Evaluating and Purchasing Evaluating and Purchasing Electronic Resources- The Electronic Resources- The University of Pittsburgh University of Pittsburgh

ExperienceExperience

Sarah AerniSarah AerniSpecial Projects LibrarianSpecial Projects LibrarianUniversity of PittsburghUniversity of Pittsburgh

Friday, 15 April 2005Friday, 15 April 2005

Overview of this Overview of this presentationpresentation• Brief introduction to general principles Brief introduction to general principles

of acquisition and collection of acquisition and collection development at libraries in the United development at libraries in the United States.States.

• A summary of the evaluation and A summary of the evaluation and purchasing process for electronic purchasing process for electronic resources at the University of Pittsburghresources at the University of Pittsburgh

• Time for questions and discussionTime for questions and discussion

Collection Development for Collection Development for journals in the United Statesjournals in the United States

• Generally, collection development follows Generally, collection development follows two strategies: (1) historical precedent two strategies: (1) historical precedent and/or (2) a focused collection development and/or (2) a focused collection development policy created by an institution.policy created by an institution.

• More practically, the methods of deciding More practically, the methods of deciding which journal literature to acquire and which journal literature to acquire and maintain are often based on what users at maintain are often based on what users at the institution need, as well as what the institution need, as well as what resources those who administer them are resources those who administer them are familiar with.familiar with.

Collection Development Collection Development GroupsGroups• There are collection development groups There are collection development groups

within the major library associations.within the major library associations.- American Library Association has the American Library Association has the

Association for Library Collections and Association for Library Collections and Technical Services (ALCTS).Technical Services (ALCTS).

- Association of Research Libraries has the Association of Research Libraries has the Collection Services groupCollection Services group

- International Federation of Library International Federation of Library Associations and Institutions has an Associations and Institutions has an Acquisition and Collection Development group.Acquisition and Collection Development group.

Evaluating electronic resources Evaluating electronic resources and decisions about and decisions about purchasing purchasing • From a collection development standpoint, From a collection development standpoint,

there are similarities and differences for there are similarities and differences for electronic resources.electronic resources.

• They can often be treated like print resources They can often be treated like print resources when looking at coverage and content.when looking at coverage and content.

• However, electronic resources are often However, electronic resources are often priced differently and other technical issues priced differently and other technical issues may be involved with acquiring and making may be involved with acquiring and making them available to users.them available to users.

E-Resources at the University of E-Resources at the University of Pittsburgh Library SystemPittsburgh Library System

• Our methods for evaluating which Our methods for evaluating which electronic journals to purchase generally electronic journals to purchase generally follows our policy for print journals, with follows our policy for print journals, with some differences.some differences.

• The process up until now has been The process up until now has been characterized as “somewhat haphazard” characterized as “somewhat haphazard” and is often driven by individual requests and is often driven by individual requests for resources or information.for resources or information.

History behind the processHistory behind the process

• As electronic resources became As electronic resources became prevalent, a Networked Resources prevalent, a Networked Resources Committee was formed to advise the Committee was formed to advise the library director about what to purchase.library director about what to purchase.

• This evolved into the Networked This evolved into the Networked Resources Group. About 10 people Resources Group. About 10 people (librarians, information systems people (librarians, information systems people and acquisitions specialists) met every and acquisitions specialists) met every other week to work on issues relating to other week to work on issues relating to electronic resources.electronic resources.

The Networked Resources GroupThe Networked Resources Group

• The responsibilities of the Networked Resources group The responsibilities of the Networked Resources group included:included:

- Accepting requests for materials from subject Accepting requests for materials from subject bibliographers and others who had contact with faculty bibliographers and others who had contact with faculty and graduate students.and graduate students.

- Working to acquire and purchase CD-Roms.Working to acquire and purchase CD-Roms.- Assigned new requests to a member of the committee, Assigned new requests to a member of the committee,

who would set up a demonstration, evaluate the who would set up a demonstration, evaluate the resource afterwards and send the purchase (or not) resource afterwards and send the purchase (or not) recommendation to a senior staff memberrecommendation to a senior staff member

- Announcements were sent out via email after new Announcements were sent out via email after new resources were bought.resources were bought.

Evolution of the processEvolution of the process

• The group has been slowly phased out.The group has been slowly phased out.

• In its place, a Coordinator of Collection In its place, a Coordinator of Collection Development position has been created.Development position has been created.

• Now subject specialists send all their Now subject specialists send all their requests to him, and he watches over them requests to him, and he watches over them as the decision, acquisition and as the decision, acquisition and implementation processes are carried out.implementation processes are carried out.

• We are about to buy a new piece of We are about to buy a new piece of software to help him manage this process.software to help him manage this process.

