managing serials in the electronic world jeremy upton, collections manager, st andrews university...
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Managing serials in the electronic world
Jeremy Upton, Collections Manager, St Andrews University Library
Managing serials in the electronic world
Introduction: the view of a service provider
Situation in St. Andrews: current experience and procedures
Marketing and delivery of content Impact of the electronic Consortia Agents
Managing serials in the electronic world
Introduction cont.Future developments Shared storage Statistics Institutional repositories/open access New models for purchasing content
Managing serials in the electronic world
Outcomes Understand what is currently involved with
delivering a service to a university community
What are the immediate concerns we are trying to address
What are the long term issues we want to influence
Managing serials in the electronic worldSituation in St. AndrewsHow we select material How we order material How we review our purchases
Whole process influenced by need to follow good financial practice
Managing serials in the electronic world
St. Andrews facts and figures
Currently 3000 subscriptions, access to 8000 titles (over 75% electronic)
Spend over £1 million on serial and e-resourcesKey schools over 90% budget on serialsTeam: Collections Manager, E-Resources Librarian,
Serials Team leader, 2.5 support staff
Managing serials in the electronic world
How we select material Request from academic school Assess whether can be afforded from with
budget Confirm format: development of e-only
policy Back issue access
Managing serials in the electronic world
How we order material Majority of our order via our subscription
agent, Swets Information Services Some direct with publishers Some via organisations e.g. membership
subscriptions Electronic more complex
Managing serials in the electronic world
How we review our purchases Renewal notices once a year: make
academic staff engage List approved by School Estimate of inflation cost: always above RPI More complex with electronic
Managing serials in the electronic world
Marketing and delivery of content Through online catalogue Subscription to abstracting services Supporting information on web pages and
library publications Trying e-resource groups: introduce more
flexibility to academic methods of research
Managing serials in the electronic world
Impact of the Electronic Technology should make our lives easier and
open up more possibilities but…
Managing serials in the electronic world
Impact of electronic: how we select material
Workflow more complex: staff with licensing and negotiation skills must be involved
More choices, format and source Often require negotiation between
Schools/delay and indecision Central funding for all?
Managing serials in the electronic world
Electronic: how we order material Majority still via agent Some content purchased direct from
publishers, some via third party data provider
Lengthy negotiation to agree license terms (although much content through Nesli licenses)
Often e-content available individually and through a bundle: assessing of good value
VAT Backfiles
Managing serials in the electronic world
Electronic: Licenses Pricing usually based on JISC banding or FTE’s Can be over a number of years, variety of
pricing Definitions of who can access material Archival access If price based on existing subscriptions,
cancellation clauses NESLi2 license introducing some set criteria:
cancellations, levels of price increase, walk in access
Managing serials in the electronic world
Electronic: renewal Review although harder to keep track of
when renewals are due Statistical information can help May be need for renegotiation of terms in
license
Managing serials in the electronic world
Marketing and delivery
Recent footprint survey confirmed we no longer physically see science staff and students in the Library
Work harder to liaise with Schools in their work places
Ensure traditional research activity associated with can be replicated in virtual environment: current awareness
Try to integrate more to teaching and research programmes: GradSkills
Managing serials in the electronic world
Electronic: Marketing and delivery of content
Digital does offer new possibilities Shared, standard products leads to production
of shared standard metadata: economies of scale
Easier access to full text: Link Resolvers (will be in St. Andrews budget bid for 2006/7)
Easier searching information: Federated searching services, our reaction to Google
Better management of resources: E resource management systems
Managing serials in the electronic world
Electronic: accessibility On campus/off campus Walk in access ILL
St. Andrews using IP on campus, Athens/EZProxy for off campus
Managing serials in the electronic world
ProductionTraditional delivery model clear who took responsibility for each stage of
process:Publication announced including number of issues PUBLISHERLibrary places order for subscriptionAGENTLibrary pays agentAGENTAgent pays publisherAGENTPublisher delivers issue to LibraryPUBLISHERLibrary catalogues materialLIBRARYJournal indexed in standard indexing publicationsABSTRACTING AND INDEXING SERVICESLibrary binds issues into volumes and stores back runs on shelvesLIBRARY
Managing serials in the electronic world
ProductionNew model, much less clear who takes responsibility for each stage Publication announced including number of issues PUBLISHER (although Libraries much less sure if content has now been
delivered)Library places order for subscriptionAGENT/AGGREGATOR/PUBLISHERLibrary paysAGENT/AGGREGATOR/PUBLISHERAgent pays publisherAGENT/MAY NO LONGER HAPPEN, LIBRARY GOES DIRECT TO PUBLISHERPublisher delivers issue to LibraryPUBLISHER BUT COULD BE TO OWN WEB SITE, AGGREGATOR SITE, AGENT
SITE etcLibrary catalogues materialLIBRARY/MAY CHOOSE TO OUTSOURCE WORKJournal indexed in standard indexing publicationsABSTRACTING AND INDEXING SERVICES/GOOGLE/HARVESTERLibrary binds issues into volumes and stores back runs on shelvesLIBRARY/PUBLISHER/NATIONAL LIBRARY
Managing serials in the electronic world
Electronic: Convergence in the market place
Subscription agents LMS vendors MARC record providers
Subscription info. Subscription info. Subscription info.
