Cancellations and Cessations Workflow

Scope: The typical Electronic Resources & Serials Acquisitions Department workflow for processing cancelled and ceased orders

Contact: Bethany Blankemeyer

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 12/5/2023

Date of next review:

Cancellations and Cessations Workflow

Below is the typical Electronic Resources & Serials Acquisitions Department workflow for cancelled and ceased orders. In some cases, Serials & Retention Management staff also participate in this workflow since SRM staff complete cataloging of new databases. Many of the steps may not occur in the order in which they are listed below due to the context around each individual order.

Part I

1. Notice of a change is received by ERSA staff.
2. Serials Management Team creates a new card using the appropriate template in the Cancellations and Cessations board in Trello and moves it to the Pending Requests list. Subscription Coordinator adds the following information as relevant and available to card description:
   1. Subject specialist
   2. ISSN (periodicals, serials, monographic series only)
   3. Publisher
   4. Agent
   5. Order number
   6. Bib number (databases only)
   7. Cancellation or cessation?
   8. Effective date/last volume
   9. Perpetual access dates (online periodicals, serials, monographic series only)
   10. Notes
3. Serials Management Team confirms the change with the subject specialist.
4. Serials Management Team notifies the publisher or agent of the change.
5. Serials Management Team receives confirmation of the change from the publisher or agent.
6. Serials Management Team adds the Order Creator to the card and moves it to the In Process list.

Part II
After Part I is completed, the workflow for cancellations and cessations diverges depending on the format of the resource.

For monographic series:

1. Serials Management Team notifies appropriate Monograph Acquisitions staff about the cancellation or cessation.
2. Serials Management Team adds the title to the ERSA FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
3. Serials Management Team moves the card to the Acquired list for the appropriate fiscal year.

For print periodicals/serials:

1. Serials Management Team updates the order record status in Aleph as appropriate.
   1. CLS for cessations
   2. LC/VC for cancellations
2. Serials Management Team adds a note to the order record in Aleph as appropriate.
   1. Add information provided in the Notes & effective date/last volume fields of the card to the Lib Note field in Aleph.
3. Serials Management Team notifies Serials and Retention Management of change via comment.
4. Serials Management Team adds the title to the ERSA FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
5. Serials Management Team moves the card to the Acquired list for the appropriate fiscal year.
6. (Optional) Serials and Retention Management staff add a note about closing out the holdings records via a comment.

For print + online periodicals/serials:

1. Subscription Coordinator updates Recurring Payment Tracker, if necessary.
2. Order Manager updates the order record status in Aleph as appropriate.
   1. CLS for cessations
   2. LC/VC for cancellations
3. Order Manager adds a note to the order record in Aleph as appropriate.
   1. Add information provided in the Notes & effective date/last volume fields of the card to the Lib Note field in Aleph.
4. Order Manager notifies Serials and Retention Management of change via comment.
5. Order Manager adds Access Updater to card and moves card to Awaiting Access Change list.
6. Access Updater updates access in Serials Solutions.
   1. Find the title in Serials Solutions.
   2. If we retain perpetual access to the title, confirm that we have a subscribed holding for the title in Serials Solutions under the appropriate provider with the correct coverage date and URL. Spot check coverage by confirming access of the newest and oldest subscribed issue.
   3. If we do not retain perpetual access to the title, set the holding under the appropriate provider in Serials Solutions to Not Tracked.
7. Access Updater adds the title to the ERSA FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
8. Access Updater moves the card to the Acquired list for the appropriate fiscal year.
9. (Optional) Serials and Retention Management staff add a note about closing out the holdings records via a comment.

For online periodicals/serials:

1. Subscription Coordinator updates Recurring Payment Tracker, if necessary.
2. Order Manager updates the order record status in Aleph as appropriate.
   1. CLS for cessations
   2. LC/VC for cancellations
3. Order Manager adds a note to the order record in Aleph as appropriate.
   1. Add information provided in the Notes & effective date/last volume fields of the card to the Lib Note field in Aleph.
4. Order Manager adds Access Updater to card and moves card to Awaiting Access Change list.
5. Access Updater updates access in Serials Solutions.
   1. Find the title in Serials Solutions.
   2. Determine if we retain perpetual access to the title.
      1. This information may be listed on the Trello card. 
         
      2. If perpetual access information is not it Trello, investigate the Aleph order record for notes on perpetual access
      3. If perpetual access information is not in in Aleph, check for notes in the vendor administration area (login information can be found in FOLIO Organizations tab)
         
         1. EBSCOnet – https://ebsconet.com/
         2. Harrassowitz Fokus – https://www.harrassowitz.de/
      4. If perpetual access information cannot be found in the vendor admin area, ask publisher directly.
      5. If we retain perpetual access to the title, confirm that we have a subscribed holding for the title in Ex Libris under the appropriate provider with the correct coverage date and URL.
         
      6. Spot check coverage by confirming access of the newest and oldest subscribed issue on journal’s website.
      7. If we do not retain perpetual access to the title, set the holding under the appropriate provider in Serials Solutions to Not Tracked.
         
6. Access Updater adds the title to the ERSA FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
7. Access Updater moves the card to the Acquired list for the appropriate fiscal year.

For databases:

1. Subscription Coordinator updates Recurring Payment Tracker, if necessary.
2. Order Manager updates the order record status in Aleph as appropriate.
   1. CLS for cessations
   2. LC/VC for cancellations
3. Order Manager adds a note to the order record in Aleph as appropriate.
   1. Add information provided in the Notes & effective date/last volume fields of the card to the Lib Note field in Aleph.
4. Order Manager adds Access Updater to card and moves card to Awaiting Access Change list.
5. Access Updater updates access in Serials Solutions.
   1. Make sure the title represents the subscribed resource.
   2. Click 'Edit' for the holding in Serials Solutions.  Select 'Not Tracked' from the drop-down menu for 'Status'.
6. Access Updater requests EZProxy update, if necessary.
   1. Send request to the Metadata & Discovery Strategy Department to have the database removed from the EZproxy Sever Status list, if necessary.
7. Access Updater adds the title to the ERSA FY Changes spreadsheet for the appropriate fiscal year.
   1. Using the title description information in Trello, fill in new data under each column in the appropriate FY changes spreadsheet tab. Use the Cancelled tab for cancellations. Use the Ceased tab for cessations.
8. In the Aleph cataloging module, the Database Cataloger:
   1. adds Status field SUPPRESSED in the bibliographic record.
   2. removes the DUKIR holdings from the bibliographic record.
9. In OCLC Connexion, the Database Cataloger:
   1. deletes Duke's holdings from the catalog record.
10. Access Updater notifies LIB-Collections of change after all access and cataloging updates are complete
11. Access Updater moves the card to the Acquired list for the appropriate fiscal year.