ifla key issues in electronic resources collection development and cmo proposed standard guidelines...

IFLA Key Issues in Electronic Resources Collection

Developmentand

CHED’s Proposed Requirements for Academic

Libraries Common to All Programs

Ms. Xenia B. Balgos-RomeroLibrarianCommission on Higher Education

11 September 2013, 1:00-3:30pmMeeting Room 4, SMX Convention Center,

Pasay City

Ten years ago, IFLA’s Long Term Policy, developed the Executive Board and adopted by Council in Moscow, included the description of the new and expanded role of libraries in view of the development of new technologies, insisting on the new functions they should assume (access to electronic databases, networking, etc.). IFLA also recognized in this document the importance of elaborating international technical standards and protocols relevant to library practice.

Plassard , Marie-France (2011)The IFLA Response

Introduction …

Several years later, the Professional Board, when drafting its Medium-Term-Programme1998-2001, put a special emphasis on the electronic environment:

IFLA’s strategic direction over the next four years will focus on the electronic environment as it affects IFLA’s objective to promote librarianship globally, particularly through the provision of equal access to information literacy programmes, and preservation of the world’s documentary heritage.


Introduction …

Introduction …


This emphasis has been reflected in all plans of IFLA professional units with a large range of relevant activities (projects, research papers, seminars and workshops, etc.). They have covered rights managements, use of electronics in various settings and for different media, training, and, of special interest to us here, standards for the organization of electronic resources, including the use of classification as a finding tool.

Johnson, Sharon… [et al.] (August, 2012)IFLA Key Issues for E-Resource Collection Development: a Guide for Libraries

Electronic Resources (E-resources)

… refer to those materials that require computer access, whether through a personal computer, mainframe, or handheld mobile device.

… they may either be accessed remotely via the Internet or locally

Important terms …

IFLA key issues for e-resource collection development …


Types of e-resources:

Electronic journals (E-journals) Electronic books (E-books) Full-text (aggregated) databases Indexing and abstracting indexes Reference databases (biographies, dictionaries, etc.) Numeric and statistical databases Electronic images (E-images) Electronic audio/visual resources (E-audio/visual resources)


Access… applied to delivery, instructions, methods; ”Access to e-resources”, ensure the proper technological software, hardware, and internet connections, as well as providing user instructions on how to use effectively these materials.

Important terms …

IP Authentication… the method e-resource providers use to verify the access credentials of a user and confirm a library’s subscription to a resource based upon the IP address of the user.


License or Licensing Agreement… a legal agreement between parties authorizing the use of and defining the business terms for an item provided by one party and utilized by the other, which can include the cost, period of access and other issues.

Important terms …

Perpetual Access… the concept of maintaining enduring access to a resource, even if the library has cancelled its subscription or the producer has ceased to maintain it.


Remote Access… the access and use of library databases outside of the physical library via Proxy servers or other web-based authentication.

Important terms …

Users… “Authorized user or Permitted user” is any person or entity designated in a licensing agreement who has permission to access or otherwise use the digital resource.


IFLA Guide focuses on:

… E-resources whether acquired via purchase or license, free from web, born digital or multiple format materials (e.g. CD-ROM combined with a book)

… that every library should have/develop clear policies and processes for the selection and management of such resources



IFLA Guide covered the key aspect or the critical sub-aspect of the e-resource process:

… collection development


… selection and evaluation

… licensing

… review/renewals


I. Collection Policy Statement (for the Selector and the Acquisition Librarians)

a. Technical feasibility


• Availability (remote access, stand-alone access)• Authentication (IP filtering or login password)• Hardware and software compatibility and capability• Storage and maintenance (remote hosting or local hosting)• Platforms which facilitate access to e-resources

… the policy should include the following but not limited to :


b. Functionality and reliability


• Search and retrieval functionality (browsing, search history)• Exporting and downloading (e-mail, printing)• Sorting and ranking abilities for database results (by author, subject, etc.) • Interface (navigation, help and tutorials)• Integration• Reliability and availability (response times, 24/7 access)




c. Vendor Support


• User training and support• Trials and product demonstrations• Technical support and system notification process • Statistical reporting• Customization (branding)• Provision of bibliographic data (MARC records)• Data security and archiving policies




d. Supply


• Purchase model (purchase, subscribe, pay per view, rental)• Pricing models (selective v. big deal)• Access options (single user, multiple user) • Archiving and post termination rights• Maintenance fees• Cancellation rights




e. Licensing


• Model/Standard license• Governing laws• Liability for unauthorized use• Definition of authorized users• Definition of authorized sites• Fair Dealing (of “Fair Use”) Provision• Termination




e. Licensing


• Refunds• Period of agreement• Compliance with the governing laws of the library’s or consortium’s legal jurisdiction (province, state, country)• Language of license




f. Currency (e-resources with print equivalents should not lag behind their print counterparts)

g. Value of money (e-resources should provide sufficient added value over the print equivalent or other analog formats, e.g., increased functionality, increased accessibility)


… on format preferences, the policy should include the following but not limited to :



h. Accuracy and completeness (e-resources should reflect the identical or increased content as compared

with the print equivalent)

i. Duplication (e-resources with equivalent analog formats may be considered if the electronic

publication is not archived and retention is expected; if the cost of duplication is minimal, and multiple formats best meet the needs of different users in terms of access and convenience)


… on format preferences, the policy should include the following but not limited to :



II. Selection and Evaluation of e-resources


… additional criteria with complex issues:• Licensing• Access• Networking• Pricing• Ownership• Rapid changing technology and standards

… consider the following…



… involve users by including their feedback on potential new resources, as well as, the existing resources. Also the library should information the users on the new e-resources and the improvement of current e-resources

