Kayla Whitehead, presenter Student Spotlight Sessions

1. THE SERIALS MASTER LIST: USING ONE GOOGLE
DOC FOR SERIALS MANAGEMENT
KAYLA WHITEHEAD SERIALS COORDINATOR BRANDEIS UNIVERSITY 6/9/17

2. WHY & HOW?
 Previous Serials Coordinator kept separate lists for each type of title.
 Current, Judaica, Newspapers, Continuations, etc.
 I needed one place to perform quick information lookups
 I also needed a place to generate lists of titles for students (so they can work independently on projects)
 Not a new idea to have one spreadsheet for but:
 Sharing with coworkers/student assistants (students can view without editing) has become important in
a collaborative work environment.

3. WHY NOT SEARCH YOUR ILS?
 In many cases, you have to run reports or otherwise go hunting for information
 This can actually be pretty time-consuming and you might not find everything you want depending on
how you’ve searched
 Let’s look at the doc:
 https://docs.google.com/spreadsheets/d/1mpKLot5cuVZ_yqAi4-
7LBc_uYWOpUXfeIV4c1WdNGNw/edit?usp=sharing

4. LIMITATIONS OF THE GOOGLE DOC
 Too much data = too slow to load and search
 Initially, I tried to add our online subs on a separate tab and it was just too much.
 I’ve created a similar doc for online renewals.
 Current subscriptions report from EBSCO is very helpful. Especially when gathering detailed info for the
first time.

5. CONCLUSIONS & IDEAS FOR FUTURE USE
 Spreadsheet was a real time-saver
 Made it easier to share with coworkers and student assistants
 Simplified management of subscriptions
 Future Use
 Adding a columns specifically for claims
 Keeping track of access problems
 Administrative logins (note: If you have a place for this in your ILS, maybe use that)

6. CONTACT
 Kayla Whitehead
 kjwhiteh@gmail.com
 Serials Coordinator- Brandeis University