managing the e-resources life-cycle: spinning wheels or

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


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/

https://www.nasig.org/

Oliver Pesch, ca.

2004


https://library.hud.ac.uk/blogs/terms/

2008


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/

http://dx.doi.org/10.5860/ltr.49n2

https://works.bepress.com/jill_emery/63/


https://6terms.tumblr.com/

Announcing TERMS ver2.0 – reworking the

original2018

E-resource management requires concept knowledge of:


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?


Investigate new content = Selection decision


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


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


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:


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

KBART and entitlement lists from admin web sites



Holdings information from publishers – dated, sorted, spreadsheet, full information per title

NISO = addressing implementation pains


Solution: NISO KBART Automation Group


Evaluation, Review & Reporting


• 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:



• 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:


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.


Journal title transfers

Transfer titles worksheet for renewals




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


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


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.)


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


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


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?

Is all of this worth the library’s time?


Professional development – moving forward


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

Publications

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/


http://6terms.tumblr.com/

https://www.nasig.org/site_page.cfm?pk_association_webpage_menu=310&pk_association_webpage=7802

https://www.portico.org/

https://www.lockss.org/

https://clockss.org/

http://lists.eril-l.org/listinfo.cgi/eril-l-eril-l.org

https://library.hud.ac.uk/blogs/oawal/

Dorette Snyman

Collection Developer: Commercial Electronic Resources

Unisa Library

[email protected]

https://orcid.org/0000-0001-9072-9820

mailto:[email protected]

https://orcid.org/0000-0001-9072-9820

managing the e-resources life-cycle: spinning wheels or

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