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Managing Electronic Resources through Library Consortia
Examples from INDEST-AICTE Consortium
Jagdish Arora
Librarian & National Coordinator
INDEST-AICTE Consortium
30 March, 2007 2/60ISI Kolkata
What is a Library Consortium?
A Library Consortium consists of a number of libraries,
preferably with some homogeneous characteristics by
subject, institutional affiliation, or affiliation to funding
authorities, that come together with an objective to do
certain job collectively. These jobs may include:
Subscribe e-resources
include resource sharing
Shared cataloguing of resources
Shared Technology Solution
Shared core / peripheral collection
Shared cataloguing (or copy cataloguing) in network environment is still operational and relevant;
30 March, 2007 3/60ISI Kolkata
Need and Relevance of Library Consortium [1]
Proliferation of Web-based Full-text Resources
+ 40,000 e-journals
+ 10,00,000+ E-books
Aggregators: NetLibrary; E-brary, 24x7; Springer, Wiley, Elsevier, T & F and others
Hongkong University Library has access to 1 million e-books
+ 5,000 Online Databases, etc.
Publishers-backed Initiative
Support from users: Convenience Libraries
30 March, 2007 4/60ISI Kolkata
Need and Relevance of Library Consortium [2]
Diminishing Print-based Subscription
Threats from E-print Archives and Open Access Journals
Technology-driven Revolution: Publishers and Users
Decrease in Scientific Productivity Across the Country in India
Libraries are already Committing Larger Portion of their
Budgets on Electronic Resources
Rising Cost of Journals, Diminishing Budget & Increased Users Demand
30 March, 2007 5/60ISI Kolkata
30 March, 2007 6/60ISI Kolkata
Managing E-resources through a Consortium
Selection and Procurement of Information Resources
Resource selection for consortia purchase requires
considerable care, effort and judicious involvement of the
members.
Some of the criteria for selection of e-resources used for the INDEST-AICTE Consortium are:
Well-established multi-disciplinary resources with broad coverage were preferred over highly specialized sources targeted for specialists.
30 March, 2007 7/60ISI Kolkata
Selection and Procurement of Information Resources
The resources already on subscription were preferred over those which were not being used in any member institutions;
Resources that are ‘electronic-only’ were preferred over those that were print-based unless completely unavoidable;
Resources that are very important but highly cost-intensive were preferred over those that are less important or less-used but low cost;
Resources where electronic versions are made available free on subscription to their print versions were avoided as far as possible; and
Selections were made on their usage / suitability to their respective institutions, e.g. Proquest Science for category I & II institutions while Web of Science for category I institutions.
30 March, 2007 8/60ISI Kolkata
E-resources Negotiation and Purchasing
(Lowest) rates of subscription for all consortium members
Requirement of maintenance of print subscription; if yes, is cap on increase in print subscription offered?
Extent of coverage of back-files with current subscription
Journal level (or article level link) through the Library’s OPAC
Permission for inter-library loan
Archival backup or perpetual access to e-resources
Annual increase in rates of subscription
Terms of license agreement
30 March, 2007 9/60ISI Kolkata
Consortia Licensing and Agreements
The publishers use licensing as a legal method for controlling the use of their products and services
It is important to ensure that all issues concerning consortia licensing of e-content that go into publisher / vendors’ licensing agreements are reviewed and understood thoroughly by the consortia negotiation committee and the agreement signing authorities.
Develop a checklist of “must-be-present” terms and “not-at-all-agreeable” clauses, to avoid delay in executing the licensing contracts.
ICOLC site provides is a very useful reference point in understanding the recommended practices.
30 March, 2007 10/60ISI Kolkata
Promoting Use of E-Resources
Use innovative marketing techniques and out-reach programs in the form of:
posters, case-study sessions, user conventions
Ensure that all resources get equal and adequate attention, and the newer resources receive greater attention.
