Presentation on theme: "Best Practices: Managing Journal Archives & Getting Articles to Users"— Presentation transcript:
1 Best Practices: Managing Journal Archives & Getting Articles to Users Alexander Feng, the dd+p group (moderator)Valeria de la Calle, Astellas Pharma USJane Burke, PfizerBernadette Ewen, Sanofi PasteurR. Amyas Huston, Cubist Pharmaceuticals
2 Best Practices: Managing Journal Archives & Getting Content to Users Val de la Calle, MLISAstellas Pharma Global Development, Inc.
3 Astellas Intelligence Management Natalie Rainford, MLIS, MBAVal de la Calle, MLISAs Alex said I work in the AIM library which stands for Astellas Intelligence Management and it consists of myself and Natalie Rainford.I’ve only been at Astellas since 2005, but our story dates back to mid 90’s when the Medical Information group handled document delivery. Now we report into the Medical Information group and they are an integral part of this story as they were the ones to first develop our repository. It was a paper repository known as the “CLOSET” because that’s all it was – a closet with an abundance of papers that were organized optimally by hard copy standards, but in this day and age we all know how inefficient that can be.This was the document delivery workflow in those days …Next Slide
4 “THE CLOSET” Workflow Library conducts Inter-office lit search for researcherInter-officepaper order toMed InfoOrder and receivedocument deliveryorder via faxMed Info inter-offices order toresearcherMed Info checkscloset repositoryResearcher would ask the library to perform a literature search. They would get the results and inter-office their paper request to Med Info or simply walk it over to them.Med Info would check the closet. In the beginning more often then not the article would not be found in the closet so they would place the order to their reprint vendor via fax, and receive it via fax.Med Info would then inter-office paper copy to researcher and add it to the closet.Next slide
5 1997: IT builds the Reprint Database for Med Info 1997 – 20061997: IT builds the Reprint Database for Med Info: Med Info manages digital repository and Doc DelThe contents of the closet kept growing, but obviously the closet remained the same, so in 1997, when it became too difficult to maintain, Med Info enlisted the help of IT, our Legal dept, and the CCC to build a homegrown, searchable digital repository that became know as the Reprint Database.Although transferring all the contents from the closet to the new digital repository took over a year, this was a huge turning point and Med Info continued to manage Doc Del and the digital repository until 2006 w/o any significant changes.Next slide
6 2007: Meet Ben Beit-Zuri and become customer of Information Express Serendipity…2006: Library claims ownership of Document Delivery and repository maintenance2007: Meet Ben Beit-Zuri and become customer of Information ExpressDuring my first year at Astellas I would often wonder “why is doc del NOT a library function?” And whenever I asked I would always get the same reply “That’s just how it’s always been.”There came a point where I was just not ok with that anymore.In 2006 I decided that the library needed to claim ownership of Doc Del and the maintenance of the reprint database. Med Info was more than happy to oblidge.The transition was smooth and painless, but there were a few things about their process that I thought could be enhanced. The first was changing reprint vendors…In 2007 I went to my first professional meeting, which was DPHT in Boston. I was at one of the events at the aquarium and I didn’t really know anyone and I kept hearing this man with a crazy, very inviting laugh who seemed to be having a great time. I am of course referring to Ben Beit-Zuri. I started talking to him, we had some ice cream, and finally asked him what company he worked for. Serendipitously he said a document delivery company called Info Express, and it was then that I knew this was the beginning of a monumental partnership and it was all because of his hearty laugh…Next Slide
7 Improved Workflow Ovid/Pubmed Search by user E-mail order to library Manual checkof onlinesubscriptionsto userand manualupdate torepositoryManual checkof digitalrepositoryOnline order toInfo ExpressWe quickly became their customer and here is what the workflow looked like then:Either we would do a lit search for the user or they would just us their article requests.I’d then have to do a manual check of our subscriptions, then manual check of the reprint database. If article was not there, I place the order online to Info Express.They would me the article, I would forward on to the user, and then manually add the paper to the reprint database. It was functional, but there were still so much room for improvement.NEXT SLIDE
8 Progress… Add link resolvers to facilitate workflow 2008: IT abandons repository…Implement QUOSA to replace repository35,000 articles imported into QUOSAQUOSA’s largest repository!!
