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SFX Renewals Procedure
This is a catch-page for useful info about processing electronic renewals in SFX. SFX-related files may be found in DRMS(Q):/SFX. For more information,
CORAL Queue
When a workflow is started by someone in Acquisitions, the renewals process starts. A notification will appear in the Queue when your step in the process becomes active.
The queue is organized by renewal end date, so the resources closest to their end date appear first. They also include information on the acquisitions type (purchase vs, renewal vs. cancellation)
The SFX steps include checking activation/access for things that are already active, and checking both the CORAL record and the Aleph holdings record for the correct
URL.
It's good practice to check that the organization roles are correct, especially the platform and publisher. These are things you can help IRM with since eJournals change so much
Next, go to the Access tab.
The Data Integration note should be updated (Yes or No for SFX Activation)
The Target name(s) should be updated
Any local name should be put in (either for name norm. or for ILL lending rights)
Notes for anything you did should be entered or updated to help you out next year.
The Following are not activated in SFX
Individual eJournal Renewals
eJournal Package Renewals
eJournal Packages can be challenging because title lists are likely to change either by new additions, journal transfers, or title cessations. In SFX this means tracking PA, Previous Titles, Open Access, and Object Portfolios moving between targets.
Here are a few questions that might be useful in approaching packages in the CORAL Queue:
Can we loan ILL? Check ILL doc in R Drive or CORAL Licensing Module. SFX Public Name bullet for NO lending- •
What title access should we have? Is a title list on the Acquisitions drive and uploaded to CORAL? If not, download from publisher, consortia etc. and upload to CORAL.
Does the title list include previous titles?
Is there a list of titles joining and leaving the package, or the publisher? (Check the Transfers Sheet!)
Is there a list of titles that have become open access or that are no longer OA? Add notes to ops.
What dates are expected? Do dates prior to the package’s cut-off need tested (e.g. 1996 or 1997 is often a cut off date)
Does the package need an overhaul? Set up a student project if the package needs attention.
Are the SFX targets appropriate for the content or is it worth, say, breaking out individual subs from a package into two separate targets? Time vs value of reorganization.
Does anything look weird?
Add notes for ALL of this to CORAL. It can be helpful when you have to start over next year!
Other Material Type Renewals
There are things other than eJournals in SFX, obviously. They are mostly databases, and some eBooks. Most databases appear in SFX as Targets, but some smaller ones are put in as Object Portfolios. Catherine has in the past created local targets for important databases. Some databases are not in SFX so if they aren't there, just change the data integration not to SFX=No. If it is in SFX, then keep reading.
Databases
When they show up in your CORAL queue as a renewal you're mostly concerned with access.
Check the following
Databases don't have Title Lists, every OP should be turned on.
Check the Target Service Level to make sure all the things are ticked off correctly, remove any extraneous notes or put relevant ones into CORAL.
Check the Target level for the same, ensure the local name is accurate.
Check the Object Portfolios and test access
Does anything look weird?
Make notes in CORAL: Data Integration, SFX, SFX Title Name
eBooks
Conference Proceedings
Other??
Journal Transfers
For the most part, Judy takes care of getting the journals themselves onto this document. If you see one, please put it on!