Training programmes and Annual Meets (both at institute level and consortium level)
Consortium Users Group in each member institution
Users Convention in member institutions
30 March, 2007 11/60ISI Kolkata
Promoting Use of E-Resources
Consortium web site should have features like:
Computer and Network Infrastructure Requirements
Tutorials on each E-resource
IPR and License Agreements: Do and Donts
Downloadable List of Journals with URLs
Searchable Database of Journals and their URLs
Searchable Database of Members with their
Contact details
Library Web Sites
Library OPAC
Resources accessible to them & their URLs
Subscription Period / Status / Renewal Due
30 March, 2007 12/60ISI Kolkata
Establish Communication Amongst Members
Communication amongst members of a consortium is considered its lifeline.
Effective communication motivates members to cooperate, commit to the cause of consortium and align members toward a shared vision.
Communication is necessary to link each member with the practices of the consortium and to involve them at policy and operational level as a team.
Communication at Consortium Level
Communication at Institutional Level
30 March, 2007 13/60ISI Kolkata
Usage Monitoring
Most publishers maintain detailed usage statistics for resources offered by them to the consortium
The consortium headquarters can maintain and deliver usage statistics to member institutions through their web site
Members may be request to optimize the usage and check misuse, if any
The usage statistics for several resources are also accessible to the member institutions through web-based interfaces from the publisher’s site
Usage statistics can also be used to determine factors that can be used to project economic viability and cost-effectiveness of consortia-based subscription to e-resources:
Cost Avoidance; Cost Recovery; Cost Savings; Average cost of downloaded articles
30 March, 2007 14/60ISI Kolkata
Training of Users and Library StaffTraining programmes act as a bridge to facilitate communication amongst members and find answers to common problems
Essential for users as well as for the library staff
Make users competent to conduct their own searches more effectively
Proper training would make library staff more competent enabling them to provide qualitative services.
“On-the-job” training programmes are better for benefits users but it also solve localized technological problems that can be solved with the availability of experts at the time of imparting training.
Imparting training to members of consortium is a decentralized activity in case of INDEST-AICTE Consortium.
30 March, 2007 15/60ISI Kolkata
Technology Support to Member Institutions
Provide help to member libraries to select technological alternatives available in the market place.
All libraries invariably require consultation and expert advice in implementing new technologies.
The consortium, with its collective expertise, can help libraries to select technologies based on their requirement ensuring use of open system, standards and interoperability of library systems and digital archives.
Development and deployment of federated search engines is a crucial requirement as the e-resource base increases in the libraries acquired either through consortia initiatives or through local library budgets.
30 March, 2007 16/60ISI Kolkata
Copyright and IPR Issue
All consortium members including potential users as well as librarians should be sensitized on issues of licenses and agreements that consortium signs with the publishers.
Users need to be told what, as an authorized user, they are allowed and what they are not allowed. While most of the publishers allow inter-library loan, electronic delivery of articles are not allowed.
30 March, 2007 17/60ISI Kolkata
Allowed Not AllowedViewing, downloading, copying,
printing and saving a copy of search results
Viewing, downloading, copying, printing and saving individual articles
Using e-resources for scholarly, educational or scientific research, teaching, private study and clinical purposes
Sending a copy of an article to another authorized user (i.e. current faculty, students or staff)
Posting the URL to the publisher's version of the article on a class website (publisher links will allow only authorized users access)
Use of robots or intelligent agents to do systematic, bulk or automatic downloading
Systematic downloading or printing of entire journal issues or volumes, or large portions of other e-resources
Using e-resources for commercial gain (i.e. reselling, redistributing or republishing of content)
Transmitting, disseminating or otherwise making online content available to unauthorized users
Posting the publisher's version or PDF of an article to an open class website is not permitted
30 March, 2007 18/60ISI Kolkata
Troubleshooting and Complaint Monitoring
Users may face problems in access to resources. These problems have to be monitored and solved by the Consortium
Maintain publishers contact
Web-based instructions to handle troubleshooting for different resources
Server-end problems (rare)
Client-end problems (more often): cookies, IP Addresses, sites blocked, virus problems, etc.
Web-based Complaint Monitoring Interfaces (E-RAMS @ INDEST)
IP-based Access: Educate Institutions
Authorization and Authentication Mechanisms: Proxy, Athen’s login & Shibboleth, etc.
