Finding savings in your Finding savings in your collections budget during collections budget during tough timestough times

Presented by:

Jane Schmidt,Head, Collection ServicesRyerson University Libraryjschmidt@ryerson.ca

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Session outlineSession outlineFinding savings where you least

expect itMethods for reviewing resourcesInvolving faculty/users (and when

not to)Defending your decisionsStrategies for recovering lost

funding in the future Going back to the trough (or, how to

do this on a cyclical basis)

Don’t panic!Don’t panic!Start early – take control of the

situation and ensure there is leadership

TRANSPARENCY!!!Gather factsStick to itBeware “robbing Peter to pay Paul”Anticipate backlash, be prepared

to respond to it

Think big - reviewing Think big - reviewing databasesdatabasesWho is involved?

1. Liaison/collections librarians2. ER and Serials Review Committee

(or other acquisition decision making body)

3. Faculty Use judgment when involving faculty.

Don’t be alarmist – especially during initial evaluation stage.

Reviewing databases Reviewing databases (cont.)(cont.)Review and rank all electronic

resources:◦marginal ◦important ◦essential

Over-compensate – identify more savings than you need

Create tiers Understand and explain potential

impact

Reviewing databases Reviewing databases (cont.)(cont.)What is involved?

◦Ranking relevance to reference staff and subject liaisons

◦Reviewing usage data where available

◦Evaluate cost per download◦Determine overlap◦Evaluate availability of same/similar

information in other products

Reviewing databasesReviewing databasesOther cost savings (that don’t

involve cancellation):◦seat reduction◦replace TOC services with RSS feeds◦internal-use resource reduction◦discovery layer services can replace

abstract and index only products

Next up … mid-impactNext up … mid-impactSerials

◦major source of savings – approx $266K over four years!

◦print serials require significant staff time

◦review recent consortia package deals – are you still paying for this content individually?

◦don’t fear repercussions – monitor them and act accordingly

Mid-impact (cont.)Mid-impact (cont.)Standing orders

◦warning: time consuming to review◦hidden bonus = weeding!◦weeding = savings. See:

http://www.clir.org/pubs/abstract/pub147abst.html

Memberships◦what exactly is the privilege that

comes with membership?

Little things add upLittle things add upApproval plan tweaksAcross-the-board monograph

purchasing reductionWish lists

Little things add up (cont.)Little things add up (cont.)bindingbook jacketsstreamline vendors (i.e. Amazon

shipping)

Save what you can – while Save what you can – while you canyou canWhat about inflation?When robbing Peter to pay Paul

is a good thingWhat defines a base budget v. a

one time only purchase?

Breaking the newsBreaking the newsGeneral announcements

◦Newsletters◦Website◦Blog

Group communication to whole faculty

One-to-one liaison to liaison

Breaking the newsBreaking the newsBe honest, but firmProvide factsProvide alternatives

AdvocacyAdvocacyFaculty associationsDemonstrate efficiency (i.e.

willing to make cuts when it makes sense)

Illustrate impactDemonstrate valueOpen Access

Déjà vu … all over againDéjà vu … all over againAnother 3%? Again?Start from square one, and see

what you missed the first timeBe determined – not half hearted

Remember …Remember …Ensure you got what you asked

forKeep track of what you gave up –

there will be brighter days ahead!Desperate times call for

desperate measures – nothing can’t be “undone”

Thank you!Thank you!

Questions?