Transcript Stewardship - Harvard Library

Library Stewardship
Coordinators Orientation
Introducing the new model for
supporting e-resources at
Harvard Libraries
November 2004
Today’s Agenda
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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
Growth of Stewardship
Program
5-10
1999
30
70
2001
2003
Resources in the Harvard
Libraries Portal, 1998 – 2004
7000
Number of portal
resources: +987%
6,071
5,329
6000
5000
4,136
4000
3,130
3000
1,288
2000
1000
615
869
0
1998 1999 2000 2001 2002 2003 2004
Use of Electronic Resources,
1998 – 2004
4,500,000
4,000,000
3,500,000
3,000,000
2,500,000
4,268,114
Number of user
sessions: +1,370%
3,039,010
2,090,165
2,000,000
1,500,000
1,000,000
1,171,639
813,745
532,716
500,000 311,447
0
1998
1999
2000
2001
2002
2003
2004
Roadshow
• Electronic Resources Stewardship:
a Proposal for a New Harvard
Model
Stewardship and the
E-Resource Life Cycle
• Acquisition Phase
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Proposal
Trial and/or Evaluation
Funding Decisions
License Negotiation
Order
• Post-Acquisition Phase
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Access Implementation
Portal Description and
Cataloging
Configuration
Ongoing Management
and Troubleshooting
– Renewal and Reevaluation
Task
Selector
OIS
Create & Maintain
Portal Descriptions
Steward
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
DACC
X
X
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.
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?
New eResource!
OIS
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.*
*
Library Steward
Coordinator using
evaluating processes
determined by its
Library determines
whether their library
will steward the
resource.
YES
Library takes over
stewardship
responsibility for
e-resource, write
Info page,
contacts COERS,
etc.
NO
Library Steward
Coordinator will
contact COERS
who will try to
assign to
another Library.
If this library
also doesn’t
want to steward
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.
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.
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
Stewardship Toolbox
http://hul.harvard.edu/digacq/steward/
In general toolbox is:
1. Resource for your library about
its e-resource stewardship
2. Information for your library on eresource trouble-shooting in
general.
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 Reevaluation
Task
Selector
OIS
Create & Maintain
Portal Descriptions
Steward
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
DACC
X
X
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.
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.
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.
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
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?
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
Communicating about e-resources
Office of Information Services - OIS
When should OIS be contacted?
What types of e-resource issues?
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General troubleshooting - Submit e-resource problems via the Portal
Comment Form, after checking the Known Problems & Scheduled
Downtime page.
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Acquisitions and licensing information are now available through
Harvard ERM's librarian interface
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Contact the Digital Acquisitions Librarian (Lauren Moffa) for:
– trial information
– orders and implementation status
– ejournal access and registration
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Contact the Program Manager, E-Resource Management and Licensing
(Ivy Anderson) for:
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licensing information
e-resource policy
activities within NERL and/or DACC
financial information
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
E-Resource Management System
(ERM)
http://lib.harvard.edu/ERMpublic/
The ERM provides a wealth of information, including:
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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
Questions?
COERS Committee contact information http://hul.harvard.edu/cmtes/ulc/coers/