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These are all excellent ideas which will work when consistently implemented. Would you mind if I used them--with attribution--for an essay I'm working on?  

Still: unless I'm prefixed a request in DOCLINE, the request will run against what SERHOLD believes I have. I can only correct records I have the ability to reject in the first place, and I should be able to batch update the difference from OCLC to SERHOLD. 

A.S. Galvan 
Digital Reformatting Specialist 
Head, Document Delivery 
The Ohio State University
Health Sciences Library 
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-----Original Message-----
From: Nichols, Beatrice F CIV USARMY MEDCOM LRMC (US) [mailto:[log in to unmask]] 
Sent: Thursday, December 11, 2014 3:25 AM
To: Galvan, Angela; [log in to unmask]
Subject: RE: SUMMARY: How do you keep electronic records in SERHOLD updated? (UNCLASSIFIED)

Classification: UNCLASSIFIED
Caveats: NONE

I've worked in a couple of small medical libraries with significant DOCLINE holdings.  That is, the number of holdings was significant relative to the size of the library and staff available to do maintenance.

I found that as I worked incoming ILL requests, correcting holdings errors as I discovered them, that my holdings would be fairly cleaned up within a year. Then I could pull the DOCLINE report of items not updated in a year and review those.  I could work those at a rate of about 10% a month and have the whole in decent shape in another year.

At the largest and busiest library, we had so many holdings that even with a staff of three people we couldn't systematically update the inventory each year even at 10% a month. We had holdings that hadn't been updated in over a decade.  But we weren't getting many requests for things that we didn't have although we did a large volume of ILLs. That tells me that the records were either pretty good or we had a bunch of stuff that no one was ever using and it needed to be pitched.

We didn't make any attempt to add database holdings - just our print, microforms and individually subscribed electronic titles.  We would never have been able to manage the database holdings. 

Another strategic approach to updating holdings would be to look at your ranked list of titles as lender for several years. Look at which titles you are getting requests on that you aren't filling - that can be an indicator of which records need to be corrected.

Reviewing your ranked list of titles borrowed against your actual holdings is also a good exercise.  If you are often borrowing from titles that you hold either your holdings records are not good, or shelf maintenance needs to be improved, the A-Z index is incomplete or perhaps staff need instruction on locating materials in-house.


V/r,

Beatrice F. Nichols, MA LIS
Library Director
Landstuhl Regional Medical Center 
06371-9464-5200
590-5200
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ARMY MEDICAL LIBRARIES - HEALING THROUGH KNOWLEDGE


-----Original Message-----
From: Medical Libraries Discussion List [mailto:[log in to unmask]] On Behalf Of Galvan, Angela
Sent: Wednesday, December 10, 2014 4:30 PM
To: [log in to unmask]
Subject: Re: SUMMARY: How do you keep electronic records in SERHOLD updated?

Without fail, whenever I have edited a record in SERHOLD I find a serious error. I suspect my predecessor did not update SERHOLD at all, which unfortunately means as we've acquired serials, they've not been updated/added _at all_. Between data I have from OCLC and the reports in DOCLINE, there are now at least 2k worth of records DOCLINE libraries simply don't have access to borrow from us. We're a Resource Library. That's not acceptable. We want to share as much as possible. 

Equally unacceptable is the lack of batch updating _from_ OCLC to SERHOLD. I understand in 2005 when the option was discontinued it was not frequently used. A decade later, we can batch load eJournals data into OCLC, so libraries with the budget and tech fluency to use OCLC products have inherently more access to resources. You can't borrow if the system doesn't know materials exist at a symbol.  

Anecdotally, we are not the only major academic medical center with this problem. We have a massive, hidden collection of resources people need simply because the system we use for resource sharing in medical libraries is creating a divide that will leave low/no budget libraries and hospitals behind, which is exactly the opposite of what we're trying to do. NIH is constantly releasing API for their data, why not open DOCLINE?  

I'm exploring various solutions to this, but it's unfortunate DOCLINE has not scaled to meet the needs of Resource Libraries.

A.S. Galvan 
Digital Reformatting Specialist 
Head, Document Delivery 
The Ohio State University
Health Sciences Library 
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-----Original Message-----
From: Medical Libraries Discussion List [mailto:[log in to unmask]] On Behalf Of Nichols, William
Sent: Wednesday, December 10, 2014 8:54 AM
To: [log in to unmask]
Subject: Re: SUMMARY: How do you keep electronic records in SERHOLD updated?

To me it depends on a number of things, e.g., how many you have, how much coverage there is per package, how reliable the vendor is, etc.  I just updated ones I have from losing MDConsult, which went much further back than other sources.  If you know your vendor does a rolling X number of years you can handle the situation just by noting holdings that way & thus not have to worry about it, or if you prefer specific-year/volume-forward  you could do a yearly spot check & see if it begins to look like you should do annual updates.

JM$.02W -- other people's mileage may vary, slightly high west of the Rockies.....


Bill


William F. Nichols, MLS | Director of Library Services - Carolinas | Edward Via College of Osteopathic Medicine | 350 Howard Street | Spartanburg, SC 29303| Office: 864-327-9852  Fax: 864-804-6986 (The views and opinions expressed here are not necessarily those of the Edward Via College of Osteopathic Medicine, and they may not be used for advertising or product endorsement purposes.) -----Original Message-----
From: Medical Libraries Discussion List [mailto:[log in to unmask]] On Behalf Of Kash-Holley, Melissa
Sent: Tuesday, December 09, 2014 9:03 PM
To: [log in to unmask]
Subject: SUMMARY: How do you keep electronic records in SERHOLD updated?

Hello All,

I was able to talk with one hospital librarian and one academic librarian who gave me the scoop on how they manage SERHOLD ejournal holdings.  I'll share with you their advice below.

--Add electronic journal packages as you subscribe

--No SERHOLD update/inventory is done unless it becomes necessary.  I was thinking that a yearly SERHOLD inventory is necessary and wondered how would we ever keep thousands of ejournal holdings updated.  Turns out that the two librarians I talked to say they don't do inventories and that mistakes in their SERHOLD holdings are only corrected if an erroneous DOCLINE request is received.  Fill rates have not suffered much.

Bottom Line: Accept that fill rate will not be perfect, don't worry about checking holdings every year, it's more important to spend the time you have to get the ejournal holdings inputted into SERHOLD.


So, this is what we are going to do.  

I would love to hear if anyone else has anything to say:)

Thanks,
Melissa

-----Original Message-----
From: Kash-Holley, Melissa
Sent: Monday, December 01, 2014 6:44 PM
To: [log in to unmask]
Subject: How do you keep electronic records in SERHOLD updated?

Hello all,

I am interested to know how you all keep up with the maintenance of your electronic SERHOLD records.

We are currently working on inputting more of our electronic journal holdings into SERHOLD.  I am trying to decide how many is feasible.  We have ~16,000 electronic holdings and 1 person to maintain the SERHOLD records.  The average library inputs about 32% of their electronic holdings into SERHOLD.  For us, 32% is over 5,000 SERHOLD holdings. Is this even possible?  If so, how do you do it?

Any advice would be appreciated!

Thanks,
Melissa

Melissa Kash-Holley, MLIS, AHIP
Librarian for Reference, Instruction and Access Services Medical Library Oklahoma State University Center for Health Sciences
1111 West 17th Street
Tulsa, Oklahoma  74107-1898
Phone  918-561-8457
Fax  918-561-8412
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Classification: UNCLASSIFIED
Caveats: NONE