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, PfizerBernadette Ewen, Sanofi Pasteur

R. Amyas Huston, Cubist Pharmaceuticals

Spring Meeting 2010

Best Practices: Managing Journal Archives

&Getting Content to Users

Val de la Calle, MLISAstellas Pharma Global Development, Inc.

Spring Meeting 2010

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AstellasIntelligenceManagement

Natalie Rainford, MLIS, MBAVal de la Calle, MLIS

Spring Meeting 2010

“THE CLOSET” Workflow

Library conductslit search

for researcher

Inter-office paper order to

Med Info

Med Info checkscloset repository

Order and receive document delivery

order via fax

Med Info inter-offices order to

researcher

Spring Meeting 2010

1997 – 2006

• 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

Spring Meeting 2010

Ovid/Pubmed Search by user

E-mail order to library

Manual check of online

subscriptions

Manual check of digital repository

Online order to Info Express

Improved Workflow

E-mail to user and manual update to repository

Spring Meeting 2010

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!!

Spring Meeting 2010

™

QUOSA DocFlow Document Delivery -- integration with Information Express

Integrated Document Delivery

Library Holdings

Customer Full Text Holding

User searches in OvidSPArticle is available via full-text subscription OR user clicksCheck

If the article is in the the article opens on their desktop

Article in the

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

End user receives email with a dynamic link to each document

Information Express fulfills the order

Two simultaneous processes

Spring Meeting 2010

Integrated Document DeliveryUser searches in PubMedUser 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

End user receives email with a dynamic link to each document

Information Express fulfills the order

Two simultaneous processes

™

QUOSA DocFlow Document Delivery -- integration with Information Express

Spring Meeting 2010

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.”

Spring Meeting 2010

Special Thanks to…

Ben Beit-ZuriInformation Express

Natalie RainfordAstellas Pharma Global Development, Inc.

Margaret BasketQUOSA

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Special Library Association, Pharmaceutical & Health Technology

Division, Spring Meeting (Philadelphia, PA)

April 12, 2010

“Integration Activities and Content Delivery at Pfizer:

Back to the Future”(Jane Burke-Information

& Library Services)

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

15

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!

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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

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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

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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

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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

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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

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Getting Articles to Users: Actions

Globalize copyright agreements and include digital amendments as needed

Partner with Intellectual Property / LegalPartner with sanofi-aventisPartner with Rights Reproduction OrganizationsPartner with publishers and document delivery vendors

Organize holdings in systems with link resolversJournal subscription agents: EBSCO A-to-ZDocument delivery provider holdings databases: Infotrieve

Track usage and align local and global agreementsReduce print collectionsSpend wisely on active and archival journal collectionsSupplement agreements with ad hoc document delivery requests

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Getting Articles to Users: Actions

Educate employees about global copyright complianceCo-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

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Getting Articles to Users: Actions

Leverage use of copyright compliant, internal databases with

citations with link to full text via document delivery providersReference 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 providersDataStar

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 holdingsDeclared agreements: RRO copyright, global journals, and external databasesCustomized database and notification templatesCreated internal repositoryCreated customized training materialsRolled out Infotrieve Virtual Library 2.0+ in Q3’2009Funnel 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 useOrder 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 timeReceive more than 50% of requested documents in five minutes or less. 

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Getting Articles to Users: Benefits

Saves moneyShopping 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

Document DeliveryInternal Collection Savings

0

10

20

30

40

50

Q3-09 Q4-09 Q1-10S

avin

gs in

US

$K

Cumulative Repository costsavings (US$K)Cumulative Internal Collectioncost savings (US$K)

Recycle Reduce Reuse

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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)