Below are the summaries of the replies that I received from my query.  My
thanks to Sarah and Michelle who graciously allowed me to include the links
to their librarys' OPACs.  If anyone wishes to repost the query to
Serialslist, as per one of the suggestions below, they are welcome to do so.
Unfortunately, there does not seem to be a "standard" way of handling
holdings that do not include the last six months (or 12 or whatever).

Ellen Rothbaum
Daniel Carroll Payson Medical Library
North Shore University Hospital
300 Community Drive
Manhasset, NY 11030
[log in to unmask]
Tel:  (516) 562-4324
Fax:  (516) 562-2865

Original query:

How are people dealing with recording access information to electronic
journals that permit full-text access after an embargo period?  For example,
we stopped subscriptions to a number of electronic journals.  Many of them
will allow electronic access after periods ranging from six months to two
years.  We have holdings data and links to the full-text in our OPAC, but
how should we dealing with the movable termination date of holdings?  We do
not have time to make these changes every month.


Does your OPAC allow you to show a message along with the holdings?  If so,
then you could enter a line like "Full text available six months after
publication date" along with the title and holdings information.  If not,
I'm not sure what the answer might be.  Our OPAC doesn't let us link to
journals, but I follow the approach suggested in the separately maintained
HTML list of electronic journals that our library also keeps.  Yeah, I know,
two lists.  Not my first choice.


Our technical services department -who catalog, inventory, etc.- should be
maintaining electronic holdings information in the OPAC, but they just
don't have the time or staff. Therefore we (public services) established
and now maintain an HTML list of e-journal titles
(, both subscription and free, which is
a significant amount of maintenance time. It was the only way we could
guarantee accurate and immediate access for our users, and it allows us to
include free, embargoed titles- the dates of which we leave open-ended with
a note on embargo time.

Sounds like your situation is a little better than ours if you have these
titles already in your OPAC, but hopefully your "problem" is one we will
have to face in the future. I look forward to hearing the input of others.

Sarah M. Jansen, MLIS
Reference Librarian
Hawaii Medical Library

In our OPAC the link to the full text journal gives the user the
information.  I am not sure if this is the official and correct way for
cataloging, but we have found that our users don't read the record anyway.
So we decided to put the information in the one of the few places they have
to look at, the link.  You can see an example of this on our catalog
If you search for the journal Antimicrobial Agents and Chemotherapy you will
see that the link on the record says, "Connect to full text articles older
than 6 months at publisher site. (1995-)"
This might be an option for you.  Please let me know what you learn.

Michelle Kraft
Medical Librarian
Cleveland Clinic Foundation


We have been using the holdings statement "back files only" since it's
sometimes not possible to know the exact rolling period.
For example, NLM doesn't seem to offer embargo information for their PubMed
Central  journals so it's not possible to
be specific.
We do have a few titles that are very specific (JSTOR archives for
example), and for those we use this sort of statement:
1967-  (excluding the current 4 years)
I don't have a copy of Notes for Serials Catalogers but keep meaning to get
one. Don't know if there's an example of
such a statement in there.  Also a good topic to run by SerialsList.
Hope that helps somewhat.


In the Holdings statement, you could list the embargo period as follows :

Example :
Journal of Advanced Nursing
from 01/01/1989 to 1 year ago


We pretty much use this format:

Jan. 1996 - 1 year ago
1998 - 6 months ago

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