Link resolvers Federated search engines E-resource management
Fundamental decision: who can provide the best data at the best price
Managing serials in the electronic world
ConsortiaIn Scotland, purchasing of periodical
subscriptions in the large HE institutions via SNIPES (Scottish and Northern Irish Periodicals Consortia)
Running for 8 years Spend of over £10 million Pooling economic power to achieve best
price and service Changes between first and second tender:
more emphasis on service Consortia as basis for pooled e-resource
purchase: attempt in last tender to ask agents if they can take on this role
Managing serials in the electronic world
Agents Traditional role, one place for orders, simplify
process Use knowledge acquired through managing many
subscriptions to support individual customers Some leverage on price Doing parts of the process not handled well by
publishersFuture More emphasis on service e.g. introduction of new
technology Support Add on services becoming core : hosting, e-resource
management etc. but very competitive market Continuing to manage parts of the chain not done
well by publishers
Managing serials in the electronic world
Future developments: the issues currently on the agenda in St. Andrews
Shared storage New models for delivering content/best
models for St. Andrews Institutional repositories/open access
Managing serials in the electronic world
Shared storage Many libraries in UK reaching capacity Many print runs replaced by electronic
equivalents Need to redesign Library space to
accommodate new patterns of learning Lack of confidence in long term e-viability
and migration: may be helped by LOCKSS project
Research pooling: national government looking for best value for money
Managing serials in the electronic world
Shared storage cont. CASS in Scotland Joint BL/CURL discussions UK, CHEMS
consulting report
Some of the key issues: Numbers of copies Joint ownership Funding models Document delivery as key alternative to
physical holdings
New models delivering content
Managing serials in the electronic world
Statistics Huge range available Still lack of clarity over best way to use
information Potential shift of power to Libraries Looking in St. Andrews to include usage
figures as part of renewal process Not easy to get full picture
COUNTER project
Managing serials in the electronic world
New models for content All major publishers offering similar bundled
deals Market saturation? St. Andrews cannot
consider further purchases How to retain choice when above inflation
prices apply Long term, not viable
Author paysTimed releaseOpen access repository
Managing serials in the electronic world
Top 11 publishers for SNIPES consortium account for approx 80% of expenditure :
ElsevierTaylor & FrancisBlackwellsSpringerSageWileyAmerican Institute of PhysicsOxford University PressSweet & MaxwellNatureCambridge University Press
St. Andrews subscribes to 4 bundled deals
Managing serials in the electronic world
Institutional repositories/open accessKey issues: Libraries paying above inflation prices to buy back
content produced by own researchers: 5% price caps Current setup not working to improve the flow of
information, improve research, improve accessibility to research
Peer review process: vital to academic career progress
Technology will drive change, technology can deliver better ways to manage publication workflow
National deals/Scottish deals/Subject deals Research pooling: Physics & Chemistry
Managing serials in the electronic world
Open access/institutional repositoryKey problems: Sustainable model Strength of branding Academic engagement Significant variation between disciplines Academic career progression: RAE
Managing serials in the electronic world
Open access/institutional repository: St. Andrews response
St. Andrews working with Edinburgh University to create institutional repository
Partner in IRI Scotland project Driven by RAE work, e-theses, institutional
accountability Can use repository for wide range of
activities Will link in to process
Managing serials in the electronic world
Open access/institutional repository: the problems
Software the easy part, engagement the tricky part Version control (SHERPA/Romeo list http://
www.sherpa.ac.uk/romeo.php) Encouraging academics to take more interest in
their outputs, more interest in the process: an enormous culture change which must be supported by institution
Academic primarily interested in their research: not interested in taking on new roles and responsibilities
Managing serials in the electronic world
Summary Understanding of current practice
Traditional serials management continuing Increasing move to electronic Developing new support services
Immediate concerns Purchasing models Limit of resources, inflation Best use of statistics
Long term issues Shared storage New models for content Institutional repositories/open access
Managing serials in the electronic world
Jeremy UptonCollections Manager, University of St.