In an effort to preserve, maintain, and provide access to online-only resources, the Serials department will acquire and maintain an electronic resource file containing the digital files of these publications. In addition, as requested by the selectors, the department will convert those electronic resources into a physical format (paper or CD-ROM or DVD) so that they can be processed and preserved like the other physical items in our collections. The following provides the most current guidelines for processing electronic-only publications into physical resources.
The steps involved in this process include:
There are generally two occasions in which the department is alerted to the presence of online-only continuing resources:
The most common scenario is the former, where we receive notification or discover in the course of claiming that the publication has switched formats. When the publisher has made a decision to publish in a different format, it is considered a Title Change. A format change can also be accompanied by a subscription change (from paid to free or vice-versa), a title change, frequency change, or other major transformation of the publication. Publishers also frequently go through transitional periods in which some of their issues are online-only and other issues are still published in print. Sometimes the distribution of print occurs only to individual subscribers, or is limited in some other way.
1. REVIEWING THE ONLINE RESOURCE
Next, examine the online resource carefully. You should ask yourself these questions:
You should be prepared to indicate any difficulties with the selector by exploring the online resource in-depth before you discuss conversion. In some cases, it may be impossible to convert or in other cases, there might be a variety of ways to convert your online-only resource.
2. OBTAIN SELECTOR'S DECISION
For most publications which you can convert to print, you want to provide a brief description of the resource containing the following elements:
Next, based on your observations about the resource, ask the selector the following questions:
For printing, a cost estimate can be provided upon request. If the document is generally larger than usual, providing one at the outset may be helpful, especially if the issues are in color. For an easy way to gauge potential costs, see the automatic cost generator within the “Print Jobs” file appropriate for that fiscal year.
If you do not see a way to convert a resource to a physical format, note that with the subject specialist and request that the title be reviewed further for the feasibility of conversion.
3. RECORD CREATION/MAINTENANCE
4. CAPTURE AND SAVE
**All PDF files are captured and saved to the Serials Department Electronic Resource Drive (Electronic Resources (\\wright))**
The folders should contain complete issues only. Avoid saving incomplete documents or parts of documents as individual files. Below are the resources we currently are able to acquire:
We generally do not save the following in the electronic resource file
NOTE: Please consult with Systems staff to determine the most appropriate way to handle files of the above nature should you have to acquire this content.
5. CONVERT ONLINE-ONLY PUBLICATIONS TO A PHYSICAL FORMAT
The staff member in charge of printing will periodically check this list for printing jobs. If you are responsible for printing, please see procedures for Print Job Maintenance.
Issues will be printed, in-house bound, and then checked in as a normal publication.
Burning to CD-ROM
Some electronic-only publications will not be suitable for printing out. Continuously updated content is rarely suitable for printing, and some selectors may choose to burn to a CD-ROM successive issues with large page numbers.
6. PROCESS ITEMS AND PAPERWORK
7. ESTABLISH METHOD TO ACQUIRE FUTURE ONLINE-ONLY ISSUES