Collection Development Workflow for Electronic Resources

Yem Fong 10/13/06, revised 7/2/2007


1. Trials are acquired

Trials are acquired one of three ways:

  1. at a bibliographer’s request
  2. vendor initiation
  3. consortium initiation


2. Administrative info is acquired

Trials are set up by either Acq -- Linda, or Coll Dev -- Heather, Sara, or Yem will contact the vendor directly (if trial not already initiated by vendor); bibliographers will refer vendors to Acq or Coll Dev to initiate the trial.


3. Records are created in ERM

3.1. Resource record for trial is created by either Linda or Sara

3.2. If necessary a contact record is also created for new publishers/contacts

3.4. Because this is a trial, the general subject “trial databases” will be added to the record; a tickler will already be added to alert the creator and bibliographer that the trial is over – a note will also be added to remove “trial databases” as a general subject (see Trials Protocol on Collection Development for more details on trials)

3.5. A public note will be added as follows:

<a href=>Evaluate this resource</a>


4. Record will show in Trial Databases

4.1. By adding “trial databases” as a subject, the resource will be added to the automatically generated list of Trial Databases linked to on Chinook


5. Feedback on trial received

5.1. Bibliographers and others give their feedback via email to either Heather or Yem

5.2. Coll Dev has a feedback form for the evaluation of trials, as noted by “Evaluate this resource” note next to each trial resource


6. Request for new materials

6.1. A request for new materials is placed in the following ways:

  1. A one-time funds request (not from regular mono funds)
  2. A serials funds request
  3. A request for new resources to replace titles that a bibliographer has cancelled

6.2. The funding for these requests comes out of one of the following:

a. one-time funds

b. new serials money specifically allocated for new serials titles

c. cancellation credits


7. Decision Process

7.1. Coll Dev – Yem approves requests using cancellation credits

7.2  BAC prioritizes one-time and new serials requests and makes recommendations based in budget

7.3. Final approval to pay invoice -- Yem (or Susan Anthes in Yem’s absence)


8. License review process begins

Once the decision to acquire has been made and the funding has been allocated, the license review process begins.

  1. license is acquired from vendor: initial review by Sara, second review by Yem
  2. license is submitted to Procurement for review by CU’s lawyers along with a license submission form, which is completed by either Sara, Yem, or Linda
  3. if any of the terms in the license are unsatisfactory terms for the Libraries, this information is given to Procurement at the time of submission


9. Procurement lawyers review license

9.1. Procurement reviews for any unsatisfactory business terms, negotiates any unsatisfactory terms identified by Libraries, and adds the appropriate Special Provisions in accordance with State of Colorado laws

9.2  License approval goes through University review process – Procurement, Controller, Legal before being officially signed

9.3. Procurement’s review process takes a minimum of 6 weeks and can often take several months

9.4  Procurement notifies Acq & Coll Dev when a license is signed and sends signed license


10. In the case of consortia e-resources

10.1. When a consortium signs on our behalf, there must be an amendment tied into the license indicating CU-B’s relationship with the consortium, and attaching the university’s Special Provisions

10.2. In the case of GWLA (Greater Western Library Association), a memo of agreement (MOA) must also be signed by Procurement that notes CU-B’s agreement with GWLA

10.3  CU Systems negotiates a number of agreements on its own.  CUB as the only member of GWLA brings the other campuses into GWLA offers when possible via vendors.

10.4  CUB pays GWLA for consortia invoices and charges back (Linda).  For other CU Systems agreements various campuses pay and charge back accordingly.


11. In the case of a resource being turned on prior to the license being signed

11.1. If a resource is turned on before a license is signed, which can occur during renewal periods or while a new amendment is being created, Yem must write an after-the-fact (ATF) explanation of the circumstances surrounding the violation

11.2. This ATF is sent to the Vice Chancellor to Finance (check on that?) at CU-B

11.3. A copy of the ATF is kept in Acquisitions

11.4. A copy of the ATF is scanned in to be attached to the future license record


12. A resource record is created

12.1. Linda creates a resource record in ERM for the new resource

12.2. The general subject “new databases” will be added, with a tickler created to remind the creator to remove this general subject after 6 months; By adding “new databases” as a subject, the resource will be added to the automatically generated list of New Databases linked to on Chinook

12.3. Candy adds cataloging information to the resource record


13. A license record is created

13.1. Acquisitions/Gloria scans in a copy of the license once we have acquired a copy of the signed license (either Yem or Linda originally receives the license)

13.2. Sara creates and attaches a license record to the resource record and also attaches a copy of the signed license to the license record (in addition to an ATF as noted in 11.4. if necessary)


14. Resource is turned on

14.1. The resource is "turned on" by the publisher who generally notifies either Yem or Linda, who in turn notify Meredith and Candy

14.1.1. In some cases, for audit purposes Acquisitions will contact Yem for final approval on invoices

14.2. Meredith posts the resource to the A-Z list and relevant subject pages (this will change when ERM is fully functional)


15. Cataloging/Serials Solutions/MARC records processes occur

15.1. Candy turns on the resource in Serials Solutions

15.2. Candy or Chris catalogs the main entry of the resource for Chinook   

15.3. Once turned on in Serials Solutions, a MARC record will be generated for the next update of MARC records for Chinook

15.4 For non-serial MARC records from other vendors for e-resources, additional steps occur in Cataloging (Cronin, Wakimoto)


16. “What’s new in e-resources” e-mail sent out

Heather sends out a “What’s New in E-resources” e-mail notice including information to trials and new e-resources


17. Access issues 

17.1. Most access issue queries go to the Webmasters who then forward these queries to Heather, Linda, and Yem; at this time, Linda is the one who answers and corrects most problems due to her more consistent work schedule


18. Training

18.1. Heather sets up trainings offered by vendors and any required training from vendors that bibliographers request

18.2. Bibliographer/Instructors that are using those resources that have simultaneous user limits in their instruction contact Heather or Sara (or Linda) who contact vendors for additional passwords for instruction time


19. Usage stats are produced

Erika Klein in Reference compiles the usage statistics page ( which Yem will often use prior to making renewals decisions (see 20 below)


20. Renewals are generated through Acquisitions

20.1. Use statistics are often reviewed prior to renewal

20.2. Yem approves consortia renewals

20.3. Resources on bibliographer's funds are generally renewed each year unless Acquisitions is told ahead of time not to renew (on some large dollar databases, Linda still checks with Yem)