Factors used to evaluate existing Factors used to evaluate existing databasesdatabases

(1)(1) PricePrice

(2)(2) Search Interface (ease of use)Search Interface (ease of use)

(3)(3) Subject coverage (years, Subject coverage (years, disciplines, journal titles, etc)disciplines, journal titles, etc)

(4)(4) Licensing IssuesLicensing Issues

(5)(5) Usage StatisticsUsage Statistics

An important part of the initial An important part of the initial purchase process- the trial periodpurchase process- the trial period

• Many vendors come to campus and give a Many vendors come to campus and give a presentation about their resource to reference presentation about their resource to reference librarians and other subject specialists.librarians and other subject specialists.

• As is the case here at Wuhan, Pitt often As is the case here at Wuhan, Pitt often receives a trial subscription to the resource. receives a trial subscription to the resource. This trial typically lasts 2-4 weeks.This trial typically lasts 2-4 weeks.

• Usage and comments are monitored, and this, Usage and comments are monitored, and this, along with a formal evaluation by the along with a formal evaluation by the collection development coordinator, are the collection development coordinator, are the basis for the recommendation to buy or not.basis for the recommendation to buy or not.

• Often very few comments are received from Often very few comments are received from users and the librarians must make a decision.users and the librarians must make a decision.

Deleting, Changing and Upgrading Deleting, Changing and Upgrading ResourcesResources

• Very haphazard; not done as frequently.Very haphazard; not done as frequently.• Upgrades are easier. As things get Upgrades are easier. As things get

discontinued, upgrades are added to the discontinued, upgrades are added to the system.system.

• Electronic links often become outdated. Electronic links often become outdated. These should probably be checked more These should probably be checked more often than they are. We often rely on users often than they are. We often rely on users to tell us about problems.to tell us about problems.

• No systematic review is currently done. No systematic review is currently done. Rather, it is often done on a case by case, or Rather, it is often done on a case by case, or project basis (i.e., the loss of the project basis (i.e., the loss of the SilverPlatter Platform).SilverPlatter Platform).

The Process after a resource is bought The Process after a resource is bought is also complicatedis also complicated

• Evaluation -> Decide to Purchase -> Evaluation -> Decide to Purchase -> Licensing Process -> Purchasing Process -Licensing Process -> Purchasing Process -> Enter bibliographic information into OPAC > Enter bibliographic information into OPAC -> Create information page for inclusion -> Create information page for inclusion into library website -> Enter into federated into library website -> Enter into federated search engine -> Announce to allsearch engine -> Announce to all

• Many people are involved!Many people are involved!

• This process often breaks down, causing This process often breaks down, causing frustrations.frustrations.

New software coming soon to help New software coming soon to help us with this process!us with this process!

• Meridian will help monitor the status of all Meridian will help monitor the status of all products in the system and will make the products in the system and will make the process more transparent.process more transparent.

• It will serve as a database to track our electronic It will serve as a database to track our electronic agreements and details about the licenses, such agreements and details about the licenses, such as number of simultaneous users, access as number of simultaneous users, access information for branch libraries, etc.information for branch libraries, etc.

• We will keep track of trial products too, and our We will keep track of trial products too, and our reasons for deciding for or against certain ones.reasons for deciding for or against certain ones.

How has our University covered the How has our University covered the costs of these expensive new costs of these expensive new resources?resources?

• Cost structures vary. Some have large up-Cost structures vary. Some have large up-front costs and then a smaller front costs and then a smaller maintenance cost each year.maintenance cost each year.

• Others have regular subscription fees just Others have regular subscription fees just like print subscriptions.like print subscriptions.

• Price often depends on the number of FTE Price often depends on the number of FTE equivalent students and faculty at the equivalent students and faculty at the University. University.

• We have some flexibility with our We have some flexibility with our acquisitions budget to switch money from acquisitions budget to switch money from print to electronic resources.print to electronic resources.

How to Find out about New How to Find out about New ProductsProducts

• Phone CallsPhone Calls• ALA (American Library Association) MeetingsALA (American Library Association) Meetings• EmailEmail• Company websitesCompany websites• Marketing documentsMarketing documents• DemonstrationsDemonstrations• Personal Relationships (According to our Personal Relationships (According to our

Coordinator for Collection Development, this Coordinator for Collection Development, this is especially important).is especially important).

Discussion and QuestionsDiscussion and Questions

• Please feel free to ask any questions Please feel free to ask any questions you may have.you may have.

• As I don’t do much of this work for As I don’t do much of this work for my job, I will try to refer your my job, I will try to refer your questions on to someone who may questions on to someone who may know the answer better. Please know the answer better. Please leave your email address if you are leave your email address if you are interested in this.interested in this.

Special thanks to Dennis Smith, Special thanks to Dennis Smith, Coordinator for Collection Coordinator for Collection

Development at the University of Development at the University of Pittsburgh, for his help with Pittsburgh, for his help with preparing this presentation.preparing this presentation.

Acknowledgements