30 March, 2007 19/60ISI Kolkata
INDEST-AICTE Consortium
30 March, 2007 20/60ISI Kolkata
INDEST Consortium: Basic Model
The MHRD provides funds to the INDEST consortium:
For subscription to electronic resources for institutes funded by it; and
For operational cost of the Consortium.
Benefit of Consortia-based Subscription is passed on to other educational institutions. These institutions may subscribe on their own. 503 institutions have already joined the Consortium.
30 March, 2007 21/60ISI Kolkata
INDEST Consortium: Members
Members
Core Members 38 (Funds for e-resources through MHRD)
Members with AICTE Support 60
Self-supported Members 503
Total 601
30 March, 2007 22/60ISI Kolkata
Increase in Membership in the “Self-supported Category”
INDEST-AICTE Consortium: Increase in Membership
64 6038 38 38 38
60 6317 50 75
503601
176152115
0
200
400
600
800
2003 2004 2005 2006
Year
No
. o
f M
em
bers
MHRD AICTE Self-supported Total
30 March, 2007 23/60ISI Kolkata
Full-text Resources
ABI / INFORM Complete
ACM Digital Library
ASCE Journals
ASME Journals
ASTM Journals & Standards
Capitaline
CRIS INFAC Ind. Information
EBSCO’s Business Source Premier
Emerald Insight
Euromonitor (GMID)
IEL Online
Indian Standards
Full-text Resources
INSIGHT
Nature
Proquest Science
Science Direct
Springer’s Link
Bibliographic Databases
COMPENDEX
INSPEC
Web of Science
SciFinder Scholar
MathSciNet
JCCC
INDEST Consortium: E-resources
30 March, 2007 24/60ISI Kolkata
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30 March, 2007 26/60ISI Kolkata
30 March, 2007 27/60ISI Kolkata
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Establish Communication
30 March, 2007 31/60ISI Kolkata
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Resource Sharing
30 March, 2007 33/60ISI KolkataJ Arora, IIT Delhi 23
Content level access to Journals subscribed by INDEST with Interface to facilitate inter-library loan
Subscribed for:IITs & IISc,With access to all NITs, ISM, NERIST, SLIET, IIIT, IIITM & PEC
Resource Sharing: 7716+ articles exchanged during 2005 – 2006
IIT Delhi: 4910
Others: 2806
30 March, 2007 34/60ISI Kolkata
Archival Solution
30 March, 2007 35/60ISI Kolkata
INDEST-AICTE Consortium: Archival Solution
Perpetual Access to Electronic Resources for period of Subscription
Science Direct
Springer Link (Springer + Kluwer)
Nature
Emerald Xtra
CD / DVD ROM along with Online Access
ABI / Inform Complete
Proquest Science (Formerly ASTP)
Local Host at IIT Delhi
ACM Digital Library
30 March, 2007 36/60ISI Kolkata
CD / DVD ROM Backup to the Consortium Headquarters
IEL Online Web of Science ASCE / ASMEASTM Journals & Standards
CD / DVD ROM Backup on Termination of Subscription (to all Members)
IEL Online Springer Link (-Kluwer) COMPENDEX / INSPECSciFinder (CA on CD at 50% cost) Web of ScienceASCE / ASME
INDEST-AICTE Consortium: Archival Solution
30 March, 2007 37/60ISI Kolkata
INDEST-AICTE Consortium: Archival Solution
No Archival Offer
MathSciNet
Intranet Products
JCCC
Indian standards
CRIS INFAC Information Services
30 March, 2007 38/60ISI Kolkata
Economics of INDEST-AICTE Consortium
30 March, 2007 39/60ISI Kolkata
1
10
100
1000
10000
Comparision between No. of Members and Cost
No. of Members 10 75 500 28 36 250 14 250 28 40 60 75
Cost 8100 7350 6650 3600 3300 2219 3500 2000 4560 4400 4851 4620
2003 2003 2006 2003 2004 2006 2006 2006 2003 2004 2006 2006
IEL Online ASCE ASME ACM
30 March, 2007 40/60ISI Kolkata
Cost Avoidance: List Price, Consortia Price and Savings for 2006
191.47
