The document summarizes the workflows and challenges of academic library acquisitions at The Ohio State University Libraries. It outlines the divisions of print and electronic acquisitions departments and their staffing. It also discusses the shift to primarily electronic resources, licensing issues, various pricing and purchase models for e-journals and e-books, and tools used. Major challenges addressed are big deal packages, aggregators vs. publishers, perpetual access, and adapting selection and policies to the evolving digital environment.

1. Academic Library Acquisitions: Workflows and Challenges Barbara Dunham Serials & Electronic Resources Librarian Dracine Hodges Interim Head, Monographs Department The Ohio State University Libraries March 2, 2011

2. Agenda Introductions Print Acquisitions - Monographs - Continuations E-Acquisitions Licensing e-Serials e-Books Concluding Remarks Questions

3. The Ohio State University Libraries $10 million for OSU collections Acquisitions divided between Monographs Department and Serials/Electronic Resources Department Monographs Department staffed with 1 librarian and 13 staff members Serials/Electronic Resources Department staffed with 1 librarian and 2 staff members Supported by Systems Librarians and IT

4. Digital vs. Other Formats $8 million serials allocation $2 million monographs allocation 72% of serial expenditures were for digital formats 17% of monograph expenditures were for digital formats

5. Membership Impact State funded and member funded Committee on Institutional Cooperation (CIC) – the twelve, soon to be thirteen Big Ten universities regional service provider for OCLC

6. Print Acquisitions

7. Some Key Components of Monographs Acquisition Work Bibliographic Verification Vendor selection: Cost, Speed, Services Fund designation Payment (Invoice, P-card) Receipt and Copy Cataloging Auditing Compliance

8. Monographs Selection Methods Virtual Approval - GOBI 3, Aux Amateurs, Harrassowitz Firm Orders - Millennium Gathering Plans - Worldwide, Cassalini, Hogarth, Kenny Gifts - Highlights, Rudolph, Unsolicited

11. Some Key Components of Serials Acquisition Work Agents or Aggregators Careful budgeting, encumbered funds Renewals Inflation and serial prices problem

12. E-Resource Acquisitions

13. Arrival of Electronic Format Serials staff entered the e-revolution before other library departments Journals were a natural fit for the online environment Databases fit more cleanly into serials work than anywhere else

14. Licensing – The Barrier to Acquisition Licenses began to appear in early-mid 1990s Complex legal contracts designed to protect publisher interests Librarians soon learned not to sign these contracts without appropriate negotiations and began to push back

15. Role of the Agent/Publisher Still have an important role to play More challenging work than ever to track variant pricing models and up charges Working to enter the licensing arena as agents between libraries and publishers Developing new online self-service systems for library clients with automatic report generation and direct ordering/claiming

16. Electronic Journal Pricing Models Free with print subscription Combined format price Online format only Backfile -included with current subscription -rolling backfile -acquire for an additional charge

17. Database Pricing Models Per search Number of Full Time Equivalent (FTE) students Number of faculty and students by discipline Carnegie classification Tiered pricing: size, budget, FTE, institutional type Number of simultaneous users

18. E-Serials Selection Methods Database content Open access content (Free) Local acquisition/identification projects Purchased/leased collections Consortia OSU

19. Management of E-Resources New responsibility for most acquisitions and serials staff Tools for a toolkit may be acquired from many different vendors Maintenance of A-Z ejournal and database lists Troubleshooting and customer service Usage data

20. Tools of the Trade Millennium Modules Serials Acquisitions ERM (Electronic Resource Management) Connexion Online Catalog Vendors Serials Solutions

22. Major Issues Now Big deal packages – good or bad? Aggregators vs. publishers ERAMS providers Perpetual access or archival rights Ownership vs. access Explosion of interlibrary loan

23. E-books, an Acquired Taste Electronic monographs began slowly, but gaining momentum Print vs. electronic publishing problematic E-books are becoming more ubiquitous and demand is increasing Some disciplines slower to adopt

24. Evolution of User Attitudes and Expectations Technology improved, user expectations changed Users now demand online access 24/7 accessibility OSU LibQUAL trend data has allowed us to watch this progress

26. Re-evaluation of Selection Libraries spent significant amounts of time selecting e-resources Selection and acquisition methods must sync with expectation that academic libraries collections budgets will be largely spent on electronic formats Some libraries are placing selection in the hands of end-users

27. E-Book Purchase Models One-time purchase (perpetual access) Lease/subscription access Packaged content model Open access E-book approval plans Patron-driven acquisition (PDA)

28. Patron Initiated Acquisitions Suggestion box, ILPOD, Netlibrary, ebrary ILL requests approved for purchase Purchases automatically triggered based on usage measured by page views, copies, and prints. Some libraries have begun using this model for 50% of acquisitions.

29. Policy & Processing Issues Licensing Concurrent users v. single use Restrictions on use ILL rights Access Provision of URLs Authentication method functional Multiple vendor platforms

30. Acquisition Issues Communication critical in increasingly complex work environment Tools and procedures are paramount for communication management and collaboration -ERM, Serials Solutions -Close Vendor Relationships -Streamlined Workflows

31. Hard Questions Should I use an agent or go directly to the publisher? Is it possible to have an all electronic collection?

32. Concluding Remarks E-resources acquisitions today present enormous management challenges. The continuing transition from print to e-resources is changing the work and the workflows. Challenges will manifest in collection development philosophy and budget allocation.

33. Thank You! Barbara Dunham E-mail: [email_address] Dracine Hodges E-mail: [email_address] The Ohio State University