9 Integrated Document Delivery ™QUOSA DocFlow Document Delivery-- integration with Information ExpressIntegrated Document DeliveryIf the article is in thethe article opens on their desktopUser searches in OvidSPArticle is available via full-text subscription OR user clicksCheckArticle in theLibrary HoldingsCustomer Full Text HoldingThis is how it works.The article PDFs will be saved directly to the AIM library on the QUOSA Virtual Library for immediate future accessAstellas does nothave the articleInformation Expressfulfills the orderTwo simultaneous processesEnd user receives with a dynamic link to each document
10 Integrated Document Delivery ™QUOSA DocFlow Document Delivery-- integration with Information ExpressIntegrated Document DeliveryUser searches in PubMedUser selects all articles of interest andclicks Send to > Order for the batchOne status-screen displays all articles selected:Gives link to article if in theAutomatically checks subscriptions & gives link to articleAuto-fills IE doc del order form for those selected by userThe article PDFs will be saved directly to the AIM Library on the QUOSA Virtual Library forimmediate future accessInformation Expressfulfills the orderTwo simultaneous processesEnd user receives with a dynamic link to each document
11 Testimonials…"I am extremely satisfied with the library service. My requests are handled with utmost urgency and importance and I truly appreciate that. The staff has also been a very good source of information regarding copyright topics.""It’s of great benefit to have such a professional document delivery service facilitated by high-caliber personnel. The level of service makes getting pertinent information easy and quick, and my questions are always resolved in a friendly and helpful way.““As a regular user, document delivery has been expedited by over 50% since I began using the system 18 months ago.”With our current system we’ve gotten a lot of positive support from our users, but when we go live with DOC FLOW in the coming weeks, this new system is totally going to rock their worlds b/c its going to allow us to fulfill their needs with much greater efficiency. At the end of the day that is our primary function.I apreciate your attention today, if you have any questions please feel free to holler at me at anytime.
12 Astellas Pharma Global Development, Inc. Margaret Basket QUOSA Special Thanks to…Ben Beit-ZuriInformation ExpressNatalie RainfordAstellas Pharma Global Development, Inc.Margaret BasketQUOSA™
13 “Integration Activities and Content Delivery at Pfizer: Back to the Future” (Jane Burke-Information& Library Services)Special Library Association, Pharmaceutical & Health Technology Division, Spring Meeting (Philadelphia, PA)April 12, 2010
14 Our past is our present…. October 2009, Pfizer acquired WyethWorkstreams establishedSingle suite of applications/systemsProcess mapping/system review/requirements gathering/recommendations madeQuick winsBest practicesFuture stateOpportunities for change……..
15 Contractual limitations (affiliates/collaborators) ConsiderationsLicensesACL, MNL, specific country licenses, GELAsWho is the customer?Contractual limitations (affiliates/collaborators)Customers just want what they wantTechnology
16 How do we make content available? Library portalsProduct Literature DatabaseBibliographic ServicesDocument DeliveryCopyright/reuse rights Solutions
17 Library portals— “The web portal is the primary interface the library has to people.” eLibrary and The Digital Library(different technical environment)Our vision: Bring information resources into end user workflow. They won’t have to come to us..we can push to them.Subscribe to our resources and move to their websites (my e-journals, RSS feeds, etc.)Repurpose interface for other groups to useIntegration opportunity: Robust subject categorizationIt’s not just about searching…it’s all about “finding” the information!
18 Product Literature Database Both companies have a PLDExternally published literature/Pfizer authorslinksSpecial projectsIntegration opportunity: link to approved/non-published literature repository
19 Bibliographic Services Provide bibliographic support for references in submissions and in safety reporting (PSURs and NDA ARs)Submission-ready imagesLink to full-text repository of imagesBulk import to document management systemLink to Document DeliverySubmissions Support Module: Customized tool to support and streamline business processes; scaleable and can be extended to other business linesIntegration opportunity: creation of customized front-end tool to support self-service safety reporting
20 Document Delivery Solutions/STM Library Single vendor being used but not in the same wayNeeded standard end-user experienceQualitative assessmentIntegration opportunity: company-wide implementation with link resolver built into document delivery formIntegration opportunity: extend number of repositories that can be checked for copyright cleared articles
21 Copyright/Reuse Rights Give colleagues access to contentand they are going to want to reuse it!Copyright is critical in a company our sizeEducation in partnership with LegalGlobal copyright assistance mailboxRightsphere toolCollaboration agreements
22 Integration brings opportunity Similar best practices SummaryIntegration brings opportunitySimilar best practicesDid you find a “nugget”?Love to see you at “Product Literature Databases” breakout session tomorrow.Thanks…..
