Library Stewardship Coordinators Orientation Introducing the new model for supporting e-resources at Harvard Libraries

1. Library Stewardship Coordinators OrientationIntroducing the new model for supporting e-resources at Harvard Libraries November 2004

2. Today’s Agenda • Introduction & Background - how we got here • Responsibilities of stewarding libraries • Matching e-resources with libraries • Role of steward coordinator • Stewardship Toolbox • Re-evaluation of e-resources • Taking stewardship to your library • Communicating about e-resources – with COERS, OIS, stewarding libraries • ‘More Information’ pages for e-resources • ERM demonstration

3. 2003 2001 Growth of Stewardship Program 70 5-10 30 1999

4. Resources in the Harvard Libraries Portal, 1998 – 2004 Number of portal resources: +987%

5. Use of Electronic Resources, 1998 – 2004 Number of user sessions: +1,370%

6. Roadshow • Electronic Resources Stewardship: a Proposal for a New Harvard Model

7. Task Selector OIS Steward DACC Create & Maintain Portal Descriptions X Configure Interface X X Monitor Content / Interface Changes X X Publicize New Features X X Serve as Resource Expert X Respond to User Questions X X Compile Enhancement Requests X Advise on Renewal & Retention X Make Renewal Decisions X X Stewardship and the E-Resource Life Cycle • Acquisition Phase • Proposal • Trial and/or Evaluation • Funding Decisions • License Negotiation • Order • Post-Acquisition Phase • Access Implementation • Portal Description and • Cataloging • Configuration • Ongoing Management and Troubleshooting • Renewal and Re-evaluation

8. Q: What are the responsibilities of stewarding libraries? • A: The responsibilities of stewarding libraries are listed on the Stewardship Responsibilities page. They can be summarized as follows: • Serve as a center for resource expertise within the library community. • Respond in a timely manner to user comments / questions. • Provide feedback to COERS on platform configuration & changes. • Participate in re-evaluation and renewal and retention decisions, including examination by OIS and (where available) a review of vendor-provided statistics. • Update and maintain portal information pages on an annual or as-needed basis. • In partnership with COERS, foster community by involving other interested libraries in cooperative actions and decision-making.

9. Matching e-resources with stewarding libraries • Stewarding Libraries Mapping List • Library e-resource assignments – has everyone been able to review this list? • Questions or concerns about your library’s assignment?

10. Library Steward Coordinator using evaluating processes determined by its Library determines whether their library will steward the resource. New e-Resource! OIS NO YES Library Steward Coordinator will contact COERS who will try to assign to another Library. If this library also doesn’t want to steward resource… Library takes over stewardship responsibility for e-resource, write Info page, contacts COERS, etc. Who sponsored the e-resource? What Library were they from? OIS contacts Library Steward Coordinator from that library, to notify them about this new e-resource.* Next Steps -discussed at COERS monthly meeting * If the proposal originates with NERL or a vendor, DACC or COERS may suggest a Stewarding Library.

11. Role of Steward Coordinator Q: Is my Library Steward Coordinator responsible for performing all stewarding duties? A: Not necessarily. While the coordinator may perform stewarding duties, the coordinator’s role is to facilitate library stewarding activities and the flow of information. The coordinator relays to colleagues various kinds of information from vendors and OIS, as well as questions from Harvard colleagues, COERS and users. Q: What if the coordinator is on vacation/sick/on leave? A: It is up to the stewarding library to determine how this is handled. For example, you could designate another individual or department to serve as a back-up coordinator. A stewardship contact e-mail address will be needed by OIS and COERS; it is strongly recommended that you designate a logical email address for this purpose that can be used as a means of backup. This could be a dedicated (group or forwardable) email address established for stewardship communications, or an existing group or departmental address.

12. To help you, we’ve created a Toolbox What’s in it? • List of stewarding libraries & coordinators • Background info and detailed Q&A • Suggested models for organizing stewardship • How-to guides for re-evaluation

13. Stewardship Toolbox http://hul.harvard.edu/digacq/steward/ In general toolbox is: • Resource for your library about its e-resource stewardship • Information for your library on e-resource trouble-shooting in general.

