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Libraries are well aware of the complexities of electronic resources processing workflows and though most have adapted to them by now, there are elements of the handoff from acquisitions to cataloging that could be streamlined. Many times cataloging needs to go back to acquisitions for answers to questions such as title lists, vendor contacts, or license restrictions. Finally, when the eResource is cataloged, aspects of troubleshooting and maintaining access arise and the department responsible for handling these problems can rest on either, both or an entirely different department. This paper examines situations in which the eResources workflow responsibility crosses departments making the handoff murky and confusing, and offers strategies to help streamline this handoff to increase efficiency. Introduction & State the Problem eResources workflows are complex things: acquisitions and cataloging/discovery staff often encounter inaccurate title lists or no title lists at all; front files of to-be-published eResources; unavailable or poor quality MARC records; pre-published chapters; varying rules that can occur on the same platform, such as checkout periods and number of simultaneous users; and complicated licensing problems. In addition, the handoff from acquisitions to cataloging is not always clear or even necessary. Consider eResources that are purchased but not published yet — who tracks these titles and makes sure that staff in cataloging know when the title is ready to be cataloged and access is available? More often than not, cataloging must go back to acquisitions for answers concerning title lists, vendor contacts, or license restrictions. Answers to issues such as: was the bill paid; did the platform change; was a license renegotiated; did IPs change, do not clearly fall within cataloging/discovery or acquisition’s responsibility. As soon as a library establishes a workflow, for instance that all IP changes should be handled by acquisitions, a new situation arises that needs to be handled by a different department. More communication and collaboration is necessary between entities that may have never communicated in the past, such as catalogers and vendors. But even more perplexing is that there may be no end point. The work of acquisitions and cataloging is never complete, but is often revisited until that resource is out of the catalog. This paper examines the eResources workflow handoff in the Acquisitions Department of the University of Colorado, Colorado Springs and the Resource Management unit of Auraria Library, University of Colorado Denver. It seeks to understand when and why the handoff happens and provide strategies to eliminate problematic handoffs to increase workflow efficiency and help prevent resources from slipping through the cracks.

ATG Special Report-Acquisition to Cataloging: Examining the Handoff in Electronic Resources Workflow