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A shift story print to online @LAU Libraries

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The Lebanese American University Libraries started a 5 year plan for shifting serials titles from print to online. This shift was based upon the library Directors decision in 2008 by which 30% of serials collections should be shifted to online by 2013.
This presentation is a case study about the “shift to online” project. It focuses on the stages and phases of this shift with special emphasis on the importance of the team work spirit, and coordination between Electronic Resources and Serials departments. It also stresses out the importance of centralization of the Serials department which played a major role in identifying duplication (print and online). The main challenge was and still is how to handle the switch of individual titles, including the budgetary constraints.

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A shift story print to online @LAU Libraries

  1. 1. A Shift Story:Print to Online @LAU Libraries by Houeida Kammourié-Charara Electronic Resources Librarian & Roula Sfeir Hage Serials Librarian 8th Annual AMICAL Meeting and Conference Friday April 29, 2011
  2. 2. Outline• Introduction• Why change• Guidelines• How we started• Individual titles challenge• LAU Libraries Serials shift by date• Byblos & RNL Libraries Print Figures• Before & After the Centralization of Serials Dept.• Ownership, Licensing and Preservation issues• Advantages and Disadvantages of online• The Future as Seen by The Serials Dept.• Conclusion April 29, 2011 8th Annual AMICAL meeting & conference 2
  3. 3. Introduction• Mission: – The first LAU library was established in 1934. – In 2011 LAU has two libraries: Riyad Nassar Library (RNL) in Beirut & Byblos Library (BL). – Their mission “is to acquire, organize and disseminate information resources that support the academic curriculum and research needs”.• Collection: – Print collection of more than 384,000 volumes and 820 periodicals. – Subscriptions to about 136 online databases (e-books and e-journals included)• Shifting Decision: – To cope with the substantial changes caused by Information Technology (IT), LAU Libraries decided to favor the online format, and to shift its current subscriptions to online when appropriate. April 29, 2011 8th Annual AMICAL meeting & conference 3
  4. 4. Introduction (cont’d)• Phases: The shift from print to online was carried out gradually by media type. – e-books: Several library depts. worked jointly on shifting books to online, mainly those that are standing orders, and that can be part of an online package. – e-reference: Selection of items to be shifted was carried out by librarians. Encyclopedias were the first items to go online followed by other reference materials. This presentation will focus on e-journals shift and the other formats will be discussed in conferences to come. April 29, 2011 8th Annual AMICAL meeting & conference 4
  5. 5. Why Change?• To deliver better quality service with e-content.• To fulfill our user preferences and needs.• To follow the shift of the publishing business towards online: “Approximately 60% of the universe of some 20,000 active peer- reviewed journals is available in electronic form”. April 29, 2011 8th Annual AMICAL meeting & conference 5
  6. 6. Guidelines• Some “informal guidelines” were used by Serials & ERL; they are also adjusted “on the fly” by trials and errors: – e-only format to be selected for journal titles from “big” publishers (packages with reliable platforms). – Access provided through “journal aggregators should not be considered a substitute for either print or online subscription”. – Access provided electronically should have equivalent content of the print. – Online journals that are Free with print are not to be considered for the time being since their setup is time consuming. Refer to “Individual Titles Challenge” slide April 29, 2011 8th Annual AMICAL meeting & conference 6
  7. 7. Guidelines (cont’d)• The Libraries are committed to avoid any duplication of titles (print & online). However there are some exceptions: – Strong faculty demand* to keep the print. – Print is heavily used and is needed to support research. – Print offers better features specially in Art journals, i.e., images or graphics have better resolution than the e-journal. – General “popular” magazines: Few titles are kept for quick reading, e.g. Paris Match, Time, Newsweek, etc. *Any request to retain a print subscription that is included in a publishers online package will be assessed against faculty needs and LAU Libraries budgetary constraints. April 29, 2011 8th Annual AMICAL meeting & conference 7
