[Eril-l] Retiring - thank you, and what documentation should I leave?

[Athena Hoeppner]

I’ll add to the lists already put forward:

  *   List of recurring expected eResources reports and nstruction for creating them. For example, how you count number of e-journals, which COUNTER reports and metrics to use for data in the Annual Report, ARL reports, etc.
  *   Description of main IT collaborations and relationships, such as who can pull Google Analytics, who runs the EZproxy server, who has which privileges, etc.

Thanks for starting this excellent conversation, Diane!
Athena

Athena Hoeppner
Discovery Services Librarian
University of Central Florida, Orlando
407-823-5049 | athena at ucf.edu

From: Eril-l <eril-l-bounces at lists.eril-l.org> On Behalf Of Bhatt, Anjana
Sent: Tuesday, June 1, 2021 12:19 PM
To: Diane Westerfield <dwesterfield at coloradocollege.edu>; eril-l at lists.eril-l.org
Subject: Re: [Eril-l] Retiring - thank you, and what documentation should I leave?

I see where you are coming from Diane.   I too started sometime in 2005 and then it was just one and for all scenario and now being an e resources librarian  is really complicated and detailed oriented.

I think it would help you to have following documents in place for the next person.  There might be more but at this time, I can think of these:


  1.  E-Resources life cycle workflow (trial-quotes-acquistion-renewal-cancellation-troublehsooing-stats) etc.
  2.  Your library management system (ALMA or SerialsSolution or EBSCO) E-Resources/ activation/access set up workflow.
  3.  Any technical forms that you might be using for vendors or any other forms (saved in one place)
  4.  A spreadsheet of vendor contacts
  5.  A spreadsheet of vendor admin modules/user ID and passwords etc.
  6.  A list of your master library contracts/addendums for your library or if you can upload them to a server or your ERM system.
  7.  Usage stats related information (sushi accounts, usage data web sites. Passwords/ID etc.) and usage data collection workflow
  8.  If you maintain any lists of products or renewal dates or any cost history spreadsheets.
  9.  A training documentation for your springerle or LibGuides To DO stuff.
  10. Perpetual access and base titles lists for your journal packages
  11. Current titles list for your journal packages
  12. Your RAPID or ILL profile
  13. Your OpenAthens passwords/ID or any spreadsheets you maintain for keeping track of your OA compliant/non-compliant publishers
  14. A list of your individual electronic journals subscribed through your subscription agent, if any.


Most of this info should be available in your ERM system, but if not, all this would definitely help the new person.

In the end, I envy you because you are retiring >😊  Make most of it and happy retirement.  Best time of your life is here Diane. Enjoy.
Regards.
Anjana



Thank you.
Anjana.

Anjana  H. Bhatt, MSIRM & MLIS
University Librarian (Electronic Resources)
Wilson G. Bradshaw Library, Office Location: Library East 133 A
Florida Gulf Coast University
10501 FGCU, Blvd. S., Fort Myers, FL 33965
Phone: 239-590-7634<tel:239-590-7634>, Fax: 239-590-7609<tel:239-590-7609>, E-mail: abhatt at fgcu.edu<mailto:abhatt at fgcu.edu>



Inspiring those who inspire others…that’s the FGCU Effect.

Florida has a very broad public records law.  As a result, any written communication created or received by Florida Gulf Coast University employees is subject to disclosure to the public and the media, upon request, unless otherwise exempt.  Under Florida law, e-mail addresses are public records.  If you do not want your email address released in response to a public records request, do not send electronic mail to this entity.  Instead, contact this office by phone or in writing.




From: Eril-l <eril-l-bounces at lists.eril-l.org<mailto:eril-l-bounces at lists.eril-l.org>> On Behalf Of Diane Westerfield
Sent: Tuesday, June 1, 2021 11:31 AM
To: eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: [Eril-l] Retiring - thank you, and what documentation should I leave?

Hi all,

I’m retiring with my last day being June 30. Thank you all to everyone who has answered questions and given good advice, this listserv has been immensely helpful.

I won’t have a chance to train the next person in this position. I started in 2008 when electronic resources hadn’t been handled by one person and there weren’t so many e-resources to begin with. There was a steep learning curve for me: I had to pore over various things to get them set up properly in different systems, dig into old paperwork and order records to figure things out, and cobbled together new workflows. For those of you who stepped into an already established Electronic Resources Librarian position, what documentation do you wish had been left for you?

I’m furiously writing up documentation, but I know there are things I won’t think of until months later, or at all.

Thanks,

Diane Westerfield, Electronic Resources & Serials Librarian
Colorado College, Tutt Library
diane.westerfield at coloradocollege.edu<mailto:diane.westerfield at coloradocollege.edu>
(719) 389-6661


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