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www.derby.ac.ukwww.de rby.ac.uk
Manage, develop, collaborate:
Evidence-based decision making and
continuing best practice in academic
libraries
James Kay and Paul Cavanagh
www.derby.ac.uk
Meet your presenters
• Library Subscriptions & Document Delivery Librarian, December 2013.
• Previously Company Librarian at Simcyp Ltd (private pharma-tech enterprise company) for 6 ½ years.
• Met former Doctor Who Tom Baker and got his autograph...at Songs of Praise
James
• Library Resources Development & Delivery Manager, September 2013.
• Previously Senior Assistant Librarian De Montfort University, Leicester and Library Assistant at University of Nottingham.
• Appeared as a librarian in an episode of popular BBC daytime soap Doctors
Paul
• Subscriptions and E-Resources needed long term strategy to ensure sustainable service development.
• Process review and analysis of service provision resulted in changes to roles and responsibilities:
• E-Resources spend approx.
£750,000.00
• Coincided with reorganisation of University of Derby’s academic structure
Library
www.derby.ac.uk
Explicit challenges at the University of Derby –
Practicalities of provision
“(When working with e-resources) a vast bank of goodwill is required”
• Spend and commitment targets.
• Reviewing print and electronic
holdings in line with:
o Budget and spend
o Teaching, learning and research needs
• Agreeing Library provision in a
way that is:
o Transparent
o Measurable
o Comparable
Budgets
• Compatibility of resources with existing systems and technology:
o Reading lists – Talis Aspire, Talis Aspire Digitised Content (TADC)
o Discovery Service – EBSCO
o Catalogue – Prism
• Pricing models, collections and
packages
• Checking and storing licenses
Systems
• Meeting license requirements.
• Authentication standards
• Ensuring access for eligible
users
• Restricting access for ineligible
• users
• Managing on campus and off campus access
• Ensuring accuracy and visibility of holdings
Access
What challenges do you face?
www.derby.ac.uk
E-Resources’ response:
• Collection Development
Group
o Focusing on collections as a whole, reviewing and making effective decisions throughevidence.
• Library Systems Improvement Group
o Focusing on systems, accessibility, findability, usability.
• Reading Lists (Aspire/TADC)
Group
o Focusing on collaboration and reading lists provision
•Groups meet quarterly
Working Groups
• Reviewing roles and responsibilities (Subscriptions and Document Delivery Librarian, E-Resources Library Assistant, E-Resources Administrator)
• Changing work flows and building in support processes
• Identifying gaps in service provision
• Clarifying responsibilities with colleagues in IT services, Library and publishers
• Unifying systems – to a point
Service
• [email protected] mail box used for logging systems queries and faults and is now default email for subscriptions
• Renewals and Purchase Order notices
• Regular meetings with Finance team
• Establish cancellation periods for all resources
• Review current provision of usage statistics including peer and institutional benchmarking across time
Monitoring
www.derby.ac.uk
Harvesting and presenting usage data
• Details various criteria including Cost per Use, General Metrics and
ILL Comparison
• Note that this is at subscription level and not by subject or college
www.derby.ac.uk
In detail
• Comparison with previous year
taken from LMS
• Clear need to identify most
relevant metrics with Subject
Librarian colleagues
www.derby.ac.uk
“All usage is valid” - contextualising usage and finance
• Usage data statistics –standardisation through counter compliancy
• Who is using it and how? e.g. database, discovery service or individual journal?
• Practicalities of usage consolidation across different resources - a huge task, gathering and harvesting usage
• Establishing benchmarks
• Cost per use metric is often the primary indicator
What is usage?
Assessing systems and provision
• What has University agreed to provide? What can it not provide (e.g. to different student groups)? How can it check and store licenses?
Pricing models, collections and packages
• What has the University purchased? What content does it own? When is payment due?
Linking usage to cost
• Workbook is comprehensive but not immediately accessible -requires editing / abridging
• Leads to over simplification e.g. COUNTER / non-COUNTER is grouped as ‘usage’
• User education – different types of usage, cost per use / download, analysis
• Usage is not in isolation –one of many factors (e.g. Teaching, Learning and Research needs)
Monitoring
www.derby.ac.uk
E-Resources’ response:
• Removes General Metrics and ILLs
• Focuses on Cost per Use and Usage Criteria
www.derby.ac.uk
Implicit challenges at the University of Derby –
how we think and understand and what we communicate
Awareness
• Identifying resourcing needs and future proofing
• Focus on resource planning in early stages of course development
• Liaison with Subject Librarians
• Subject Librarian liaison with academics
• Understanding issues at senior management level
• Managing expectations –students, academics, publishers and content providers, librarians, institution
• Need to improve knowledge and understanding of issues surrounding resource renewals
• Communicating this information to colleagues
Communication
• Culture
• Structure
• Institutional priorities, e.g. student experience, research
• External factors e.g. funding, recruitment, student numbers.
• Legislation e.g. copyright restrictions
• Increasing cost of resources
Organisation and sector
www.derby.ac.uk
Going forward
• Usability testing
• Flexible spending timeline.
• Shared practice / community –across library, institutions, profession, FE / HE sector
• Engaging with publishers
• Positive impact in other areas of service – e.g. Enquiries, Subject Librarians
• Advocacy / promotion – of team, roles / responsibilities, new tools
• Future proofing – academic validations, course planning, systems development
Best practice
• Develop agreed assessment criteria for renewals based on:
o Teaching, learning and research needs
o Usage and comparison data
o Cost analysis
o Accessibility and authentication
• For a journal, criteria might be…good impact factor, academics publish regularly in it, student recommendation, selected for reading lists, only journal in the field etc
Analysis
• The ultimate aim, the dream of E-Resources!
• Holds all suppliers, renewals dates, costs and licensing information
• Provides detailed analytics, usage breakdown and allows benchmarking
• Links with student information, e.g. student numbers
• Links with all library systems, allowing easy authentication, updating of records
Matrix
www.derby.ac.uk
Thanks, questions and contacts
• James Kay
Library Subscriptions & Document Delivery Librarian
Learning Enhancement
T: 01332 592626
• Paul Cavanagh
Library Resources Development & Delivery Manager
Learning Enhancement
T: 01332 592459
• Tim Peacock
E-Resources Administrator
Learning Enhancement
T: 01332 591204
Twitter: @DerbyUniLibrary Web: http://www.derby.ac.uk/campus/library/
