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NASIGuide: Cancellation Workflowby Trina Holloway Georgia State University College of Law Library Forms created by the Acquisitions Staff at GSU College of Law Library May 2007 There comes a time when every library needs to review its collection. With the raising cost of serials and shrinking budgets, many libraries may have to make the choice of what serials titles to cancel. A Cancellation Policy, as part of the library's Collection Development Policy, can provide guidance for these decisions. What should the Cancellation Policy consist of? · How often serials titles should be reviewed · Who makes the decision that a cancellation project is necessary · Who is involved in reviewing the request · Who makes the final decision · Cancellation criteria:
Cancellation criteria Cost: if the subscription cost is high, consider if the title is valuable to the collection. Available online: if the library has print and online access, consider factors affecting the availability of the online version, such as the date range included and in library use versus remote access. Usage: consider if this journal is often requested or is necessary for a certain area of study or scholarly publication. Availability via ILL: consider if the library will be able to obtain copies of articles if needed. Historical value: consider if the author may be regarded as an expert on certain subject matter. Faculty publication: if written by faculty, do not consider for cancellation - all faculty publications are kept indefinitely. Duplication: consider if several copies are really necessary; if highly requested, think about changing the location to Reserves. Cancellation Procedures / Print Materials · Obtain a current subscription/standing order list from the major vendors · Make suggestions on what titles to cancel based on established criteria · Present suggestions to reviewing team · Review comments and make final decision · Decide if title should be withdrawn* from the stacks and discarded or retained and labeled "No Longer Updated" (tape**) · Maintain a cancellation list *Withdraw = Pull from shelves; delete bibliographic record and OCLC holdings; delete all records from catalog and integrated library system (ILS). **Tape = Put "no longer updated" tape on volumes; put a public note in bibliographic record that the item is cancelled and no longer updated; put "no longer received" note in check-in record. Print Materials Cancellation Workflow - Withdrawal · Complete cancellation form · Contact vendor - after receiving confirmation, note last issue to be received · Delete order records from ILS · Pull title(s) from stacks · Remove records from catalog and delete OCLC holdings · Add titles to cancellation list After each task is complete, the person responsible for completing the task should initial and date. Cancellation Workflow - Taped · Complete cancellation form · Contact vendor - after receiving confirmation, note last issue to be received · Put notes in check-in record - "No Longer Updated" · Close order record in ILS · Label titles in stacks · Update record in catalog · Add titles to cancellation list After each task is complete, the person responsible for completing the task should initial and date. Electronic Titles The same steps are involved for electronic titles as for print, although some of the criteria will not apply. An important additional factor to consider is the renewal date of electronic titles and subscriptions. If your library is considering canceling a title or titles, it is best to cancel before the renewal date. Some vendors do not issue refunds once payment is made. Cancellation Workflow · Complete cancellation form · Contact vendor - receive confirmation · Delete order records from ILS · Remove records from catalog and electronic management systems and delete OCLC holdings · Add titles to cancellation list After each task is complete, the person responsible for completing the task should initial and date.
Title of Publication to be canceled____________________________________________ Call # ____________________________________________________ Requestor ____________________________________________________ Date requested____________________________________________ Request Option: *Withdraw Notes: _____________________________________________________ ___ Give to Acquisitions Assistant to email vendor to cancel title. Note when to expect last issue. Remove check-in record. Delete purchase order. ______________________________________________________
___ Give to Stacks Maintenance to pull copies to be discarded.
________________________________________________________
___ Give to Cataloger Assistance to delete bib record from catalog and delete OCLC holdings.
___ Give to Cataloger to add withdrawn title to cancellation list.
_______________________________________________________
___ Give this form to Acquisitions Assistant for filing.
*Withdraw = Pull from shelves; delete OCLC holdings; delete bibliographic and check-in record and purchase order.
Title of Publication to be canceled________________________________________________ Call # ________________________________________________________ Requestor ________________________________________________________ Date requested________________________________________________ Request Option: *Tape Notes: ________________________________________________________ ___ Give to Acquisitions Assistant to email vendor to cancel. Note when to expect last issue ________________________________________________________ ___ Give to Serial Check-in Assistant to put notes in check-in record. (Check ?Don?t Claim? box) ___ Give to Stacks Maintenance to put label/tape on copies being kept. ________________________________________________________
CANCELLATION FORM -- Electronic
Title of Database be canceled__________________________________________________ Requestor __________________________________________________________ Date requested__________________________________________________ Request Option: *Withdraw - Electronic Notes: __________________________________________________________ ___ Give to Acquisitions Assistant to email vendor to cancel. Delete purchase order. __________________________________________________________ ___ Give to Cataloger to delete OCLC holdings and remove from catalog. ___ Give to Electronic Services Librarian to remove from: ___ Database list ___ E-Journal Locator ___ Proxy Server ___ Filtering software
___ Give this form to Acquisitions Assistant for filing.
*Withdraw = Delete OCLC holdings; delete bibliographic and check-in record and purchase order; remove title from electronic management systems. |
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