IFLA Key Issues in Electronic Resources Collection Development and CMO Proposed Standard Guidelines for Academic Libraries

IFLA Key Issues in Electronic
Resources Collection Development
and
CHED’s Proposed Requirements
for Academic Libraries Common
to All Programs
Ms. Xenia B. Balgos-Romero
Librarian
Commission on Higher Education
11 September 2013, 1:00-3:30pm
Meeting Room 4, SMX Convention Center, Pasay
City

 Ten years ago, IFLA’s Long Term Policy, developed the
Executive Board and adopted by Council in Moscow,
included the description of the new and expanded role of
libraries in view of the development of new technologies,
insisting on the new functions they should assume
(access to electronic databases, networking, etc.). IFLA
also recognized in this document the importance of
elaborating international technical standards and
protocols relevant to library practice.
Plassard , Marie-France (2011)
The IFLA Response
Introduction …

 Several years later, the Professional Board, when drafting
its Medium-Term-Programme1998-2001, put a special
emphasis on the electronic environment:
IFLA’s strategic direction over the next four years
will focus on the electronic environment as it affects
IFLA’s objective to promote librarianship globally,
particularly through the provision of equal access to
information literacy programmes, and preservation of
the world’s documentary heritage.
The IFLA Response
Introduction …

Introduction …
The IFLA Response
 This emphasis has been reflected in all plans of IFLA
professional units with a large range of relevant activities
(projects, research papers, seminars and workshops,
etc.). They have covered rights managements, use of
electronics in various settings and for different media,
training, and, of special interest to us here, standards for
the organization of electronic resources, including the
use of classification as a finding tool.

Johnson, Sharon… [et al.] (August, 2012)
IFLA Key Issues for E-Resource Collection Development: a Guide for Libraries
Electronic Resources (E-resources)
… refer to those materials that require computer
access, whether through a personal computer,
mainframe, or handheld mobile device.
… they may either be accessed remotely via the
Internet or locally
Important terms …

IFLA key issues for e-resource
collection development …
Types of e-resources:
 Electronic journals (E-journals)
 Electronic books (E-books)
 Full-text (aggregated) databases
 Indexing and abstracting indexes
 Reference databases (biographies, dictionaries, etc.)
 Numeric and statistical databases
 Electronic images (E-images)
 Electronic audio/visual resources (E-audio/visual
resources)

Access
… applied to delivery, instructions, methods; ”Access
to e-resources”, ensure the proper technological
software, hardware, and internet connections, as well
as providing user instructions on how to use
effectively these materials.
Important terms …
IP Authentication
… the method e-resource providers use to verify the
access credentials of a user and confirm a library’s
subscription to a resource based upon the IP address
of the user.

License or Licensing Agreement
… a legal agreement between parties authorizing the
use of and defining the business terms for an item
provided by one party and utilized by the other, which
can include the cost, period of access and other
issues.
Important terms …
Perpetual Access
… the concept of maintaining enduring access to a
resource, even if the library has cancelled its
subscription or the producer has ceased to maintain it.

Remote Access
… the access and use of library databases outside of
the physical library via Proxy servers or other web-
based authentication.
Important terms …
Users
… “Authorized user or Permitted user” is any
person or entity designated in a licensing agreement
who has permission to access or otherwise use the
digital resource.

IFLA Guide focuses on:
… E-resources whether acquired via purchase or
license, free from web, born digital or multiple format
materials (e.g. CD-ROM combined with a book)
… that every library should have/develop clear
policies and processes for the selection and
management of such resources

IFLA Guide covered the key aspect or the critical sub-
aspect of the e-resource process:
… collection development
… selection and evaluation
… licensing
… review/renewals

