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

Wed Jun 2 07:41:34 PDT 2021

Hi, First let me congratulate Diane on her upcoming retirement. I have enjoyed reading her posts and insights into the world of e-resources.

I echo much of what others have said, and would also like to mention one additional point.  Be sure none of your documents and files reside only on a personal drive or folder.  Move these to a shared drive or folder.  In some cases your colleagues may not even know these files exist. Make sure others know about and can access any hard copy documents you might have filed away.  When a colleague retired some years ago, there was a filing cabinet between our offices.  Each of us had thought it belonged to the other. A package (not library material related) sat on top of that filing cabinet for over a year until I finally looked at it and saw it was for me. "My" filing cabinet was on the other side of the door and it never occurred to me that anyone thought this other cabinet was mine. I didn't want to poach my colleague's package and once she retired I knew the package was not hers.  Fortunately there were no important documents in the cabinet. :)

You never know what colleagues might need after you retire so it is great that you are thinking ahead.

Have a wonderful retirement Diane!

Susan

Susan Davis
Acquisitions Librarian for Continuing Resources and Licensing Specialist
University at Buffalo (SUNY)
134 Lockwood Library
Buffalo, NY 14260-2210
716-645-2784
716-645-5955 fax
unlsdb at buffalo.edu
https://library.buffalo.edu/staff/sdavis-bartl

From: Eril-l <eril-l-bounces at lists.eril-l.org> On Behalf Of Bennett, Nancy
Sent: Wednesday, June 02, 2021 10:02 AM
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 cannot stress how much I support having a common shared email account for E-Resources.  Not only does it help during this type of transition, but even while someone is there.  I can go on vacation and my boss just has to make a note to remember to check it, so we both know that anything important will be caught and handled in a timely manner.

~Nancy

My work day may not be the same as your work day. Do not respond unless it is during your workday, as I will not be responding unless it is during mine.
_____________________________________________________________________________________
Nancy A. Bennett  |  Electronic Resources Librarian  |  Andersen Library, University of Wisconsin-Whitewater  |
750 W. Main St., Whitewater WI 53190  |  Office: (262) 472-5517  |  Email: bennetna at uww.edu<mailto:bennetna at uww.edu>

From: Eril-l <eril-l-bounces at lists.eril-l.org<mailto:eril-l-bounces at lists.eril-l.org>> On Behalf Of Bhatt, Anjana
Sent: Tuesday, June 1, 2021 11:24 AM
To: Christopher D Vidas <cvidas at clemson.edu<mailto:cvidas at clemson.edu>>; Diane Westerfield <dwesterfield at coloradocollege.edu<mailto:dwesterfield at coloradocollege.edu>>; eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: Re: [Eril-l] Retiring - thank you, and what documentation should I leave?

EXTERNAL EMAIL
I so much agree with Chris about creating a common shared account for your E-Resources vendors. It will help you about tracking invoices and other emails that gets sent to random people without you being in the loop.

From: Eril-l <eril-l-bounces at lists.eril-l.org<mailto:eril-l-bounces at lists.eril-l.org>> On Behalf Of Christopher D Vidas
Sent: Tuesday, June 1, 2021 11:52 AM
To: Diane Westerfield <dwesterfield at coloradocollege.edu<mailto:dwesterfield at coloradocollege.edu>>; eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: Re: [Eril-l] Retiring - thank you, and what documentation should I leave?

Hi Diane,

I just finished a recorded presentation on exactly this topic, so I've been thinking through many of the things than can and do help.  Since there won't be any overlap or training, here are some of the highlights that I wish I'd had or that I think would be helpful for our other open positions.

  *   Create workflows that will be accessible by your replacement.  These can be Excel spreadsheets, Word documents, or even recorded videos of common tasks.  They can be generic enough that they specify a position that completes the task rather than named individuals who may change over time.
  *   Be sure to share usernames and passwords.  We use LastPass and Alma (previously Intota), but the next person will need to know where and how to access admin profiles.
  *   A shared email account can be very handy and make transitions easier.  My last two positions had accounts like libacq at yourinstitution.edu<mailto:libacq at yourinstitution.edu> or something similar that can be accessed by you or your team and any replacement who joins your institution.  That helps retain email histories so that the relevant individuals can find important details from vendors or from each other.
  *   Cross-training can also be valuable, so even if you can't pass along your wisdom directly to a replacement, there will be others who remain who can do so.  For example, if I know how to perform several key workflows in Alma, at least one other person here should also understand those processes, even if it isn't all done by the same back-up individual.  That's tough with smaller staffs, but may be an option.
  *   That's probably plenty of info already, but the last thing I'd mention is to be sure your administration understands what you do.  That can mean creating a broad outline of responsibilities, but it helps to avoid gaps in tasks for your replacement.  For example, if you periodically check database links or update LibGuide links, that won't make your replacement's job description, but should be something they know was being done in the past so that they can continue that work.

I hope that you find something here helpful, although you've probably already considered many or all of these things.

Thanks, and congrats on your retirement!

Chris

Christopher D. Vidas
Electronic Resources Librarian
Clemson University
Library Depot
103 Clemson Research Blvd
Anderson, SC 29625
864-656-5175
cvidas at clemson.edu<mailto:cvidas at clemson.edu>

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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