Both the journal renewal and database renewal spreadsheets contain a great deal of information. It includes order information, pricing information, usage information, aggregator information (if applicable), and etc. They were originally created as google spreadsheets during the renewal process of 2019 to assist in renewal decisions. They are updated with the most current information year to year. For the most part, I have tried to keep the columns, and column order, the same (or as close) as possible across both spreadsheets.
Going forward the process for keeping the spreadsheets useful and updated:
January: Every year a master copy needs to be saved and kept. This tells us how things have changed and includes information that might be needed at a later date. Download the Google Sheet as an Excel spreadsheet for reference and save to the appropriate year acquisition or periodical folder. For example, in January 2021, download the Journal Renewals 2020 Google Sheet. The database renewal spreadsheet should be saved in newlibdata/Acquisitions/Database_Licenses/(Year). The journal renewal spreadsheet should be saved in newlibdata/Periodicals/(Year). This way the record year to year can be kept before any updates are made. Talk with liaisons to see if they would like any changes made to the spreadsheet to improve functionality for their use.
February: Update columns and spreadsheet functionality for the next years data (this will typically be the pricing and usage columns - for example when working on renewals for year 2020/2021 I entered the year 2021 price, 2021 price increase, 2019 cost per use, and 2020 use). Fix any errors that were entered into the spreadsheet (example would be if a page was sorted). Make changes suggested by liaisons if possible.
March: Full previous usage should be available from the publisher. Update all usage for previous year. For example in 2020 I would be updating 2019 usage to make it reflect the full year's usage.
July: Start working in pricing and usage for the next year. For example in 2020 start entering 1/2 year usage of 2020. Enter in any known pricing information. Entering this information will take place over several months through the renewal season as information becomes available. The 1/2 year usage is always Jan-Jun, so you need to wait until July before this step can be started.
If you have any questions about the spreadsheets contact Andrea.
The Journal Renewal spreadsheet is maintained in Google Sheets. Yearly, after the renewal process is completed (January), a copy is saved to the shared library drive. The Journal Renewal spreadsheet is saved here: newlibdata/Periodicals/(Year). This spreadsheet is continually updated. As there are many moving parts and many columns, please refrain from sorting the different tabs. If you want the ability to sort or manipulate the data in any way, contact Dusty, she will get you the information you need or get you a copy you can manipulate.
Instructions/Guidelines for updating and working with the spreadsheet:
Journal ranking is done by the liaison librarians. It should be done on a regular basis (every 5 years).
Instructions for ranking journals in the spreadsheet:
Guidelines for criteria for ranking journals:
Rank the journals as High, Medium, Low, or Cancel.
Consider the following when ranking journals:
Relevance: High priority journals are those that are directly related to the core subject areas of the institution and are frequently used by faculty, students, and researchers. Medium priority journals are those that are relevant but not critical to the core subject areas, while low priority journals are those that have limited relevance to the institution's academic programs.
Impact: High priority journals are those that have a high impact factor and are considered to be prestigious and widely recognized in the academic community. Medium priority journals have a moderate impact factor, while low priority journals have a lower impact factor and are less well-known.
Cost: High priority journals are those that are essential to the institution's academic programs, even if they come with a high subscription cost. Medium priority journals may have a lower cost, but still offer important content, while low priority journals are those that have a high cost and limited relevance or impact. The cost and percentage increase is included on the spreadsheet for all of the journals.
Usage: High priority journals are those that are heavily used by faculty, students, and researchers and have a high level of demand. Medium priority journals may be used less frequently, but still provide important content, while low priority journals have low usage and may not be accessed regularly. The usage for the journal and the aggregator access and usage are included on the spreadsheet for all of the journals.
Ranking system created with the help of ChatGPT.
The Database Renewal spreadsheet is maintained in Google Sheets. Yearly, after the renewal process is completed (January), a copy is saved to the shared library drive. The Database Renewal spreadsheet is saved here: newlibdata/Acquisitions/Database_Licenses/(Year). This spreadsheet is continually updated. As there are many moving parts and many columns, please refrain from sorting the different tabs. If you want the ability to sort or manipulate the data in any way, contact Dusty, she will get you the information you need or get you a copy you can manipulate.
The tabs for this spreadsheet are split by reporting code. If additional usage information is needed (for example several databases paid under 1 order) a tab is added after the relevant reporting code tab.