21.58
169.89
0
50
100
150
200
250
List Price Consortium Price Difference
Rs. i
n Cr
ores
30 March, 2007 41/60ISI Kolkata
Cost Incurred V/s Cost Recovered for 2006
110
1001000
10000100000
100000010000000
1000000001000000000
10000000000
Group I(IITs / IISc)
Group II(NITs)
Group III(IIITs)
Group IV(IIMs)
JCCC
Category of Institutions
Amou
nt in
Rs. Cost Incurred
Cost Recovered
Difference
30 March, 2007 42/60ISI Kolkata
Cost Savings V/s Expenditure on E-Resources
11.19 10.81
22
0
5
10
15
20
25
Total Expenditure Savings Difference
Rs. in
Cro
res
30 March, 2007 43/60ISI Kolkata
Total No. of Records Downloaded (38 Core Members)
From full-text E-Resources 3,50,53,698
From Bibliographic Databases 50,87,197
Total 4,01,40,895
Average Cost per Article Rs. 6.17
30 March, 2007 44/60ISI Kolkata
Item Regular Subscription
Rate
Consortium Subscription
Rate
Discount %
In Rupees
IEL - ASPP Package
62.44
ASCE Journals 4,64,048.00 1,29,950.00 72.00
ASME Journals 3,19,332.00 1,28,800.00 62.44
Lower Rates for Print Subscription
Cap on Annual Increase on Print Subscription: 5 to 6%
23,71,760.00 8,90,790.00
30 March, 2007 45/60ISI Kolkata
Persistent Increase in Usage
30 March, 2007 46/60ISI Kolkata
Increase in No. of Downloads from 2003 to 2006 (for All Members and All E-Resources)
1000
10000
100000
1000000
10000000
100000000
Group I (IITs/ IISc)
Group II(NITs)
Group III(IIITs)
Group IV(IIMs)
JCCC
No
of D
ownl
oads 2003
2004
2005
2006
30 March, 2007 47/60ISI Kolkata
Comparison of Downloads for ASCE, ASME and IEL Online (2003-2006)
110
1001000
10000100000
100000010000000
ASCE ASME IEL Online
E-Resources
No of
Dow
nload
s
2003
2004
2005
2006
30 March, 2007 48/60ISI Kolkata
Comparison of No. of Downloads (2003-2006)
10000
100000
1000000
10000000
Science Direct Proquest Science Springer Link
E-Resources
No o
f Dow
nloa
ds
2003
2004
2005
2006
30 March, 2007 49/60ISI Kolkata
Increase in No. of Downloads for Management Resources (2004-2006)
10000
100000
1000000
10000000
100000000
ABI Capitaline EBSCO Emerald
E-Resources
No o
f Dow
nloa
ds
2004
2005
2006
30 March, 2007 50/60ISI Kolkata
Increase in No. of Downloads for Bibliographic Databases from 2003 to 2006
10000
100000
1000000
10000000
CO
MPE
ND
EX
& IN
SPEC
Mat
hSci
Net
SciF
inde
rSc
hola
r
Web
of
Scie
nce
E-Resources
No
of D
ownl
oads 2003
2004
2005
2006
30 March, 2007 51/60ISI Kolkata
Increase in No. of Downloads for AICTE-Supported Institutions for the Year 2003-2006
100
10000
1000000
ASCE ASME IEL Proquest
E-Resources
No. o
f Dow
nload
s 2003
2004
2005
2006
30 March, 2007 52/60ISI Kolkata
Transforming Consortium
from Buying Club to Centrally Organized Service Delivery
Organization
30 March, 2007 53/60ISI Kolkata
Transforming Consortium
Loose Federations and
Buying Clubs
Centrally OrganizedService Delivery
Organizations
Consortium provides a platform for member libraries to work together for activities that require collaborative efforts
Economics of a consortium suggest that it should perform more and more activities
30 March, 2007 54/60ISI Kolkata
Consortium Services
E-resources purchasing
20 full-text resources & 8 bibliographic databases
Resources sharing (during 2005 – 2006)
JCCC@INDEST
Total number of requests: 7700+
IIT Delhi: 5000+ requests
Other IITs / IISc: 2800+
30 March, 2007 55/60ISI Kolkata
Consortium Services
Educational programmes: Training of users / training the trainees
Training programmes (decentralized: All IITs /
IISc to organize training programmes at various
levels: 14 + 4 training programmes during 2003 -
