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Transitioning workflows for EEMs

May 12, 2017
Alexis C Manheim

The Stanford Libraries Mellon funded grant project, Everyday Electronic Materials (EEMs), created policy and practices as well as software and tools for selectors to add electronic items of scholarly interest to Stanford’s collections. Since its introduction in 2008, the EEMs system has been the gateway for adding thousands of digital items to Stanford's library collections, with full catalog records, workflows to support IP rights and payment needs, and persistent access via the Stanford Digital Repository. After nine years of stalwart service, the EEMs web application will be shut down permanently on May 11, 2017, due to issues related to outmoded software and server configurations, alongside key security concerns.

Take heart! There is a new process in place for acquiring, cataloging, preserving, and disseminating both free and paid electronic content items using the Stanford Digital Repository (SDR) online deposit tool. Selectors can use this updated workflow to accession digital files of all types into the SDR, which generates a notification for the Metadata Department so items receive full cataloging and become discoverable through SearchWorks. Note: All content previously added using the EEMs web application is in the SDR, and it remains available via SearchWorks.

All Stanford Libraries selectors can deposit free items (FrEEMs) that require local hosting (because they are not accessible elsewhere, may be lost if host sites cease delivery, or require use restrictions) in the SDR Online Deposit Free EEMs Collection. Contacting the copyright holder for permission to capture and redistribute the content remains the responsibility of the selector. Documentation is available for selectors in Confluence, outlining the new Free EEMs workflow. All Stanford Libraries selectors will be added as depositors to the Free EEMs Collection no later than May 31, 2017.

For items that are NOT Free EEMs, please use the following guidelines, according to the type of item(s):

  • For content that requires payment, the Acquisitions Department will utilize the existing e-resources workflow and the order form. The Ordering Unit will contact the vendor about permissions and payment in addition to completing the SDR online deposit.
  • Compound, hierarchical digital objects characterized by internal and/or external linking should be preserved using Web Archiving.
  • For free digital content that does not require cataloging, see the SDR Self-Deposit User Guide. For more information, see the SDR Overview.