  8. 8. How We Started• Serials and ERL Depts. worked on: – Selecting few publishers‘ packages to be switched – Consulting with Library Directors – Checking the availability of journal titles online equivalent.• *One excel spreadsheet (namely BIG FILE) was used to list all titles (clustered by publisher). – It also included correspondences, e-mails, etc. with publishers/vendors, price comparisons among different providers, directors decisions, etc.• Faculty members were not involved directly with big publishers shift, however their input was taken into consideration re cancellation of unused titles or shift of individual titles.This method was used after 2008 to avoid any leak or “fuite” of duplicate titles. April 29, 2011 8th Annual AMICAL meeting & conference 8
  9. 9. April 29, 2011 8th Annual AMICAL meeting & conference 9
  10. 10. How We Started (cont’d)• We contacted vendors and publishers for quotations: • Choice between direct subscription or via vendor: – Direct deals with publishers are preferred (when applicable). The choice will go to the vendor only if better pricing is provided.• Provost and library Directors approval was given prior to starting the shift.• Daily phone calls; e-mails; follow-up, evaluation and assessment meetings to identify print titles from publishers subscribed to by LAU Libraries;• Library Directors were informed regularly via e-mail and direct conversations about the progress of the shift process. April 29, 2011 8th Annual AMICAL meeting & conference 10
  11. 11. Individual Titles Challenge• Individual titles are divided into three categories: – Print switched to online: Medical titles were the first titles to be shifted. JAMA, Genetics, NEJM, and more. The site license was an issue. – e-only: The libraries purposely limited individual e-journal subscriptions to content unavailable in a collection due to the difficulty in maintaining them. – Free with print: The majority of LAU Libraries subscriptions are done through two major agents, but the agents did not include online access registration as part of their services . This model was not considered by the libraries due to the following: – Each publisher has its own registration requirements therefore setting up the online access is time consuming; in addition each title may have a license agreement, which needs to abide by the ERL Dept. criteria. Feedback from other universities is welcomed regarding the handling of print titles with free e-access. April 29, 2011 8th Annual AMICAL meeting & conference 11
  12. 12. Print vs. Online Cost• Shifting to online has implications on library operational budget: – Reduction of some costs, such as receipt and processing, shelving, binding, circulation, stacks maintenance. – Changing of cataloging, and catalog maintenance costs. – Addition of other costs to support tools and software used to negotiate and maintain the e-collections, namely cost of licensing, SerialsSolutions AtoZ, Libguides, and ERMS if available.• It is worth noting that journals pricing models changed dramatically from print- based with free access or a small extra amount to access the online; to online access-based, with extra charges for maintaining print. Thus the formula changed from: “print plus electronic (p+e) to electronic plus print (e+p)”• LAU Libraries are increasing its e-resources budget while maintaining that of the core print collection. April 29, 2011 8th Annual AMICAL meeting & conference 12
  13. 13. LAU Libraries Serials Shift By Date• Shift of Serials titles went through four phases: – Phase I: Between 2000 & 2004 – Phase II : Between 2005 & 2007 – Phase III : The Big Shift Decision as of 2008 – Phase IV : Strategic Plan 2008-2013 April 29, 2011 8th Annual AMICAL meeting & conference 13
  14. 14. Phase I : 2000-2004• e-only subscription model: – It all started informally. The first attempt was carried out in 2000 with the subscription to the ASM e-journals package (no previous print).• Print/Online subscription model: – This model started in 2003. The ASCE started as print only subscription between 1998-2001. – Later on it was decided to add the electronic format with keeping the print (too early to cancel the print…this was the first transition zone for LAU Serials shift) April 29, 2011 8th Annual AMICAL meeting & conference 14
  15. 15. Phase II: 2005-2007• Print to Online subscription model: – IEEE was the first package switched from print to online in 2005 (1995-2004 print only); followed by ASME package in 2006; – And finally in 2007 the ACM package was shifted gradually: – 1999 print only; – 2000-2006 print+online; – 2007 package switched from print to online• CD to online subscription model: • 2006 IFS CD was switched to online April 29, 2011 8th Annual AMICAL meeting & conference 15
  16. 16. Phase III: The Big Shift• “As part of its strategic directions and in response to major changes in IT in recent years”, the library directors in both RNL and BL decided in 2008 to shift 30% of the Serials collection to online.• The shift which was carried out informally is now scheduled on a 5 years strategic plan.• 30% should be e-only by 2013. April 29, 2011 8th Annual AMICAL meeting & conference 16
