Presenters: Dani Roach, University of St. Thomas and Linda Hulbert, University of St. Thomas
As with most libraries, they are faced with needing to downsize their purchases in order to fit within reduced budgets, so good tools must be employed to determine which stuff to remove or acquire.
The statistics for impact factor means little to librarians, since the “best” journals may not be appropriate for the programs the library supports. Quantitative data like cost per use, historical trends, and ILL data are more useful for libraries. Combine these with reviews, availability, features, user feedback, and the dust layer on the materials, and then you have some useful information for making decisions.
Usage statistics are just one component that we can use to analyze the value of resources. There are other variables than cost and other methods than cost per use, but these are what we most often apply.
Other variables can include funds/subjects, format, and identifiers like ISSN. Cost needs to be defined locally, as libraries manage them differently for annual subscriptions, multiple payments/funds, one-time archive fees, hosting fees, and single title databases or ebooks. Use is also tricky. A PDF download in a JR1 report is different from a session count in a DB1 report is different from a reshelve count for a bound journal. Local consistency with documentation is best practice for sorting this out.
Library-wide SharePoint service allows them to drop documents with subscription and analysis information into one location for liaisons to use. [We have a shared network folder that I do some of this with — I wonder if SharePoint would be better at managing all of the files?]
For print statistics, they track separately bound volume use versus new issue use, scanning barcodes into their ILS to keep a count. [I’m impressed that they have enough print journal use to do that rather than hash marks on a sheet of paper. We had 350 reshelved in last year, including ILL use, if I remember correctly.]
Once they have the data, they use what they call a “fairness factor” formula to normalize the various subject areas to determine if materials budgets are fairly allocated across all disciplines and programs. Applying this sort of thing now would likely shock budgets, so they decided to apply new money using the fairness factor, and gradually underfunded areas are being brought into balance without penalizing overfunded areas.
They have stopped trying to achieve a balance between books and periodicals. They’ve left that up to the liaisons to determine what is best for their disciplines and programs.
They don’t hide their cancellation list, and if any of the user community wants to keep something, they’ve been willing to retain it. However, they get few requests to retain content, and they think it is in part because the user community can see the cost, use, and other factors that indicate the value of the resource for the local community.
They have determined that it costs them around $52 a title to manage a print subscription, and over $200 a title to manage an online subscription, mainly because of the level of expertise involved. So, there really are no “free” subscriptions, and if you want to get into the cost of binding/reshelving, you need to factor in the managerial costs of electronic titles, as well.
Future trends and issues: more granularity, more integration of print and online usage, interoperability and migration options for data and systems, continued standards development, and continued development of tools and systems.
Anything worth doing is worth overdoing. You can gather Ulrich’s reports, Eigen factors, relative price indexes, and so much more, but at some point, you have to decide if the return is worth the investment of time and resources.