23 Getting Articles to Users: The Sanofi Pasteur Story SLA P&HT Spring MeetingPhiladelphia, PAApril 12, 2010Bernadette Ewen
24 Getting Articles to Users: Challenges Provide streamlined desktop access to externally published vaccines industry related information in a timely, convenient, and cost effective mannerDevelop and maintain a simple process for the purchasing of externally published content and processing of copyright permission requests for all employeesEducate employees on copyright compliance and on how to use L&IA’s products and servicesMore employees at more locations with more diverse information needsNot all resources are available from one publisherMany key documents are unnecessarily and unknowingly purchased multiple timesMore information requests than budget allows for global subscriptionsLess staff dedicated to document management
25 Getting Articles to Users: Actions Globalize copyright agreements and include digital amendments as neededPartner with Intellectual Property / LegalPartner with sanofi-aventisPartner with Rights Reproduction OrganizationsPartner with publishers and document delivery vendorsOrganize holdings in systems with link resolversJournal subscription agents: EBSCO A-to-ZDocument delivery provider holdings databases: InfotrieveTrack usage and align local and global agreementsReduce print collectionsSpend wisely on active and archival journal collectionsSupplement agreements with ad hoc document delivery requestsGlobalize copyright agreements and include digital amendments as neededPartner with Intellectual Property / LegalPartner with sanofi-aventisPartner with Rights Reproduction Organizations: Copyright Clearance Center (CCC); Access Copyright (AC); Centre Français d’exploitation du droit de Copie (CFC)Partner with publishers and document delivery vendors
26 Getting Articles to Users: Actions Educate employees about global copyright complianceCo-authored global copyright compliance policy with Intellectual PropertyCreated global copyright compliance policy training module77% of all employees required to complete the global copyright compliance policy training have formally completed it
27 Getting Articles to Users: Actions Leverage use of copyright compliant, internal databases with citations with link to full text via document delivery providersReference ManagerDataStar Private FilesSeek & ShareEtc.Promote use of copyright compliant, external databases with full text and/or citations with link to full text via document delivery providersDataStarPubMedScienceDirect
28 Getting Articles to Users: Actions Manage copyright compliant internal database with full text articlesImplemented Infotrieve Virtual Library 2.0+1-stop, copyright compliant, document delivery management system that helps to source and fill requests for published documents, such as journal articles, book chapters, meeting abstracts, and requests for copyright permissions.Uploaded list of holdingsDeclared agreements: RRO copyright, global journals, and external databasesCustomized database and notification templatesCreated internal repositoryCreated customized training materialsRolled out Infotrieve Virtual Library 2.0+ in Q3’2009Funnel as many document delivery requests via Infotrieve Virtual Library as possible to leverage copyright and publisher agreements
29 Getting Articles to Users: Benefits Easy to useOrder documents and copyright permissions from order form, order by search, or order by citationWeb based search and shopping cart orderingAutomatically checks sanofi pasteur’s subscriptions, license agreements, and internal repositoryAll documents provided are copyright compliantEnglish interface. French interface to be available soon.Saves timeReceive more than 50% of requested documents in five minutes or less.
30 Getting Articles to Users: Benefits Saves moneyShopping cart functionality that allows end-users to see the cost of a document before placing an orderData capture/reporting that provides clear insight into document usage activity to enable more informed subscription renewal decisions plus easy budget administration and charge-backsRecycle Reduce Reuse
31 Special Thanks Library & Information Access at Sanofi Pasteur Virginie Chevallier (FR)Eugenia Hasenecz (US)Rex Leonard (CA)Lori Smith (US)Claire Soldaini (FR)