2007 and three national seminars)
Four Annual Meets
30 March, 2007 56/60ISI Kolkata
Consortium Services: Near Future
Technology support to member institutions
Computerization, Digitization
Shared technology systems
Federated Search
Application Service Provider (ASP)
Union Catalogue
Joint storage facilities
Journal Archives
Shared core collections
30 March, 2007 57/60ISI Kolkata
Consortium Services: Near Future [5]
Add More E-Resources
Individual Institutions may Contribute to Subscribe More Resources instead of Looking for Central Fundings
AIP Journals (added in 2007 – cross sharing)
Wiley InterScience (added in 2007 – cross sharing)
ASTM Standards and Journals (already implemented)
Taylor & Francis
Jstor
IOP Journals
SIAM Journals
ACS Journals
30 March, 2007 58/60ISI Kolkata
Consortium Services: Near Future [6]
Add Electronic Books
Purchase Model: One-time Payment, Perpetual Access
Springer Books (100+ books at IIT Delhi)
Wiley InterScience (100+ books at IIT Delhi)
Ebrary (at IIT Delhi)
A Sub-committee has been set-up to to identify e-books and negotiate rates
The committee may look-up for other resources on “one-time payment” and perpetual access basis.
30 March, 2007 59/60ISI Kolkata
INDEST Extended Activities
30 March, 2007 60/60ISI Kolkata
INDEST Extended
Activities under “INDEST Extended” approved by the IIT
Council
Electronic Theses and Dissertations
Union Catalogues of Journals
Union Catalogue of Books
Setting-up OAI-complaint E-print Archives
First Workshop-cum-Meeting of “INDEST Extended” held on
October, 2003;
A Workshop on Setting-up OAI-Complaint Digital repositories at
member institutions held in July, 2004 at IISc Bangalore: 24
participants, another workshop in June 2006 at IIM Kozhikode
30 March, 2007 61/60ISI Kolkata
INDEST Extended: Open Source Archives
IISc Bangalore
IIT Delhi (www.eprint.iitd.ac.in/)
IIT Bombay (www.library.iitb.ac.in/~mnj/etd/)
IIT Kharagpur (intranet)
IIIT Allahabad (eprints.iiita.ac.in/)
IIM Kozhikode (http://eprints.iimk.ac.in/)
NIT Rourkela
IIIT Allahabad
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INDEST Consortium: Open Source Archives
Two Layered Proposition
Individual members of INDEST (I.e. IITs and NITs) to establish E-print Archives and acts as Content Providers;
Authors deposits a soft copies of their publications and associated metadata into institutional archive in their respective institutions.
30 March, 2007 65/60ISI Kolkata
INDEST Consortium: Open Source Archives
IIT Delhi to act as Service Provider
Cross-archive searching and metadata harvesting from INDEST member Institutions
Provides alerting services
Supplement functions of data providers
Facilitate e-print submission for member institutions who could not establish their own archives
30 March, 2007 66/60ISI Kolkata
IISc / IITs
NITs
IIMs
OAI-Complaint Repositories
IIT Delhi as Service Provider
User
30 March, 2007 67/60ISI Kolkata
Conclusion
Consortia Should Work Together
for same resources;
Benefit of number; and
Consortium extend should be large enough to attract publishers;
Increased in inter-institutional cooperation, coordination and collaboration amongst beneficiary institutions should be one of the goal of the Consortium
Providing e-resources to scientists in not a goal in-itself
The goal is to increase productivity of scientific and research output both in quantity and quality; and
Trigger stronger research and academic culture in member institutions.
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