Best Practices: Managing Journal Archives & Getting Articles to Users

1. Best Practices: Managing Journal Archives & Getting Articles to Users Alexander Feng, the dd+p group (moderator) Valeria de la Calle, AstellasPharma 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. AstellasIntelligenceManagement Natalie Rainford, MLIS, MBA Val de la Calle, MLIS

4. “THE CLOSET” Workflow Library conducts 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

5. 1997 – 2006 • 1997: IT builds the Reprint Database for Med Info • 1997-2006: Med Info manages digital repository and Doc Del

6. Serendipity… • 2006: Library claims ownership of Document Delivery and repository maintenance • 2007: Meet Ben Beit-Zuri and become customer of Information Express

7. Improved Workflow Ovid/Pubmed Search by user E-mail order to library Manual check of online subscriptions E-mail to user and manual update to repository Manual check of digital repository Online order to Info Express

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. Library Holdings Customer Full Text Holding ™ 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 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 email with a dynamic link to each document

10. ™ 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

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.”

12. ™ 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. 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 • get@pfizer 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. 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

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 • Etc.

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)