Electronic Resources Collection Development Policy
Introduction
The Libraries acquire electronic resources to support instruction and research. Subject librarians and the Collection Development Advisory Group make cost-effective and appropriate purchase decisions balancing individual and institutional needs.
While traditional criteria apply to the selection of most electronic titles, the management of this format is more complex. Issues to consider not associated with traditional formats:
- Differences in mode of access (networked access/remote, networked access/campus, networked access/library, stand-alone, etc.) See section below on "Level of Access and Associated Options".
- Pricing options (subscription, network costs, by the search, fee/subsidized/free to users, etc.)
- Authorization of remote users (by IP address, password, etc.).
- Hardware and software required to operate or access electronic formats. Maintenance and upgrades can be expensive.
- Public services support more intense in the areas of staff and user training, documentation, and troubleshooting, especially with services accessed outside of the library.
General Policies & Procedures
Formats
The University Libraries collects bibliographic materials, fulltext files, numeric data files, and graphic and multimedia files appropriate to the scope of the Libraries' collection. Courseware and instructional programs are generally not collected, unless intended for other than laboratory or classroom use. The Libraries collect computer software only as accompanying material or if it is used to facilitate access to other electronic formats collected by the Libraries.
The Library does not acquire site licenses to software or courseware for the purpose of distribution to users within the University.
Decision-Making Process
The process for requesting new electronic resources changes often to keep pace with economic conditions and technological developments. The current process follows.
Subject librarians use the Serial and/or Electronic Media Request Form to request new titles for both subscription and one-time purchases. Give the following information on the form:
- product description
- alternate access / duplicate or similar titles
- hardware and software requirements
- suggested level of access and location
When subject funds are to be used for payment, librarians send requests to the Electronic Services Coordinator. If the request is for a one-time purchase, the Coordinator will send it to Acquisitions. If the information is for a subscription, a request goes to the Subject Coordinator (for information) and Collection Management Coordinator (for entry into the journals database) before going to Acquisitions. Either of these routes should receive expedited treatment.
To request that an electronic resource be funded from from the NETW (Networked Resources) acquisitions fund, send the title, publisher and cost to the Head of Collection Development for addition to the "wish list" and to the appropriate Subject Coordinator. Subject groups generally discuss requests (including funding options) before the CDM Advisory Group considers high priorities.
The CDM Advisory group (includes coordinators for subject groups, collection management, electronic resources and preservation, along with heads and represenatives of CDM and Technical Services) regularly reviews the list of needed resources to determine highest priorities. Subject Coordinators discuss priorities with subject groups.
When funds are available, the CDM Advisory Group selects new titles. The Electronic Services Coordinator notifies Subject Librarians and appropriate Technical Services staff of titles selected. At this time the Subject Coordinator, in consultation with appropriate Subject Librarians, completes the Electronic Media Request Form and sends it to the Electronic Services Coordinator. Next, the CDM Coordinator receives the request so that the title and cost can be added to the Journals Database. If a license is required, the CDM Head will conduct appropriate negotiations. CDM sends the request to the Head, Technical Services for ordering and cataloging. Technical Services notifies the Electronic Services Coordinator and subject librarians when the title becomes available.
Trial access to products is managed by the Electronic Services Coordinator. Subject Librarians may suggest trials at any time. When a trial is available, CDM sends a notice to all subject librarians. Subject librarians should forward notices to appropriate faculty. Information about trials is available through the Library's web pages.
One-time purchases of CD ROMs and other non-networked electronic formats are handled directly by subject librarians according to the process for ordering firm orders. Electronic materials that accompany print acquisitions will be shelved with the print. Back-up copies are generally not made, but exceptions are handled on a case-by-case basis.
CD ROM titles being considered for networking via the InfoServer will be acquired initially as stand-alone titles to allow Systems to determine what is needed with respect to hardware and software to support the title. Once this has been done and the CD ROM has been tested as being able to run on the InfoServer, then a networking license will be acquired.
Supporting Hardware/Software
The availability of appropriate hardware and software should be considered during the selection process. In extraordinary cases, the Libraries will select an electronic title for which it will not provide hardware and software for access.
Level of Access and Associated Services
The University Libraries will support several levels of access, with associated levels of service, to electronic materials. The goal is to provide the widest possible, affordable, access to students, faculty, and staff . When an electronic resource is requested, the subject librarian will select a mode of access, as well as a suggested location within the Libraries, and provide a rationale for each.
To determine the level of access, the Electronic Services Coordinator will consult with the requestor to consider the anticipated use (user population, extent of use, type of use, etc.) and the associated costs (price, hardware and software, training, etc.).
The levels of access are:
- Network /local load - Files are loaded onto a local server and accessed, usually, via a common user interface, including a web-based interface. Titles with the highest anticipated use should be in this category. All public services units with full-service workstations should be able to provide basic assistance in performing a search and dealing with the output.
- Network/remote access - Files are accessed from a remote server, usually, via a common user interface, including a web-based interface. Titles with the highest anticipated use should be in this category. All public services units with full-service workstations should be able to provide basic assistance.
- Network/within building(s) - Files are loaded onto a local network and are accessed with their accompanying interface. Usually these titles are not accessible through a "common interfaces."
- Stand-alone/local load ("just-in-case") - Files of limited use will be loaded onto a single workstation.
- Stand-alone/remote access ("just-in-case") - Remote services with a limited number of access passwords, or for which use is limited, will be accessed on a limited number of workstations.
- Stand-alone ("just-in-time") - Title is accessed via appointment only and loaded onto a library workstation only when needed. Titles are usually too expensive to be left in the stacks to circulate.
- Shelf (closed stacks) - Title circulated to patrons, some on a limited basis depending upon the price. No technical support available.
- Commercial mediated search service/subsidized - Mediated searching provides access to files not accessible via any of the above ways. Funds available to subsidize the searching for students and for reference questions. Librarians perform searches. Qualified staff perform searches in limited situations, such as cited references, citation verification, etc. Subject groups may allocate funds to subsidize searching for faculty.
- Commercial mediated search service/full fee recovery - Fee-recovery- based mediated searching provides access to files not accessible via any of the above ways. Librarians perform searches.
License Agreements
The University Libraries purchases access or data from publishers who require signed license agreements. When negotiating license agreements, the Libraries keeps the interests of the user in mind and does not purchase titles where the restrictions on use would seriously impede research or be impossible to enforce. The Head of Collection Development & Management coordinates the review of license agreements and submits the signed license agreement as part of the ordering procedure. The Libraries will try to negotiate agreements with vendors to override limitations to concurrent users for hands-on training purposes.
Consortial Purchases
When advantageous, the University Libraries will participate in consortial agreements for access to electronic resources.
Serial and/or Electronic Media Request Form
(View and Print)The form collects the following information:
- Product description - Including any flyers, reviews, etc.
- Alternate access / duplicate or similar titles - Other methods of access of the same or similar content, including any currently owned titles in any format.
- Hardware and software requirements - Specific hardware, operating system and other software requirements.
- Suggested level of access and location - Networked, stand-alone or stacks. Signature(s) of appropriate unit management required for stand-alone locations (Reference, Documents, Media Services, branch library, other).
Implementation and Support
Implementation and support of networked electronic titles, is a shared responsibility of the Electronic Services Coordinator, Systems, and appropriate units. Branch and unit heads are responsible for the implementation of stand-alone electronic titles within their unit.
August 23, 2007
Comments to: gsbaker@utk.edu