Purchasing Library Materials

1. Purchasing Library Materials Library-IT Task Force Presentation 1 PM, February 19, 2009 Graduate School Conference Room

2. Who decides what to order? • Subject librarians responsible for selection. Assigned to college/department. • Any campus faculty/students can submit orders to the Library. • Anyone can submit orders, via an online form on the Library webpage, via e mail, etc.

3. How we purchase • The Library uses a variety of approaches to purchase books, journals, databases, etc., to meet curriculum and research needs of the campus. • Staff consider pricing, discounts, efficiency of purchasing, and ability to provide the format/content needed in selecting vendors.

4. How We Spend—FY08 • Books: $1,049,689 • Purchase Plan: $752,381 • Specific Book Requests: $274,120 • Ordered from Interlibrary Loan Request: $18,981 • Ebooks: $4,207 Other formats: AV, micro, scores: $120,670

5. How We Spend: FY08 • Serials: $4,934,494 • Print journals/print bundled with e: $707,016 • Databases/Aggregators: $555,152 • Electronic journals/access fees: $3,475,381 • Standing orders for book series: $196,945 • Collaborative purchasing through consortia expand access and leverage prices: approx. $ 2,630,298 of the above are consortial deals.

7. Purchasing Books Three methods that supplement each other to build the book collection

8. Automatic Purchase (approval) Plan • Use a purchase plan to bring in the core scholarly titles as they are published. • Pre-established library profiles with an academic book vendor. • Weekly shipments of newly published books from scholarly/university presses.

9. Purchase Plan (cont’d) • How is a profile established and maintained? • Subject librarians (and faculty) match department curriculum/research needs with profiles. • Vendor reps help set up profiles • Can run cost estimates to determine impact of profile changes. • Profiles periodically reviewed and adjusted at any time.

10. Purchase Plan (cont’d) • Components of profiles: • Subject-based. • Non-subject parameters (see list on handout) • Can set up a profile to receive notifications instead of books

11. Purchase Plans—Pros/Cons • Receiving core scholarly materials as soon as published and reducing gaps in collection. • Many faculty now rely on the plan and don’t need to order core materials. • Saves selection and ordering time by library staff. • Utilizes automated interfaces to create orders, invoice, and cataloging records electronically. • Books get to the users more quickly. • 61% of books rec’d last 5 years circulated at least once. Average = 2.7 times

12. Specific Orders for a Title: • Faculty/student requests can be submitted to subject librarian, via a variety of options. • Subject librarians review publisher announcements, book reviews, lists of “outstanding titles,” etc., to identify important titles not covered by the purchase plan. • Patrons can request “rush” ordering for course reserve or urgent research needs.

13. Specific Orders (cont’d) • How is it working? • Specific need of faculty or student met. • Faculty order fewer books than in past/and depend on purchase plan. • 64 per cent used at least once in last 5 years-average=2.6 (about same as purchase plan model) • More time-consuming for staff who select, search and create order, send to vendor, and search for cataloging record.

14. Interlibrary Loan Requests • Use ILL reports to identify “hot” titles to purchase. • ILL system routes titles not handled by system to acquisitions staff to order. • Criteria for ordering: • Must be scholarly • Must be available in 1-2 days • If unavailable, returned to ILL to borrow book. • High use (95% used; 3.9 avg. use) but time-consuming for staff and patrons.

15. E Books—Emerging Models • Order individual e book; requires a platform either via publisher or platform provider (NetLibrary, Ebrary). • E book collections via publisher or aggregator. • Subscription (rental) or perpetual access. • Integration with approval/purchase plans being explored. Prefer ‘e’ only when electronic is available simultaneously with print. • Patron-driven on-demand purchase.

16. ORDERING SERIALS Serials =Ongoing commitments of funds

17. Serials • Types of Serials • Journals (print and electronic). • Databases (abstracting and indexing services, full text databases). • Series of books that the Library purchases as standing orders. (E.g., Lecture Notes in Mathematics, Best American Short Plays)

18. Serials Ordering(cont’d) • Over 80% of materials budget is committed to serials. • Inflation closely monitored to avoid committing more $$ than the inflation costs of future budget years. • Order one, cancel one policy. • Decisions for new serials based on faculty requests, justification and review by entire team of subject librarians/college liaisons and collection managers.

19. Serials – Ordering E Resources • Electronic resources require licenses with provider. • Staff review contracts for legality and terms of use. • License terms for end users display for each journal/database title. (See example on handout)

20. E Journals—Purchasing Models • Order for individual ‘e’ titles. • Journal packages from publishers. • Consortial deal with a publisher. Expanded access to titles other libraries subscribe to. (see handout) • Aggregator titles—Provider offers assortment of e titles across publishers(Lexis Nexis, Business Source Premier). Con: Less control over titles in package; content changes frequently.

21. Concerns/Future Needs • Preservation for both eBooks and eJournals. • Print repositories? Who buys and saves? • Portico exploring preservation options for both. “Trigger event access.” Central repository. • LOCKSS (Lots of copies keep stuff safe) implemented for journals. Copies refreshed among participating libraries/publishers for temporary loss. • CLOCKSS (Controlled Lots of Copies Keep Stuff Safe) Library “nodes” archive for trigger events.

22. Concerns/Future Needs (cont’d) • More publishing is “born digital.” • Print on Demand. Who pays? Some users still like to read print. • Interlibrary loan for electronic materials. Contracts allow articles to be downloaded and resent. Still unresolved for e Books. Can’t provide entire PDF yet, only chapters.

23. QUESTIONS? • Are most welcome,