14. Stewardship and the E-Resource Life Cycle • Acquisition Phase • Proposal • Trial and/or Evaluation • Funding Decisions • License Negotiation • Order • Post-Acquisition Phase • Access Implementation • Portal Description and • Cataloging • Configuration • Ongoing Management and Troubleshooting • Renewal and Re-evaluation

15. Re-evaluation of resources • Resources are re-evaluated based on renewal cycles; however, it is not necessary (or recommended!) to evaluate all resources every year. • OIS will notify stewarding libraries 4 months before a subscription expires so you may determine what level of re-evaluation is warranted. • During the annual budget review process, DACC may target specific resources for prioritized evaluation based on cost, low usage, or some other factor. • Triggers - a decision to re-evaluate may also be precipitated by a platform change, a publisher bundle, a new NERL license, or some other unprecedented development.

16. How will resources be re-evaluated? • Depending on the nature of the resource and its market, an evaluation may be formal or informal, extensive or cursory, and involve few or many libraries. • COERS has developed several tools to assist libraries in the evaluation process, including evaluation criteria and a re-evaluation schedule. • Portal and (where available) vendor-provided usage statistics at are also valuable tools for evaluation. • For more information, see the Toolbox for Re-evaluation Guidelines and Forms.

17. Taking Stewardship to your libraries Case Examples of Library Stewardship: • HBS Baker Library • KSG Library • Design School Library Q: How might I implement the library stewardship model in my library? A: You may distribute stewarding duties according to local policies and practices. For examples of how other libraries steward e-resources, please see the case examples for Baker Library, the KSG Library, and the Design School Library.

18. Taking Stewardship to your libraries Guidelines: • Present new model to your library within the next month • Use Toolbox as a visual aid – and show case examples • Explain your role as coordinator and your library’s stewarding responsibilities • Answer Questions

19. Taking Stewardship to your libraries Also – very important! Explain e-resource troubleshooting in general given this new model. i.e. What should a member of your team do if they have a question or problem concerning a resource your library doesn’t steward? When should they contact the Stewarding Library vs. OIS or COERS?

20. Communicating about e-resources Stewarding Libraries When should the Stewarding Library be contacted? What types of e-resource issues? • When you are seeking resource expertise – help with content, scope, and/or interface • If you have specific suggestions about the resource content, interface, or configuration • If you have developed a user guide that you think would benefit the community as a whole, or would like to suggest that one be developed • If you have recommendations for training and outreach

21. Communicating about e-resources Office of Information Services - OIS When should OIS be contacted? What types of e-resource issues? • General troubleshooting - Submit e-resource problems via the Portal Comment Form, after checking the Known Problems & Scheduled Downtime page. • Acquisitions and licensing information are now available through Harvard ERM's librarian interface • Contact the Digital Acquisitions Librarian (Lauren Moffa) for: • trial information • orders and implementation status • ejournal access and registration • Contact the Program Manager, E-Resource Management and Licensing (Ivy Anderson) for: • licensing information • e-resource policy • activities within NERL and/or DACC • financial information

22. Communicating about e-resources COERS When should COERS be contacted? What types of e-resource issues? • If you have questions or suggestions about an interface or platform that go beyond a single resource • If you have suggestions for the Stewards Toolbox • If you have questions or suggestions about stewardship and/or resource evaluation in general

23. E-Resource Management System (ERM) http://lib.harvard.edu/ERMpublic/ The ERM provides a wealth of information, including: -- Detailed licensing information -- Acquisitions data for shared e-resource purchases -- Information about new and pending resources -- Access to trials and real-time comment capability -- Technical and bibliographic information -- Links to statistics at the title level -- Enhanced retrieval options

24. Questions? COERS Committee contact information - http://hul.harvard.edu/cmtes/ulc/coers/