managing the e-resources life-cycle: spinning wheels or
TRANSCRIPT
Managing the e-resources life-cycle: spinning wheels or moving forward?
Dorette SnymanCollection Developer: E-ResourcesUnisa Library
SANLIC, 24 June 2019, Cape Town
Presentation will cover:
• E-resources life-cycles
• TERMS life-cycle, specifically TERMS ver. 2
• Processes and challenges – bumps in the road
• New process: Preservation
• Where open access resources fits in as part of the life-cycle
• Some professional advice
• Questions
At the end of the presentation:
SANLiC, Cape Town, 2019
“Old hands” “New hands” Managers, directors, others
Core Competencies of an Electronic Resource Librarian – NASIG, 2013
SANLiC, Cape Town, 2019
The ERL has extensive knowledge of the concepts and issues related to the
life cycle of recorded knowledge and information from creation through
various stages of use to disposition* beyond that required of a generalist.
The ERL understands the life cycle of electronic resources (see figure 1) in
its ongoing complexity of multiple stages and processes.
This broader understanding is essential as a foundation in order for anyone
to be prepared to work with and act as a bridge across the multiple
units/departments involved in electronic resources management in
information organizations.
https://www.nasig.org/
TERMS Background
• Started by Jill Emery and Graham Stone in 2008, Peter McCracken joined in 2018
• Crowdsource project to address lack of consistency in managing e-resources
• Aim to use the life-cycle stages to collect best practice from the UK and US using real examples
• Library Technology reports, Number 2 / February 2013: http://dx.doi.org/10.5860/ltr.49n2
• Blog archived: https://works.bepress.com/jill_emery/63/
• 2018 - new TERMS ver2.0: inclusion of new concepts: open access resources, preservation
• https://library.hud.ac.uk/blogs/terms/ & https://6terms.tumblr.com/
E-resource management requires concept knowledge of:
SANLiC, Cape Town, 2019
Types of databases
(packaging)
• Bibliographic
• Abstracting & Indexing
• Full text
• Image
• Financial
• Statistical
• Case studies
• Videos
• Primary digital sources
• Research analytics
Ownership of content
• Copyright owner of the content
• Distributed through a 3rd
party (aggregator)
• Is it co-publication
• Content published in a publication agreement
Access model
• Purchase
• Subscription:
• Access rights
• No access rights
Tools & technologies
• Library system, ERM
• Excel, Word, PP
• E-mail system
• Collaborative work system
• Discovery service
• A-Z list system
• LibGuides
• Blog / newsletter
• Authentication
• Visualisation
• Standards,
• Etc.
Managing e-resources is:
• Building a foundation for the services of the library: collection = backbone
• Working with constant change: publishers, resources, larger environment
• E-resources framework is complex, making our work complex;
• 80/20 rule: the cost of the e-resources ≠ the amount of time required to manage it (Peter McCracken);
• Purpose: build a deep and wide collection and make it findable
Question?
• What part of e-resources management gives you the most problems? Your challenges
• What drives you crazy in managing your e-resources?
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Investigate new content = Selection decision
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Identification of new content:
• Selection of e-resources building a broad and deep collection
• Requests from users, reviews (CHOICE), SANLiC offers, advertisements, ILL requests, turn-away statistics, gap analysis
Process:
• Framework: institutional strategy and collection policies
• Identification and trial of new content
• Evaluation, Preliminary licence review, determine access model
• Communication and teamwork
• Make a decision
• Document: User feedback, trial outcomes and evaluation results
• Library system, ERM or spreadsheet
Bumps in the road
• Budgeting constraints to address all requests
• Balance requests from various stakeholders vs institutional strategy
• Funding for new specialized resources e.g. financial or statistical resources – required within curricula
• Time-consuming negotiations to conclude and collate documentation
Acquiring content
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Negotiate price:
• Institutional pricing, discounts or price caps on multi-year deals, price model, FTE vs flat fee, future addition of new content
Negotiate license agreement
• Licence checklist, minimum requirements, deal breakers, authorised users, remote access, e-reserve use, license approval and signing process
Order documentation:
• Results of evaluation, final licence agreement, accepted price quotation
• Complete and correct documentation & title lists = future holdings activation, inventory lists, problem resolutions
Procurement process (Supply chain management)
• Invoice requirements, supplier / sole supplier registration, payment process; purchase offer = meet procurement and legal requirements
Implement = findability
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Access activation:
• Activation notification, Test, Proxy and IP address set-up, Link resolver, Discovery service, MARC records, activate admin interface and usage statistics,
• Activation in all access points
Training & documentation
• Webinars, LibGuides, library training schedules
Marketing
• Launch of new e-resources
• Ongoing campaigns, exhibitions, posters
Usage statistics, administration
• Usage administration, consolidation service, collating scheduled downloading
Bumps in the road to perfect implementation:
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Obtaining the correct institutional holdings
lists – institutional KBART, archive vs current separately
Obtaining MARC records based on
institutional purchase
Display of collections within discovery
service Kb: publisher versions vs purchased / subscribed versions
Correct SANLiC collections within Kb
Keeping track of older / ceased journals
Journal title transfers –timing in the year
Holdings list of purchased vs access
titles in journal agreements
Correct inventory lists – books and journals
Metadata within discovery: granularity
and publishers participation
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Holdings information from publishers – dated, sorted, spreadsheet, full information per title
Evaluation, Review & Reporting
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• Regularly check access in all access points
• Feedback from users (web form)
• Communication with users, vendors, regarding issues, downtime
• Platform changes – migrations – checklist
• Title transfers / take-over, impact on agreements - KBART
• Vendor communication – mailing lists, scheduled maintenance, specific problems, monitor listservs, changes in ownership
Ongoing evaluation & review:
• Time required to do regular checking
• Avalanche of platform migrations the last 2 years
• Growing number of journal title migrations - workflow
Challenges:
Evaluation, Review & Reporting
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• Download, collate and create usage reports – individual e-journals, platforms, discovery service
• Usage analysis and cost per use, zero usage
• Multiple reports: annual report, senate, usage, const avoidance, accreditation and programme review reports
Statistical reporting:
• Volume of platforms providing usage statistics
• Migrating from COUNTER 4 to COUNTER 5
• What about non-COUNTER statistics
• Statistics from specialized resources?
