CANCELLATION OF PRINT JOURNAL SUBSCRIPTIONS Acquisitions Operational Considerations When Cancelling Print Journal Subscriptions While Retaining the Electronic Versions CDC – April 19, 2007 Marcia Romanansky Chief Acquisitions Librarian YALE UNIVERSITY LIBRARY

GOALS  Advised of the Selectors’ plans – Sage, ad hoc, and JDC “Current SML Periodicals”  Develop standard procedures to address print periodical cancellations  Assess the amount of work involved and determine the scope of un-budgeted expenses based on the number of cancels  Evaluate the impact on the periodical jobbers and book vendors acting as agents  Estimate the impact on purchasing terms and conditions for YUL as a whole

Cancellation Components  Subscription Renewal Period  Jobber / Vendor Notification – Multiple vendors involved in the SAGE package  Updating Bibliographic Records  Updating the Voyager Periodical Check-In Module before and after the final issue  Updating the Voyager Purchase Order  LSF Move  PRR Notification

Subscription Period  Renewals of periodicals are done in August & September for the next calendar year.  All subscriptions for periodicals published between January – December 2007 and July 2007 – June 2008 paid in Sept. 06.  A Jobber accepts cancellations in August and September.  For operating efficiencies, hold all cancellations until August.  Cancelling ahead of the end of the subscription year doesn’t necessary result in a refund.

Updating Bibliographic Records  Standard Notes – work with Catalog and Metadata Services department.  The word ceased cannot be used.  Display the last volume bound.  Create a tickler for the last issue since no bibliographic maintenance can be done until the last issue is received and the last volume bound.

Updating Voyager  Add note to the popup box that the print version of the periodical has been cancelled.  Note the last anticipated issue.  Cancel the predictive pattern when the last issue is received to stop automatic claiming.  Cancel the popup box when the last issue is received.

Updating the Purchase Order  Add the cancellation date and note the last anticipated volume.  Add the Selector’s name to the cancellation note.  Note the exact date that the periodical subscription is cancelled with the Jobber.  Standardize notes.

LSF Move  Since the print version is no longer active, the Selector can decide if the bound volumes should be moved to the LSF.  This move can be automatically arranged by SST or the Selector can provide special instructions to SST.  If the LSF move is not done at this time, the Selector will arrange for the future move.

PRR Notification  Remove the shelf note from ORBIS.  Gather all issues of the periodical when the last issue arrives (do not display the final issue as no future issues will arrive).  Remove shelf signage for the periodical.  Reassign shelf space as needed.

Review of Workflows  Selectors – selection of periodicals  Selectors – LSF decision  SST – notify the jobber  SST – Voyager updates & notes  SST – control last issue  SST / LARS – binding and ORBIS updates  Preparation – LARS notation  PRR – reassign space

Etc.,...  LSF Decision – Selector’s at the time of the cancellation or on a tickler  The cancelled print title may also be available on microform. Should this format be moved to the LSF? Selector’s decision.

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