I. Collection Policy Statement (for the Selector and the
Acquisition Librarians)
a. Technical feasibility
• Availability (remote access, stand-alone access)
• Authentication (IP filtering or login password)
• Hardware and software compatibility and capability
• Storage and maintenance (remote hosting or local
hosting)
• Platforms which facilitate access to e-resources
… the policy should include the following but not limited to :

b. Functionality and reliability
• Search and retrieval functionality (browsing, search
history)
• Exporting and downloading (e-mail, printing)
• Sorting and ranking abilities for database results (by
author, subject, etc.)
• Interface (navigation, help and tutorials)
• Integration
• Reliability and availability (response times, 24/7
access)

c. Vendor Support
• User training and support
• Trials and product demonstrations
• Technical support and system notification process
• Statistical reporting
• Customization (branding)
• Provision of bibliographic data (MARC records)
• Data security and archiving policies

d. Supply
• Purchase model (purchase, subscribe, pay per view,
rental)
• Pricing models (selective v. big deal)
• Access options (single user, multiple user)
• Archiving and post termination rights
• Maintenance fees
• Cancellation rights

e. Licensing
• Model/Standard license
• Governing laws
• Liability for unauthorized use
• Definition of authorized users
• Definition of authorized sites
• Fair Dealing (of “Fair Use”) Provision
• Termination

e. Licensing
• Refunds
• Period of agreement
• Compliance with the governing laws of the library’s
or consortium’s legal jurisdiction (province, state,
country)
• Language of license

f. Currency (e-resources with print equivalents should
not lag behind their print counterparts)
g. Value of money (e-resources should provide sufficient
added value over the print equivalent or other analog
formats, e.g., increased functionality, increased
accessibility)
… on format preferences, the policy should include the
following but not limited to :

h. Accuracy and completeness (e-resources should
reflect the identical or increased content as compared
with the print equivalent)
i. Duplication (e-resources with equivalent analog
formats may be considered if the electronic
publication is not archived and retention is expected; if
the cost of duplication is minimal, and multiple formats
best meet the needs of different users in terms of
access and convenience)
… on format preferences, the policy should include the
following but not limited to :

II. Selection and Evaluation of e-resources
… additional criteria with complex issues:
• Licensing
• Access
• Networking
• Pricing
• Ownership
• Rapid changing technology and standards
… consider the following…

… involve users by including their feedback on potential
new resources, as well as, the existing resources. Also the
library should information the users on the new e-resources
and the improvement of current e-resources
… involve consultation with staff responsible for technical
systems and services, acquisition, resource discovery
(cataloguing and access), contracts and licensing, and
service delivery

… Develop an e-resource selection and evaluation checklist
with detailed set of questions to the selector – guide for
prioritization of platforms and providers, which may include
the following:
• Content
• Technical requirements
• Method of access – stand-alone, remote via Web, local
Web mount or hosting
• Authentication – IP filtering, log in and password

• Compatibility – the platform of the e-resources should be
compatible to the existing hardware and software of the
library
• Browsers – kind of web browsers or certain versions of
web browsers
• Content format – HTML, SGML, XML, PDF, epub, etc.
for database files ; JPEG, MPEG, etc. for media formats

• Functionality and reliability
• Interface
• Search and retrieval
• Vendor support
• How well established and reliable an e-resource vendor
is and to the range of technical and user support
services they are able to provide

• Different vendor services
• Trial evaluation and product demonstration
• User training and support
• Technical/customer support and system notification
processes
• Customization
• Data archiving
• Bibliographic data provision
• Statistical reporting

III. Licensing considerations for e-resources
• e-resources require license agreement
• standard model license agreement
• Access concerns -- (authorized users and sites, method
of access, archiving policy and perpetual access, and
institutional archives/self-archiving)
• Use of electronic information resources – (permit for fair
use/dealing, ILL, pay-per-view, viewing, downloading
and printing, course packages, course reserves, user
statistics, liability for unauthorized use, and privacy and
confidentiality of user information)

• standard model license agreement
• Vendor support and technical considerations (Resource
Provider) -- (linking services, content consistency,
bibliographic data, commencement date, system
integration, technical support, notifications process,
customer support, web browser accessibility,
documentation, guaranteed up time, compatibility with
library systems, and linking to the e-resources)

• Flexibility and enhancement
• Cancellations -- (no “non-cancellation clause”)
• Value for money – (increase in price should have
increase in functionality and accessibility)
• Consistency with print equivalent – (with same or
better in quality as the print original)
• Availability – (electronic version of a serial e-resources
should be available no later than the printed one)
• Drop out clause – (withdrawal issues)