• Counting e-resources – what, definitions, national statistics?
• Visualization tools and creating dashboard
Challenges:
Title transfer workflow:
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Subscription to TRANSFER Alerting Service e-mail
Receive e-mail indicating title tranfer – categorise with Journal Transfer
Check if there is an existing print order in library system
If yes, add note regarding title transfer, indicate new publisher
Note title on 2020 spreadsheet for titles to check on next years’ invoice
In 2019, collection development team worked through title transfer list
Decisions:
• Individual print journal now online – create new e-journal order
• Individual journal title now in an existing agreement – list for next year’s renewal
•Determine title status with existing agreement – take-over titles included? E.g. Sage, Springer Nature
•Titles transferring between agreements with historical subscriptions, impact on next years price.
Evaluation, Review & Reporting
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Set a review schedule
• Annually, or alternative specific cycle, e.g. every 3 years
• Schedule teams or evaluation groups
• Cancellation schedules in terms of licence agreement
Input documentation
• Criteria for review and scoring
• Budget for following year, usage analysis, overlap analysis,
• Obtain renewal price, estimated renewal based on previous years
• Input from stakeholders on renewals, if required
• New resources on the market, wishlist
• Duplication of formats
Cancel & replace
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Cancellation may the result of:
• Review process
• Overlap analysis to determine duplication
• Budget cuts or reduced budget increase
• Ceased or merged databases
Cancellation process:
• Record motivation for cancellation or removal from collection
• Cancellation = removal from all multiple access points
• Determine post-cancellation access to content – original license agreement
Challenges
• New subscription models – is it cancel?
• Post-cancellation access
• In SA, little to cancel
• Backlash from client base
New! Preservation of licensed e-resources
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Context & challenges:
• Long term risk management of high value licensed content that the library subscribed / purchased that include post-cancellation access
• Cancellations of long term subscriptions and agreements
• Open access content – may a library set conditions?
• De-accessioning of print within national holdings – e only copy
Preservation in the life-cycle:
• Decision start in license phase: perpetual access and / or permanent copy condition
• Perpetual access vs archival rights = access copy vs retain copy
• Long-term archive options after cancellation
• Example ceased journals eg. Graft (Sage Publishing)
Preservation (cont.)
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Options for libraries:
• Portico, LOCKS, CLOCKS.
• Preservation on institutional or regional / consortium level?
• Requires budget or infrastructure
• DOAJ: long-term preservation of titles included
Does your library have a preservation strategy for the e-resources content?
Should preservation of OA content be a concern?
(New) Challenge of OA in the e-resources life-cycle
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Investigate / Selection:
• Transformative agreements = OA as part of subscription / purchase agreement
• Visible part of the cost structure and budget of library / institution
• Identification of OA within discovery service = extension of library content
• OA resources may be selected as replacement of subscriptions
• Participation in OA projects part of the collection development budget: Knowledge Unlatched
Acquire new content:
• Negotiation for OA as part of license agreement
Implementation
• OA discoverable and linkable = add to discovery service index
• Determine extent of the OA availability? Article level, journal level, dates
• Should it be added to the ERM system for tracking?
• Ongoing testing, marketing, training?
Place of OA in the e-resources life-cycle
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Evaluation and annual review
• Did the library add value to the OA availability
• Technical problems
• Usage analysis and reporting, specifically for hybrid journals
Cancellation and replacement
• Is there “cancellation” of full OA? Just removal from collection
• Communication to users?
• What implications for OA articles if a hybrid agreement is cancelled
Preservation
• Are all the OA articles also stored in an institutional repository somewhere?
• Does an IR count as meaningful preservation
• Should we be sharing the risk for OA preservation?
Professional development – moving forward
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E-mail newsletters
• Against the Grain; Scholarly Kitchen; InfoDocket
Read
• Taylor & Francis library journals: Serials Librarian, Serials Review
Follow online
• TERMS2, OAWAL
Subscribe to listservs
• ERIL-L, ICOLC
Conference presentations
• Charleston, ER&L, NISO webinars, UKSG
Links
• TERMS: https://library.hud.ac.uk/blogs/terms/
• TERMS2: http://6terms.tumblr.com/
• Core competencies for electronic resources librarians: https://www.nasig.org/
• Portico: https://www.portico.org/
• LOCKS & CLOCKS: https://www.lockss.org/ and https://clockss.org/
• ERIL-L http://lists.eril-l.org/listinfo.cgi/eril-l-eril-l.org
• Open Access Workflows for Academic Librarians: https://library.hud.ac.uk/blogs/oawal/
Dorette Snyman
Collection Developer: Commercial Electronic Resources
Unisa Library
https://orcid.org/0000-0001-9072-9820