Managing Electronic Resources through Library Consortia Examples from

Managing Electronic Resources through Library Consortia Examples from INDEST-AICTE Consortium Jagdish Arora Librarian & National Coordinator INDEST-AICTE Consortium Jarora@library. iitd. ac. in 30 March, 2007 ISI 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: F Subscribe e-resources F include resource sharing F Shared cataloguing of resources F Shared Technology Solution F Shared core / peripheral collection F Shared cataloguing (or copy cataloguing) in network environment is still operational and relevant; 30 March, 2007 ISI Kolkata 2

Need and Relevance of Library Consortium [1] Proliferation of Web-based Full-text Resources + 40, 000 e-journals + 10, 000+ E-books Aggregators: Net. Library; E-brary, 24 x 7; Springer, Wiley, Elsevier, T & F and others Hongkong University Library has access to 1 million ebooks + 5, 000 Online Databases, etc. Publishers-backed Initiative Support from users: Convenience Libraries 30 March, 2007 ISI Kolkata 3

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. ISI Kolkata 30 March, 2007 4

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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 ISI Kolkata 6

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 ISI Kolkata 7

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 ISI Kolkata 8

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 ISI Kolkata 9

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 ISI Kolkata 10

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 ISI Kolkata 11

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 ISI Kolkata 12

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 ISI Kolkata 13

Training of Users and Library Staff Training 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 ISI Kolkata 14

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 ISI Kolkata 15

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 ISI Kolkata 16

Allowed Not Allowed Viewing, downloading, copying, printing and saving a copy of search results Use of robots or intelligent agents to do systematic, bulk or automatic downloading Viewing, downloading, copying, printing and saving individual articles Systematic downloading or printing of entire journal issues or volumes, or large portions of other e-resources 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) 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 URL to the publisher's Posting the publisher's version or version of the article on a class PDF of an article to an open class website (publisher links will allow only website is not permitted authorized users access) 30 March, 2007 ISI Kolkata 17

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 ISI Kolkata 18

INDEST-AICTE Consortium 30 March, 2007 ISI Kolkata 19

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 ISI Kolkata 20

INDEST Consortium: Members Core Members 38 (Funds for e-resources through MHRD) 30 March, 2007 Members with AICTE Support 60 Self-supported Members 503 Total 601 ISI Kolkata 21

Increase in Membership in the “Self-supported Category” 30 March, 2007 ISI Kolkata 22

INDEST Consortium: E-resources Full-text Resources ABI / INFORM Complete INSIGHT ACM Digital Library Nature ASCE Journals Proquest Science ASME Journals Science Direct ASTM Journals & Standards Springer’s Link Capitaline CRIS INFAC Ind. Information Bibliographic Databases EBSCO’s Business Source Premier COMPENDEX INSPEC Web of Science Sci. Finder Scholar Math. Sci. Net JCCC Emerald Insight Euromonitor (GMID) IEL Online Indian Standards 30 March, 2007 ISI Kolkata 23

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Establish Communication 30 March, 2007 ISI Kolkata 30

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Resource Sharing 30 March, 2007 ISI Kolkata 32

Resource Sharing: 7716+ articles exchanged during 2005 – 2006 IIT Delhi: 4910 Others: 2806 30 March, 2007 ISI Kolkata 33

Archival Solution 30 March, 2007 ISI Kolkata 34

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 ISI Kolkata 35

INDEST-AICTE Consortium: Archival Solution CD / DVD ROM Backup to the Consortium Headquarters IEL Online Web of Science ASCE / ASME ASTM Journals & Standards CD / DVD ROM Backup on Termination of Subscription (to all Members) IEL Online Springer Link (-Kluwer) COMPENDEX / INSPEC Sci. Finder (CA on CD at 50% cost) Web of Science ASCE / ASME 30 March, 2007 ISI Kolkata 36

INDEST-AICTE Consortium: Archival Solution No Archival Offer Math. Sci. Net Intranet Products JCCC Indian standards CRIS INFAC Information Services 30 March, 2007 ISI Kolkata 37

Economics of INDEST-AICTE Consortium 30 March, 2007 ISI Kolkata 38

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Total No. of Records Downloaded (38 Core Members) From full-text E-Resources From Bibliographic Databases Total 50, 87, 197 4, 01, 40, 895 Average Cost per Article 30 March, 2007 3, 50, 53, 698 ISI Kolkata Rs. 6. 17 43

Lower Rates for Print Subscription Item IEL - ASPP Package Regular Consortium Subscription Rate In Rupees Discount % 62. 44 23, 71, 760. 00 8, 90, 790. 00 ASCE Journals 4, 64, 048. 00 1, 29, 950. 00 72. 00 ASME Journals 3, 19, 332. 00 1, 28, 800. 00 62. 44 Cap on Annual Increase on Print Subscription: 5 to 6% 30 March, 2007 ISI Kolkata 44

Persistent Increase in Usage 30 March, 2007 ISI Kolkata 45

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Transforming Consortium from Buying Club to Centrally Organized Service Delivery Organization 30 March, 2007 ISI Kolkata 52

Transforming 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 Loose Federations Centrally Organized Service Delivery and Organizations Buying Clubs 30 March, 2007 ISI Kolkata 53

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 ISI Kolkata 54

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 ISI Kolkata 55

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 ISI Kolkata 56

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 Inter. Science (added in 2007 – cross sharing) ASTM Standards and Journals (already implemented) Taylor & Francis Jstor IOP Journals SIAM Journals ACS Journals 30 March, 2007 ISI Kolkata 57

Consortium Services: Near Future [6] Add Electronic Books Purchase Model: One-time Payment, Perpetual Access Springer Books (100+ books at IIT Delhi) Wiley Inter. Science (100+ books at IIT Delhi) Ebrary (at IIT Delhi) A Sub-committee has been set-up to to identify ebooks and negotiate rates The committee may look-up for other resources on “one-time payment” and perpetual access basis. 30 March, 2007 ISI Kolkata 58

INDEST Extended Activities 30 March, 2007 ISI Kolkata 59

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 ISI Kolkata 60

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 30 March, 2007 ISI Kolkata 61

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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 ISI Kolkata 64

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 ISI Kolkata 65

IIMs IISc / IITs OAI-Complaint Repositories NITs IIT Delhi as Service Provider User 30 March, 2007 ISI Kolkata 66

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. 30 March, 2007 ISI Kolkata 67

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