  17. 17. Phase IV : Strategic Plan 2008-2013 Print to Online• 2009: Switch of Sage and Springer packages.• 2010: Switch of Elsevier, Taylor &Francis, Wiley-Blackwell, Nature and IMF packages. – Also some individual titles: Science, BMJ, New England Journal of Medicine and Genetics.• 2011: CUP, OUP, and Emerald packages were switched from print to online – in addition to individual titles: Annals of Pharmacotherapy, JAMA, Scientific American, etc. – Exceptions: Choice Reviews Online, both formats are kept. (Transition period). April 29, 2011 8th Annual AMICAL meeting & conference 17
  18. 18. BL & RNL Libraries Print FiguresThe percentage of decrease from year The percentage of decrease from year2008 to year 2011 is 42.7%. 2009 to year 2011 is 35%. April 29, 2011 8th Annual AMICAL meeting & conference 18
  19. 19. Before & After the Centralization of Serials Dept. The Centralization of the Serials Dept. in 2008 allowed us to identify duplication between print and onlineAnnual Reviews online package (2007) INFORMS online package (2011)Two print titles were missed during the Two print titles were identified duringswitch process, they were cancelled the switch process, they were cancelledlater on: before starting the subscription: – Annual Review of Sociology – Management Science – Annual Review of Psychology – Operations Research The collaboration among LAU Librarians should be mentioned here. 8th Annual AMICAL meeting & conference 19 April 29, 2011
  20. 20. Issues We Faced• How to handle titles removed from a package? Do we subscribe to these individually? Or we cancel them? What about faculty reaction?• How to handle a non-subscribed title added to a package?• How to handle duplicate issues in both campuses? – Example: Wiley-Blackwell Model• How to handle a subscribed title shifted from print to online from one publisher and added to another publisher subscribed package? April 29, 2011 8th Annual AMICAL meeting & conference 20
  21. 21. Ownership Issues• When shifting from print to online, the ownership of material also changes. Unlike print, libraries has no local possession of an e-copy as they did with print, and do not practically own the publications.• Libraries relationship with publishers are governed through license agreements for e-resources. However “The license is not something for ownership; it is only an agreement for use. Users access content stored on remote systems controlled by publishers”. April 29, 2011 8th Annual AMICAL meeting & conference 21
  22. 22. Licensing Issues• Any LAU signed agreement should have the approval of the University Legal Dept. prior to signature.• Licenses concerning journals added to LAU ‘s subscribed databases were easier to handle. No need to renegotiate the license major clauses (unless a tremendous change has been noticed). – Elsevier, Sage, Springer and Wiley-Blackwell fall within this category.• Journals shifted and upgraded to packages with no previous agreements, should be negotiated according to LAU Libraries criteria, namely: Governing Law (NY), off-campus access, interlibrary loan permission level, walk-in users access, archival or perpetual access rights and IP authentication. – CUP and OUP fall within this category. April 29, 2011 8th Annual AMICAL meeting & conference 22
  23. 23. Preservation Issues• “With the growing number of scholarly journals in electronic format, long- term preservation of these journals has become one of the most important issues in libraries” in general and LAU Libraries in particular.• LAU Libraries rely on provisions of their signed license agreements with publishers as a “preservation insurance”. However, the Libraries are considering seriously to establish a digital preservation arrangements with Portico/LOCKSS /CLOKSS to assure preservation and long-term access to content.• One major problem with “archiving e-journals is the mergers of publishers. Several significant mergers have occurred” recently; As far as we are concerned the Libraries didn’t face this kind of problems yet. April 29, 2011 8th Annual AMICAL meeting & conference 23
  24. 24. Advantages of Online• Easy access to more content in a format preferred by users• Fast online searching vs. slow print browsing• Speed of access to articles under the same topic• “Simultaneous multi-user access”• Capability of accessing e-journals from anywhere, anytime (24/7)• Linking ability to other resources beyond user current location• Greater flexibility in terms of space utilization and planning• Decrease in the costs of maintaining print subscriptions, such as processing, claiming, shelving and binding.• Ease of management by library staff specially in generating usage statistics• Saving of the library staff time. April 29, 2011 8th Annual AMICAL meeting & conference 24
