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Wednesday, November 8 • 6:00pm - 6:45pm
The Two Second (Data-Driven) Renewal: Automating Renewal Decisions Using Excel

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There are some experiences universally shared by practically every library, regardless of type or size. Two of these experiences are never having enough money to buy everything we want to buy and never having enough time to do everything we want to do. Unfortunately, balancing these two things can be tricky. Because of the money shortage, we should review each subscription renewal carefully to make sure that the purchase is still the best purchase for the library. However, because of the time shortage, we often don’t have time to individually review hundreds (or thousands) of renewals each year.

This poster will outline how one library automated its approximately 2,500 subscription renewals to the point that a classified staff member can simply enter the price into a spreadsheet and get an immediate decision if s/he should renew a title or if the title needs to be escalated directly to a subject selector for review because of a significant increase in cost or high cost per use. Some of the steps that will be discussed include establishing renewal criteria, compiling all of the data into a spreadsheet, applying formulas and conditional formatting to configure the spreadsheet to offer immediate feedback, and utilizing an email template for escalated decisions. By utilizing the renewal spreadsheet, the serials department at the University of Arkansas Libraries has saved a substantial amount of time—especially at the professional staff level. Additionally, as a data-driven decision was made for each title, the library has saved money that could be reallocated to other resources.

avatar for Mandi Smith

Mandi Smith

Serials Librarian, University of Arkansas Libraries
Mandi Smith is the Serials Librarian at the University of Arkansas. Her research interests include electronic resources, assessment/evaluation, workflows, and improved efficiencies in academic libraries--especially in technical services.

Wednesday November 8, 2017 6:00pm - 6:45pm EST
Outside Carolina Ballroom, Francis Marion Hotel 387 King Street, Charleston, SC 29401