Clinical Key Master Content List Maintenance

Overview

Clinical Key is a provider of medical journals and ebooks. Each month, the eResources Access Management librarian is responsible for identifying content changes and updating the catalog to reflect updated editions, new titles, and any removed titles. The easiest way to identify the changes are from the Master Content List Excel file that Clinical Key posts monthly on their website. Clinical Key also provide a blog with content changes, but it not as easy to follow as the Master Content List.

These procedures assume familiarity with Excel, copying and moving tabs, VLOOKUP formulas, and basic copy cataloging practices.

Frequency of Updates

The Clinical Key website should be checked from the second Friday of a given month and weekly until the update is posted.

Source of Updates

http://elsevierresources.com/clinicalkey/clinicalkey/content/

Storage of the Files

Click on the link: Download the Master Content List: ClinicalKey for Physicians. Once the file is available, it should be downloaded and placed on the TechStaff shared drive (aka z drive). Z:\GenLoad\ClinicalKey\MasterContentLists

It should be named YYMM_FileName_MonthYYYY.xlsx (note that the default download may be an XLS, the legacy Excel format. You’ll want to ensure it is updated to the latest file, XLSX).

Reviewing the Changes

Introduction

This section represents the steps necessary for identifying the changes. Changes can occur in two directions. Either a new title may appear, or a title previously available may no longer appear. There are also a few areas of updates to review. Unfortunately, once the changes are identified, it is a fairly manual process. Sections to update include:

• Book Updates

• Removed Book Titles (often related to Book Updates as new editions)

• Journal Updates

• Removed Journal Updates

Do not make any changes related to the following sections:

• Minor Content Updates

• New Drugs: Title

• New First Consult

Finding New Book Titles

While there is a section called Book Updates, the file is on a rolling 3 month history. Verify whether the title is new this month, or from a previous month. The “Date of Update” gives us a really good idea, but the best way to tell is by comparing the ISBNs in this month’s file to last month’s file.

1. Open this month’s file

2. Open last month’s file

3. Move a copy of “Content Updates” from last month’s file to this month’s file

4. Create a column in this month’s “Content Updates” tab after the ISBNs

5. Convert the numeric ISBNs to Text.

   1. in the new column, create the formula, =“‘“&D9 (where D9 is the first ISBN)

   2. fill down the formula

   3. copy and paste as values the values into column D (where the ISBNs are)

   4. In column E, now create the formula that will capture just the numeric part of the ISBN. (=right(D9,13)). Fill the formula down.

   5. Copy and paste as values the values from column E into column D. The values should have the green arrow warning indicating that the numeric ISBNs are stored as text.

   6. Delete any data from column E

6. Create a vlookup in the new column (column E)

• 1. lookup the ISBN

  2. Check the 2 columns in Last Months

  3. Make the table span from Book Updates through Removed Book Titles

  4. Fill the formula

7. Any values that show as #N/A need to be addressed. If the result is blank, that is okay.

Finding New Journal Titles

This process is largely the same as the finding new book titles. Only this time, we’ll look up the ISSN instead of the ISBN.

1) Ideally, we link all journals to the A-Z list using a working ISSN. We do this with the same texts using the macro that puts in a subfield y and FAU: Click here for ONLINE ACCESS options. See image: