1. Best Practices: Managing Journal Archives & Getting Articles to Users
Alexander Feng, the dd+p group (moderator)
Valeria de la Calle, Astellas Pharma US
Jane Burke, Pfizer
Bernadette Ewen, Sanofi Pasteur
R. Amyas Huston, Cubist Pharmaceuticals

2. Best Practices: Managing Journal Archives & Getting Content to Users
Val de la Calle, MLIS
Astellas Pharma Global Development, Inc.

3. Astellas Intelligence Management
Natalie Rainford, MLIS, MBA
Val de la Calle, MLIS
As 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 researcher
Inter-office
paper order to
Med Info
Order and receive
document delivery
order via fax
Med Info inter-
offices order to
researcher
Med Info checks
closet repository
Researcher 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.
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5. 1997: IT builds the Reprint Database for Med Info
1997 – 2006
1997: IT builds the Reprint Database for Med Info
: Med Info manages digital repository and Doc Del
The 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.
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6. 2007: Meet Ben Beit-Zuri and become customer of Information Express
Serendipity…
2006: Library claims ownership of Document Delivery and repository maintenance
2007: Meet Ben Beit-Zuri and become customer of Information Express
During 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 check
of online
subscriptions
to user
and manual
update to
repository
Manual check
of digital
repository
Online order to
Info Express
We 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 repository
35,000 articles imported into QUOSA
QUOSA’s largest repository!!

9. Integrated Document Delivery™
QUOSA DocFlow Document Delivery
-- integration with Information Express
Integrated Document Delivery
If the article is in the
the article opens on their desktop
User searches in OvidSP
Article is available via full-text subscription OR user clicks
Check
Article in the
Library Holdings
Customer Full Text Holding
This is how it works.
The article PDFs will be saved directly to the AIM library on the QUOSA Virtual Library for immediate future access
Astellas does not
have the article
Information Express
fulfills the order
Two simultaneous processes
End user receives with a dynamic link to each document

10. Integrated Document Delivery™
QUOSA DocFlow Document Delivery
-- integration with Information Express
Integrated Document Delivery
User searches in PubMed
User selects all articles of interest and
clicks Send to > Order for the batch
One status-screen displays all articles selected:
Gives link to article if in the
Automatically checks subscriptions & gives link to article
Auto-fills IE doc del order form for those selected by user
The article PDFs will be saved directly to the AIM Library on the QUOSA Virtual Library for
immediate future access
Information Express
fulfills the order
Two simultaneous processes
End 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-Zuri
Information Express
Natalie Rainford
Astellas Pharma Global Development, Inc.
Margaret Basket
QUOSA ™

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 Wyeth
Workstreams established
Single suite of applications/systems
Process mapping/system review/requirements gathering/recommendations made
Quick wins
Best practices
Future state
Opportunities for change……..

15. Contractual limitations (affiliates/collaborators)
Considerations
Licenses
ACL, MNL, specific country licenses, GELAs
Who is the customer?
Contractual limitations (affiliates/collaborators)
Customers just want what they want
Technology

16. How do we make content available?
Library portals
Product Literature Database
Bibliographic Services
Document Delivery
Copyright/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 use
Integration opportunity: Robust subject categorization
It’s not just about searching…it’s all about “finding” the information!

18. Product Literature Database
Both companies have a PLD
Externally published literature/Pfizer authors
links
Special projects
Integration 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 images
Link to full-text repository of images
Bulk import to document management system
Link to Document Delivery
Submissions Support Module: Customized tool to support and streamline business processes; scaleable and can be extended to other business lines
Integration 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 way
Needed standard end-user experience
Qualitative assessment
Integration opportunity: company-wide implementation with link resolver built into document delivery form
Integration opportunity: extend number of repositories that can be checked for copyright cleared articles

21. Copyright/Reuse Rights
Give colleagues access to content
and they are going to want to reuse it!
Copyright is critical in a company our size
Education in partnership with Legal
Global copyright assistance mailbox
Rightsphere tool
Collaboration agreements

22. Integration brings opportunity Similar best practices
Summary
Integration brings opportunity
Similar best practices
Did 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 Meeting
Philadelphia, PA
April 12, 2010
Bernadette 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 manner
Develop and maintain a simple process for the purchasing of externally published content and processing of copyright permission requests for all employees
Educate employees on copyright compliance and on how to use L&IA’s products and services
More employees at more locations with more diverse information needs
Not all resources are available from one publisher
Many key documents are unnecessarily and unknowingly purchased multiple times
More information requests than budget allows for global subscriptions
Less staff dedicated to document management

25. Getting Articles to Users: Actions
Globalize copyright agreements and include digital amendments as needed
Partner with Intellectual Property / Legal
Partner with sanofi-aventis
Partner with Rights Reproduction Organizations
Partner with publishers and document delivery vendors
Organize holdings in systems with link resolvers
Journal subscription agents: EBSCO A-to-Z
Document delivery provider holdings databases: Infotrieve
Track usage and align local and global agreements
Reduce print collections
Spend wisely on active and archival journal collections
Supplement agreements with ad hoc document delivery requests
Globalize copyright agreements and include digital amendments as needed
Partner with Intellectual Property / Legal
Partner with sanofi-aventis
Partner 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 compliance
Co-authored global copyright compliance policy with Intellectual Property
Created global copyright compliance policy training module
77% 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 providers
Reference Manager
DataStar Private Files
Seek & Share
Etc.
Promote use of copyright compliant, external databases with full text and/or citations with link to full text via document delivery providers
DataStar
PubMed
ScienceDirect

28. Getting Articles to Users: Actions
Manage copyright compliant internal database with full text articles
Implemented 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 holdings
Declared agreements: RRO copyright, global journals, and external databases
Customized database and notification templates
Created internal repository
Created customized training materials
Rolled out Infotrieve Virtual Library 2.0+ in Q3’2009
Funnel 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 use
Order documents and copyright permissions from order form, order by search, or order by citation
Web based search and shopping cart ordering
Automatically checks sanofi pasteur’s subscriptions, license agreements, and internal repository
All documents provided are copyright compliant
English interface. French interface to be available soon.
Saves time
Receive more than 50% of requested documents in five minutes or less. 

30. Getting Articles to Users: Benefits
Saves money
Shopping cart functionality that allows end-users to see the cost of a document before placing an order
Data capture/reporting that provides clear insight into document usage activity to enable more informed subscription renewal decisions plus easy budget administration and charge-backs
Recycle  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)