• Legal issues
• Terms of payment
• Grace period
• Governing laws
• Resource providers authority to provide access
• Language of license agreement

• other concerns not indicated in the standard license
of agreement can be placed/included in a
supplemental agreement – MOA

• Review is essential to conduct regularly because of the
rapid changes in technology: pricing and packaging of
content; continued pressure on library budgets
• To ensure the relevancy and to provide demonstrable
value for money
• Review on the available usage statistics is to help
determine if the use of the resource, when considered
alongside the associated costs, justifies retention and
renewal of the resource.
III. Review and Renewal Process

• Other renewal considerations
• changes to information provider
• changes in operating platform
• changes in access provision
• changes to pricing,
• changes to access to backfiles
• changes to the license
• changes to packaging/content available
III. Review and Renewal Process

CHED’s Proposed Requirements for Academic Libraries Common to All Programs
Proposed Requirements for Philippine
Academic Libraries Common to All
Programs…
… In relation to e-resources…
Section 4. Collection Management
A. Collection Development (CD)
1. CD is a joint responsibility of the librarians and
faculty
2. The academic library shall have written collection
development policies and program indicating the
strengths and weaknesses of the collection and a
plan of improving them.
3. The academic library shall conduct periodic review
of its existing collection using various
approaches/tools in collection evaluation.

Programs…
B. Holdings
1. Size
1.1. As a general rule, a core book collection of 3,000
well-selected titles for college libraries and 8,000
titles for university libraries (80% in print format
and 20% in electronic format) --
However, a comprehensive e-library/online
resources can be considered in lieu of above
requirements subject to accreditation/approval by
CHED.

Programs…
B. Holdings
1. Size
1.2. For every major field of specific undergraduate
program -- 5 titles per course (3 print and 2
electronic format) and additional 5 titles for each
specific course in graduate program, (3 print and 2
electronic format), of which 20% must be
published within the last five (5) years…

Programs…
B. Holdings
1. Size
1.6. Non-print materials and electronic/digital
resources shall be made available through
adequate facilities and equipments.

Programs…
Section 5. Services and Utilization
B. The services shall include, but not be limited to,
References and User Services, Circulation, Information
Literacy and User Education, Audiovisual and Electronic
Services, as well as Photocopying Services among
others

Programs…
Section 6. Physical Facilities
B. The following are the minimum requirements for library
facilities:
4. In addition, the library shall have adequate space to
house the growing collections, the proper work area
for staff, storage room, head librarian’s offices well as
areas for special services such as electronic and
audiovisual programs.

Programs…
Section 6. Physical Facilities
D. The following are the minimum requirements for library
furniture and equipment:
… Computer workstations/terminals for the users.
E. Facilities for persons with disabilities (PWD) shall be
provided.

Programs…
Section 7. Information Technology Resources and Services
A. The academic library shall have facilities for
information and communication technology and
services in adequate quantities and good working
condition for the efficient and convenient retrieval or
dissemination of local and remote information
resources by the library staff and users. This included
computers with Internet connectivity, printers,
scanners, fax machines and other electronic
communication equipment.

Programs…
B. The higher education institution library shall establish
and provide an electronic library. A dedicated library
website shall be created to advertise/promote and
access library resources.
C. Electronic resources shall be made accessible 24/7
on site or from remote storage location, in the main
campus location.

Programs…
D. Policies and procedures in selecting and evaluating the
content and use of e-resources shall be set. Qualified
staff with the requisite skills shall manage the e-library.
E. The library shall provide continuous access to electronic
resources, such as online dbases (Phil eLib), e-books,
e-journals and other e-learning resources to allow faculty
members and students to undertake research and other
academic activities.

Programs…
Section 9. Linkages and Networking
A. The academic library shall engage in internal and
external linkages.
B. The academic library shall participate in inter-
institutional activities and cooperative programs
whereby a sharing of resources is encouraged.

IFLA Key Issues in Electronic Resources Collection Development and CMO Proposed Standard Guidelines for Academic Libraries

IFLA Key Issues in Electronic Resources Collection Development and CMO Proposed Standard Guidelines for Academic Libraries

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