the electronic version) but generally send the volumes more than 10 years old to storage. Certain newspapers we discard on a regular basis because they are available electronically and they take up too much room to store. 2.) Yes 3.) Eventually, yes but due to budget cuts we try to limit our binding. ________________________________________________________________________ Right now, we keep them, check them in and bind them. In most cases, these are situations where we have online access "free" by virtue of print and there is no online only version available. Or, we cannot get the online unbundled from the print and do not have permanent archival access to the online version. ________________________________________________________________________ We aggressively try to acquire electronic only versions with perpetual rights. In the few cases where there is still not an option for e-only, we change the mailing address for the print copy to Ebsco and they use these issues to fill lost issues/claims. We never see them and obviously do not process them. ________________________________________________________________________ We keep the print issues, we check them in, and most are boxed not bound (only some core journals are bound). ________________________________________________________________________ The answers are yes, yes and yes (if they are ones we bind anyway). That said, we are an unusual library since we're a membership organization and do postal loans and photocopies on behalf of our members, not all of whom have internet access and we can't provide offsite access for our Corporate Affiliates. Disposing of the print isn't a practical proposition for us. This is also the first year we've been able to provide offsite access for our members, so we're still seeing how well it works. ________________________________________________________________________ The answer to all 3 questions is Yes. ______________________________________________________________________ At our institution, the default policy (bar for Art and Archaeology journals and newsmagazines) is to select the strictly electronic option, provided that there is an adequate guarantee of post-cancellation access (via JSTOR, Portico, or a licensing agreement with a particular publisher). Hence, titles received in print and electronic format are not treated differently than titles received strictly in print, because the electronic access in these cases is considered insecure. We bind selectively. The criteria for binding have changed quite a bit over the years in accordance with institutional priorities and differ between the main library and the branch library. Generally, physical format is at this time the key consideration. If something can stand up on the shelf like a paperback book, we seldom (if ever) send it to the bindery. All print issues are checked in bar daily newspapers. At our main library, we also code most titles on arrival; they are placed on the current periodicals display until the year or bibliographic volume of which they are a part is superceded, at which time they are placed in our onsite automated storage. A selection of titles are stored in archival boxes or are sent to the bindery, so are not coded. At our branch, there is no current display and all pieces are coded on arrival. ________________________________________________________________________ Library Type: Medical Of course there are always specific exceptions, However: 1. Keep the print issues for that journal YES. If we are NOT guaranteed access to the electronic (ie. Available on our LOCKSS system ; Part of PubMed Central ; JSTOR etc) 2. If you keep the issues, do you check them it? YES. We do check them in. As a state Institution, when audited, we have to show something for having used state funds for the subscriptions. (Check the Serialist Archives for Issue Checkin. Others have explained it more eloquently than I) 3. If you keep the issues, so you bind them? YES to Bind: (In most Cases) Extreme Example. Diabetes Starting with the July 2008 issue, issues will be archived on PubMed Central and be available after a 12 months embargo. 2009 Price: Print + online to 5 IP specific addresses (workstations) =3D $ 709.00 Site wide access is available (no print issues included) 3D at $1695 If you are scrambling to save money to buy as much as you can which would you chose? NO to Bind: Examples PNAS Proceedings of the National Academy of Sciences This title is free without registration after a 6 months embargo. The title is also available on PubMed Central. 2009 Print Only price $ 2,095.00 Online Only $ 2,400.00. Difference of $ 305.00. Last year the difference was much greater. Titles are guaranteed accessible on PubMed Central after time period AND there is NO Online only rates. Journal of the Amer. Med. Informatics Ass. (Embargo: 12 m.) PubMed Genes & development Free after 6 m. Tier 3 Genome Research Free after 6 m. Tier 3 American journal of pathology. Free after 6 mo. Just letting off some frustration so my weekend will be a little better. ________________________________________________________________________ We... 1. Keep the print issues for that journal. 2. Check them in. 3. Bind them. Having said that, we subscribed to 425+ titles in Y2K, but currently receive 188, 42 of which are "Clinics" which already come bound. Of the remaing 146 titles, I'd say we still bind half of them. If the issues for a title are "thin", we bind. "Thick", we don't. Archives, BMJ, JBJS, JAMA, Lancet, Modern Healthcare, NEJM are examples of "thin". Arthritis & Rheumatism, Cancer, Clinical Orthopaedics, Journal of Clinical Oncology are "thick". I'd expect the Academic Health Sciences Resource Library of a public University to still perform these traditional, archival services for their region. However, I understand the circumstances behind your question. Woe to us for the upcoming New York State budget tsunami. Good luck, Cindy. Let me know what you decide. ______________________________________________________________________ We keep the current year + previous year issues of the print journals and we do check them in. We do not bind these issues since they're only shelved for a short period. ________________________________________________________________________ We just receive print & online formats of those titles for which online is included at no extra cost. We do check in the print. Although we have no hard and fast policy on binding them, we have cut our bindery budget drastically, leaving us binding very very few things - of necessity, those that we see as having a long life on the shelves. ________________________________________________________________________ It depends on the journal. Most of our electronic subscriptions have a year or so embargo, so we keep the print until the electronic is available. Things with lots of pictures, like Smithsonian, we keep on the shelves and then bind. We keep the print for a while in almost every case, because we have a traditional community and they prefer it. We still check in everything, but I only claim issues of volumes that we bind. ________________________________________________________________________ We have probably doubled the number of titles that are retained for a limited period of time, such as 2 years, 3 years, 5 years, or 10 years and we do not bind those titles. We do check in all issues. We've also changed quite a few print + online subscriptions to online only. _______________________________________________________________________ Response to a response: That is a great idea!! Thanks! You could also changed the print address to USBE if it's a title they'd want to receive. Hi Cindy- We aggressively try to acquire electronic only versions with perpetual rights. In the few cases where there is still not an option for e-only, we change the mailing address for the print copy to Ebsco and they use these issues to fill lost issues/claims. We never see them and obviously do not process them. ----------------------------------------- CONFIDENTIALITY NOTICE: This email and any attachments may contain confidential information that is protected by law and is for the sole use of the individuals or entities to which it is addressed. If you are not the intended recipient, please notify the sender by replying to this email and destroying all copies of the communication and attachments. Further use, disclosure, copying, distribution of, or reliance upon the contents of this email and attachments is strictly prohibited. To contact Albany Medical Center, or for a copy of our privacy practices, please visit us on the Internet at www.amc.edu.