Spring Meeting 2010

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

Spring Meeting 2010

Best Practices: Managing Journal Archives & Getting Content to Users

Val de la Calle, MLIS

Astellas Pharma Global Development, Inc.

Spring Meeting 2010

A

stellas

I

ntelligence

M

anagement

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Library conducts lit search for researcher

“THE CLOSET ” Workflow

Spring Meeting 2010

Inter-office paper order to Med Info Med Info checks closet repository Order and receive document delivery order via fax Med Info inter offices order to researcher

1997 – 2006

Spring Meeting 2010

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1997: IT builds the Reprint Database for Med Info

•

1997-2006: Med Info manages digital repository and Doc Del

Spring Meeting 2010

Serendipity…

•

2006: Library claims ownership of Document Delivery and repository maintenance

•

2007: Meet Ben Beit-Zuri and become customer of

Information Express

Ovid/Pubmed Search by user Manual check of digital repository

Improved Workflow

Spring Meeting 2010

E-mail order to library Online order to Info Express Manual check of online subscriptions E-mail to user and manual update to repository

Progress…

Spring Meeting 2010

• Add link resolvers to facilitate workflow • 2008: IT abandons repository…Implement

QUOSA

repository to replace • 35,000 articles imported into QUOSA • QUOSA’s largest repository!!

™

QUOSA DocFlow Document Delivery -- integration with Information Express

Integrated Document Delivery User searches in Check OvidSP Article is available via full-text subscription OR user clicks Article in the If the article is in the the article opens on their desktop

Library Holdings Customer Full Text Holding

Astellas does not have the article 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 email with a dynamic link to each document

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 email with a dynamic link to each document

Spring Meeting 2010

Testimonials…

"I am

extremely satisfied

with the library service. My requests are handled with

utmost urgency and importance

appreciate that. The staff has also been a very good source of information regarding copyright topics." and I truly "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.”

Spring Meeting 2010

Special Thanks to…

Ben Beit-Zuri Information Express Natalie Rainford Astellas Pharma Global Development, Inc.

Margaret Basket QUOSA ™

“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

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……..

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Considerations

• Licenses

– ACL, MNL, specific country licenses, GELAs

• Who is the customer?

• Contractual limitations (affiliates/collaborators) • Customers just want what they want • Technology

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How do we make content available?

• Library portals • Product Literature Database • Bibliographic Services • Document Delivery • Copyright/reuse rights Solutions

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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! 17

Product Literature Database • Both companies have a PLD • Externally published literature/Pfizer authors • get@pfizer links • Special projects • Integration opportunity: link to approved/non-published literature repository 18

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 19

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 20

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 21

Summary

• Integration brings opportunity • Similar best practices • Did you find a “nugget”?

• Love to see you at “Product Literature Databases” breakout session tomorrow.

• Thanks…..

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Getting Articles to Users: The Sanofi Pasteur Story

SLA P&HT Spring Meeting Philadelphia, PA April 12, 2010 Bernadette Ewen

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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 24

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 25

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 26

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 Etc.

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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

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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.

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Getting Articles to Users: Benefits Recycle



Reuse 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 Docum e nt De live ry Inte rnal Colle ction Savings Reduce

 50 40 30 20 10 0 Q3-09 Q4-09 Q1-10 Cumulative Repository cost savings (US$K) Cumulative Internal Collection cost savings (US$K)

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Special Thanks Library & Information Access at Sanofi Pasteur Virginie Chevallier (FR) Eugenia Hasenecz (US) Rex Leonard (CA) Lori Smith (US) Claire Soldaini (FR) 31