… involve consultation with staff responsible for technical systems and services, acquisition, resource discovery (cataloguing and access), contracts and licensing, and service delivery




… Develop an e-resource selection and evaluation checklist with detailed set of questions to the selector – guide for prioritization of platforms and providers, which may include the following:

• Content • Technical requirements

• Method of access – stand-alone, remote via Web, local Web mount or hosting• Authentication – IP filtering, log in and password




• Compatibility – the platform of the e-resources should be compatible to the existing hardware and software of the library

• Browsers – kind of web browsers or certain versions of web browsers• Content format – HTML, SGML, XML, PDF, epub, etc. for database files ; JPEG, MPEG, etc. for media formats




• Functionality and reliability • Interface• Search and retrieval

• Vendor support• How well established and reliable an e-resource vendor is and to the range of technical and user support services they are able to provide




• Different vendor services • Trial evaluation and product demonstration• User training and support• Technical/customer support and system notification processes• Customization• Data archiving• Bibliographic data provision• Statistical reporting



III. Licensing considerations for e-resources


• e-resources require license agreement• standard model license agreement

• Access concerns -- (authorized users and sites, method of access, archiving policy and perpetual access, and institutional archives/self-archiving)• Use of electronic information resources – (permit for fair use/dealing, ILL, pay-per-view, viewing, downloading and printing, course packages, course reserves, user statistics, liability for unauthorized use, and privacy and confidentiality of user information)



• standard model license agreement• Vendor support and technical considerations (Resource Provider) -- (linking services, content consistency, bibliographic data, commencement date, system integration, technical support, notifications process, customer support, web browser accessibility, documentation, guaranteed up time, compatibility with library systems, and linking to the e-resources)




• Flexibility and enhancement• Cancellations -- (no “non-cancellation clause”)• Value for money – (increase in price should have increase in functionality and accessibility)• Consistency with print equivalent – (with same or better in quality as the print original)• Availability – (electronic version of a serial e-resources should be available no later than the printed one)• Drop out clause – (withdrawal issues)




• Legal issues

• Terms of payment• Grace period• Governing laws• Resource providers authority to provide access• Language of license agreement




• other concerns not indicated in the standard license of agreement can be placed/included in a supplemental agreement – MOA




• Review is essential to conduct regularly because of the rapid changes in technology: pricing and packaging of content; continued pressure on library budgets

• To ensure the relevancy and to provide demonstrable value for money

• Review on the available usage statistics is to help determine if the use of the resource, when considered alongside the associated costs, justifies retention and renewal of the resource.

III. Review and Renewal Process



• Other renewal considerations• changes to information provider• changes in operating platform• changes in access provision• changes to pricing,• changes to access to backfiles• changes to the license• changes to packaging/content available

III. Review and Renewal Process

CHED’s Proposed Requirements for Academic Libraries Common to All Programs

Proposed Requirements for Philippine Academic Libraries Common to All Programs… … In relation to e-resources…

Section 4. Collection ManagementA. Collection Development (CD)

1. CD is a joint responsibility of the librarians and faculty

2. The academic library shall have written collection development policies and program indicating the strengths and weaknesses of the collection and a plan of improving them.

3. The academic library shall conduct periodic review of its existing collection using various approaches/tools in collection evaluation.



Section 4. Collection ManagementB. Holdings

1. Size 1.1. As a general rule, a core book collection of 3,000

well-selected titles for college libraries and 8,000 titles for university libraries (80% in print format and 20% in electronic format) -- However, a comprehensive e-library/online resources can be considered in lieu of above requirements subject to accreditation/approval by CHED.




1. Size 1.2. For every major field of specific undergraduate

program -- 5 titles per course (3 print and 2 electronic format) and additional 5 titles for each specific course in graduate program, (3 print and 2 electronic format), of which 20% must be published within the last five (5) years…




1. Size 1.6. Non-print materials and electronic/digital

resources shall be made available through adequate facilities and equipments.



Section 5. Services and UtilizationB. The services shall include, but not be limited to, References and User Services, Circulation, Information Literacy and User Education, Audiovisual and Electronic

Services, as well as Photocopying Services among others



Section 6. Physical FacilitiesB. The following are the minimum requirements for library

facilities: 4. In addition, the library shall have adequate space to house the growing collections, the proper work area for staff, storage room, head librarian’s offices well as areas for special services such as electronic and audiovisual programs.



Section 6. Physical FacilitiesD. The following are the minimum requirements for library furniture and equipment: … Computer workstations/terminals for the users.

E. Facilities for persons with disabilities (PWD) shall be provided.



Section 7. Information Technology Resources and ServicesA. The academic library shall have facilities for

information and communication technology and services in adequate quantities and good working condition for the efficient and convenient retrieval or dissemination of local and remote information resources by the library staff and users. This included computers with Internet connectivity, printers, scanners, fax machines and other electronic communication equipment.



Section 7. Information Technology Resources and ServicesB. The higher education institution library shall establish

and provide an electronic library. A dedicated library website shall be created to advertise/promote and access library resources.

C. Electronic resources shall be made accessible 24/7 on site or from remote storage location, in the main campus location.



Section 7. Information Technology Resources and Services D. Policies and procedures in selecting and evaluating the content and use of e-resources shall be set. Qualified staff with the requisite skills shall manage the e-library.

E. The library shall provide continuous access to electronic resources, such as online dbases (Phil eLib), e-books, e-journals and other e-learning resources to allow faculty members and students to undertake research and other academic activities.



Section 9. Linkages and Networking A. The academic library shall engage in internal and external linkages.

B. The academic library shall participate in inter- institutional activities and cooperative programs whereby a sharing of resources is encouraged.

ifla key issues in electronic resources collection development and cmo proposed standard guidelines...

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