Using a decision grid process to evaluate library collections on the way to post-print times

1. Using a decision grid process to evaluate library collections on the way to post-print times Primoz Juznic, University of Ljubljana, Slovenia Presented at LIBRARIES IN THE DIGITAL AGE (LIDA) Dubrovnik 2007 Primoz Juznic, University of Ljubljana, Slovenia

2. Change Scholarly journal systems, as the basis of a broader science information and communication system, are undergoing tremendous change. Electronic versions of traditional journals change the publication system at the least by merely providing more convenient access to subscription-based journals. They also change the way how the journals can be purchased or users given access to it. Primoz Juznic, University of Ljubljana, Slovenia

3. Libraries The new library environments, which have evolved as technology has developed, require new models of functioning and service provision. Libraries cannot continue to make isolated and ad hoc changes when deemed necessary without considering the larger context and systemic changes. With expanding demands for a full complement of information and technology services, libraries are organized to ensure that their goals and purposes are achieved in the most effective and economical manner. Primoz Juznic, University of Ljubljana, Slovenia

4. Library budgets With steady increases in the price of journals subscriptions, the number of subscriptions has declined correspondingly. Budget cuts are a steady and continuing reality for all research libraries. The vicious cycle of cancelled journal subscriptions, leading to journal subscription price increases, leading to cancelled journal subscription ad infinitum is well-known... Primoz Juznic, University of Ljubljana, Slovenia

5. Users The most important cause for change in research libraries are its users. Many studies over the past decade show that the adoption rate for electronic journals, the viability of alternatives to the traditional print peer-reviewed journal system, and the pace of change, vary considerably by field, tasks, age or country. It is, therefore, interesting and timely to see how much impact electronic alternatives have had on research library users and to compare their information seeking, their reading patterns and their adoption rates. Primoz Juznic, University of Ljubljana, Slovenia

6. User studies Several studies have also been found that users from different subject disciplines search differently for both electronic and print material. Indeed, task, discipline, and relevance of the collection appear to be the main factors in explaining patterns of use. Consequently, print journals are coupling, and more often, are being replaced by their electronic counterparts. The shift from academic journal use in print form to use of these materials in electronic form by academics and researchers is already well-known and documented. Primoz Juznic, University of Ljubljana, Slovenia

7. New business models Setting prices for serials has always been an art rather than a science. Well perhaps the word art isn’t the most accurate term. Instead it might be more accurate to say that how prices are set for serials by publishes has continued to be a mystery to librarians, and a most unpredictable and frustrating mystery at that. While we know how it is done how the final price is arrived at remain black hole. Primoz Juznic, University of Ljubljana, Slovenia

8. How to change it? The traditional journal subscription has served both publishers and librarians well, but it is inflexible and unresponsive to changes in the complex and increasingly changing library environment. The advent of online information delivery has provided publishers and librarians with the opportunity to remodel the way they do business with each other. Valuing the content of the journal literature is not about what publishers think it is worth or what it has cost to produce the journal. Rather it is about the value placed on it by their customers in the communities they serve. Primoz Juznic, University of Ljubljana, Slovenia

9. Selection/deselection Librarians have struggled with how to best determine the value of a journal in the context of a library collection. For this one must factor in both the type of library and the needs of its users. Journals (and data bases) were evaluated based on different criteria: money requirements and local issues (including accessibility, user needs, etc.). Journals were then either given grades or mapped into categories. This evaluation was then used to justify selection decisions. Primoz Juznic, University of Ljubljana, Slovenia

10. Financing perspective In this paper a slightly different approach is presented. The entire process, the criteria for collection evaluation, is presented from the financing perspective. The quantitative decision grid evaluation process used by the national research financial body, the Slovenian Research Agency (ARRS), established in 2004, is described. Primoz Juznic, University of Ljubljana, Slovenia

11. ARRS ARRS performs professional, development and executive tasks related to the National Research and Development Programme. This is in line with its status within the national budget as well as other work it undertakes to promote research and development activities in accordance with its founding statute. Primoz Juznic, University of Ljubljana, Slovenia

12. Advisory Board Although individual libraries were faced with the task of identifying which part of their resources subscriptions for possible candidates for cancellation due to the financial restraints, and how to diminish any other costs, the Agency Had also the obligation to assure that the best use of its funds are made. A special Advisory board was established, with ten members, all experts in the fields. Primoz Juznic, University of Ljubljana, Slovenia

13. The goals were defined as: • Transparency, • Increased use of consortia and availability of electronic resources, • Improvement of library systems and the quality of service, • Better funding. Primoz Juznic, University of Ljubljana, Slovenia

14. Criteria Following these goals the criteria for evaluating libraries and their collections were proposed. These were discussed through different Committees of the Agency, approved and published. Different quantitative evaluation elements were chosen. The decisive points were given to the quality of the collection but some elements also measure the quality of library services. Special care was given to encourage cooperation and the establishment of consortia. Primoz Juznic, University of Ljubljana, Slovenia

15. QUANTITATIVE EVALUATION ELEMENTS • Availability • Use • Continuity of orders • Professional staff to work with users • Additional founding form other (non-state funds) • Quality and importance of serial publications • Economically and rationality • Infrastructure • Consortia Primoz Juznic, University of Ljubljana, Slovenia

16. Results For the third year in the row, new decision grid was used to evaluate the proposals for financing and library collections of almost 100 research libraries in Slovenia. Each year the list of quantitative evaluation elements are prepared and they are the basis for funding decisions. The results are so far positive.Criteria has stirred the consortia involvement and participation, selection/deselection on the basis of the quality of journals and moving to electronic journal collections. Primoz Juznic, University of Ljubljana, Slovenia