  25. 25. Disadvantages of Online• Access must be verified regularly because it can be modified or stopped without notice.• Libraries do not monitor access outages and they “rely on students and patrons to report problems”.• Resentment of users who are not comfortable with online format or otherwise preferred print versions• Workload increases – Updating catalog records to include the URL with checking dead links regularly, – Handling of print materials that continued to arrive after cancellation – Updating SerialsSolutions regularly. Coverage does not reflect real subscription access• A total dependency on online will leave users with no access to library resources in case of internet interruption. April 29, 2011 8th Annual AMICAL meeting & conference 25
  26. 26. What We Have Learned• After the completion of several packages shifts we learned to: – Check shifted serials titles one by one in every single vendor/publisher correspondence. – Be very careful when negotiating a license agreement: sometimes you may have discrepancies between version approved by LAU legal dept and the final version provided by publisher. – Check online access regularly to track any interruption. – Listen to our users and adapt to the change in their expectations .• The key factor in the success of this project is the high level of cooperation and collaboration among concerned depts. NO ”TERRITOIRE” anymore.. ALL are involved… April 29, 2011 8th Annual AMICAL meeting & conference 26
  27. 27. The Future As Seen By The Serials Dept.• We need to become more critical, more selective and less collection oriented than in the past.• Print will not die. There will be an increase of reading for pleasure.• The role of the Serials Librarian will be more service-oriented.• To have smaller but dynamic print collection while increasing the e- collection gradually.• 250 print titles in each campus by 2013. April 29, 2011 8th Annual AMICAL meeting & conference 27
  28. 28. Conclusion• Shifting the library collections from print to online is a trend that no library can ignore anymore.• Evaluating journal collections is an on-going process, as well as communicating with library users to receive feedback about e-only plans.• Finally sharing the library success shift story is very important in order to allow other libraries to benefit from case studies and exchange experiences. April 29, 2011 8th Annual AMICAL meeting & conference 28
  29. 29. ReferencesDraft policy: Canterbury Medical Library proposal to shift journals from paper to online. (2008?). Retrieved April 4, 2011 from http://www.otago.ac.nz/christchurch/otago011712.pdfFortini, T. (2007). Going online: Academic libraries and the move from print to electronic journals. Library Student Journal. Retrieved April 13, 2011, from http://www.librarystudentjournal.org/index.php/lsj/article/viewFile/53/85Ho, A. K., & Toth, J. (2008). Making the switch from print to online: Why, when and how? Librarian & Archivist Publications, paper 2. Retrieved April 4, 2011, from http://ir.lib.uwo.ca/wlpub/2Johnson, R. K., & Luther, J. (© 2007). The E-only tipping point for journals: What’s ahead in the print-to- electronic transition zone. Washington, D.C.: Association of Research Libraries. Retrieved April 4, 2011, from http://eprints.rclis.org/bitstream/10760/11127/1/Electronic_Transition_final.pdfLeonard, K. (2008). From predictability to managed chaos: Managing the change from print serials to electronic resource management – Indiana University, Kokomo Campus Library. In J. Hurlbert (Ed.), Defining Relevancy: Managing the New Academic Library (pp. 200-212). Retrieved April 3, 2011, from https://scholarworks.iu.edu/dspace/bitstream/handle/2022/6467/FromPredictabilitytoManagedChaosWeb. pdf?sequence=1 April 29, 2011 8th Annual AMICAL meeting & conference 29
  30. 30. References (cont’d)Making the switch from print to online. [Presentation]. The University of Texas Libraries at Austin. (n.d.). Retrieved April 4, 2011 from http://www.slideshare.net/jillemery/making-the-switch-from-print-to-onlineMoghaddam, G. G. (2007). Archiving challenges of scholarly electronic journals: How do publishers manage them? Serials Review, 33(2), 81-90. Retrieved April 13, 2011, from Science Direct database.Policy on the transition from print to online journals: University of Uttawa Library. (200?). Retrieved April 4, 2011, from http://www.biblio.uottawa.ca/content-page.php?g=en&s=biblio&c=abt-ptq-transPrabha, C. (2007). Shifting from print to electronic journals in ARL university libraries. Serials Review, 33(1), 4-13. Retrieved April 13, 2011, from Science Direct database.University Libraries, University of Illinois at Urbana-Champaign Guidelines for Switching from Print to Electronic Journals. Retrieved April 4, 2011, from http://www.library.illinois.edu/administration/collections/policies/Guidelines_for_Switching_from Print_to_Electronic_Journals.pdf April 29, 2011 8th Annual AMICAL meeting & conference 30
  31. 31. Thank YouTogether We Can Do Better…Et Beaucoup Mieux‫شكرا‬ Roula S. Hage Houeida K. Charara Nelly Aswad April 29, 2011 8th Annual AMICAL meeting & conference 31
  32. 32. What about this?April 29, 2011 8th Annual AMICAL meeting & conference 32