Managing serials in the electronic world

1. Managing serials in the electronic world Jeremy Upton, Collections Manager, St Andrews University Library

2. 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

3. Managing serials in the electronic world Introduction cont. Future developments • Shared storage • Statistics • Institutional repositories/open access • New models for purchasing content

4. 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

5. Managing serials in the electronic world Situation in St. Andrews How we select material • How we order material • How we review our purchases Whole process influenced by need to follow good financial practice

6. 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-resources Key schools over 90% budget on serials Team: Collections Manager, E-Resources Librarian, Serials Team leader, 2.5 support staff

7. 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

8. 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

9. 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

10. 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

11. Managing serials in the electronic world Impact of the Electronic Technology should make our lives easier and open up more possibilities but…

12. 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?

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Managing serials in the electronic world Production Traditional delivery model clear who took responsibility for each stage of process: Publication announced including number of issues PUBLISHER Library places order for subscription AGENT Library pays agent AGENT Agent pays publisher AGENT Publisher delivers issue to Library PUBLISHER Library catalogues material LIBRARY Journal indexed in standard indexing publications ABSTRACTING AND INDEXING SERVICES Library binds issues into volumes and stores back runs on shelves LIBRARY

20. Managing serials in the electronic world Production New 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 subscription AGENT/AGGREGATOR/PUBLISHER Library pays AGENT/AGGREGATOR/PUBLISHER Agent pays publisher AGENT/MAY NO LONGER HAPPEN, LIBRARY GOES DIRECT TO PUBLISHER Publisher delivers issue to Library PUBLISHER BUT COULD BE TO OWN WEB SITE, AGGREGATOR SITE, AGENT SITE etc Library catalogues material LIBRARY/MAY CHOOSE TO OUTSOURCE WORK Journal indexed in standard indexing publications ABSTRACTING AND INDEXING SERVICES/GOOGLE/HARVESTER Library binds issues into volumes and stores back runs on shelves LIBRARY/PUBLISHER/NATIONAL LIBRARY

21. 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

22. Managing serials in the electronic world Consortia In 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

23. 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 publishers Future • 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

24. 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

25. 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

26. 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

27. New models delivering content

28. 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

29. 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 pays Timed release Open access repository

30. Managing serials in the electronic world Top 11 publishers for SNIPES consortium account for approx 80% of expenditure : Elsevier Taylor & Francis Blackwells Springer Sage Wiley American Institute of Physics Oxford University Press Sweet & Maxwell Nature Cambridge University Press St. Andrews subscribes to 4 bundled deals

31. Managing serials in the electronic world Institutional repositories/open access Key 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

32. Managing serials in the electronic world Open access/institutional repository Key problems: • Sustainable model • Strength of branding • Academic engagement • Significant variation between disciplines • Academic career progression: RAE

33. 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

34. 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

35. 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

36. Jeremy Upton Collections Manager, University of St. Andrews jeremy.upton@st-andrews.ac.uk Managing serials in the electronic world