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<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> Eril-l <eril-l-bounces@lists.eril-l.org> <b>On Behalf Of
</b>Christopher D Vidas<br>
<b>Sent:</b> Tuesday, June 1, 2021 11:52 AM<br>
<b>To:</b> Diane Westerfield <dwesterfield@coloradocollege.edu>; eril-l@lists.eril-l.org<br>
<b>Subject:</b> Re: [Eril-l] Retiring - thank you, and what documentation should I leave?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hi Diane,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">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.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">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.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">A shared email account can be very handy and make transitions easier. My last two positions had accounts like
<a href="mailto:libacq@yourinstitution.edu">libacq@yourinstitution.edu</a> 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.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">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.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">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.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I hope that you find something here helpful, although you’ve probably already considered many or all of these things.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thanks, and congrats on your retirement!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Chris<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>Christopher D. Vidas<o:p></o:p></b></p>
<p class="MsoNormal">Electronic Resources Librarian<o:p></o:p></p>
<p class="MsoNormal">Clemson University<o:p></o:p></p>
<p class="MsoNormal">Library Depot<o:p></o:p></p>
<p class="MsoNormal">103 Clemson Research Blvd<o:p></o:p></p>
<p class="MsoNormal">Anderson, SC 29625<o:p></o:p></p>
<p class="MsoNormal">864-656-5175<o:p></o:p></p>
<p class="MsoNormal"><a href="mailto:cvidas@clemson.edu">cvidas@clemson.edu</a><o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> Eril-l <<a href="mailto:eril-l-bounces@lists.eril-l.org">eril-l-bounces@lists.eril-l.org</a>>
<b>On Behalf Of </b>Diane Westerfield<br>
<b>Sent:</b> Tuesday, June 1, 2021 11:31 AM<br>
<b>To:</b> <a href="mailto:eril-l@lists.eril-l.org">eril-l@lists.eril-l.org</a><br>
<b>Subject:</b> [Eril-l] Retiring - thank you, and what documentation should I leave?<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:black">Hi all,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">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?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">I’m furiously writing up documentation, but I know there are things I won’t think of until months later, or at all.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">Diane Westerfield, Electronic Resources & Serials Librarian<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Colorado College, Tutt Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="mailto:diane.westerfield@coloradocollege.edu">diane.westerfield@coloradocollege.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">(719) 389-6661<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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