ALIA forum on purchasing agreements and licensing Overview

ALIA forum on purchasing agreements and licensing Overview report on Forum held in Adelaide, 28 th July 2004 to VATL MIG, 10 th Sept 2004, Ballarat. Annie Yee Information Database Librarian Holmesglen Information Commons

Program Summary w Forum outline – Susan Magnay, ALIA Manager, Planning Policy Chair w Keynote address – Purchasing and licensing issues Moyra Mc. Allister, convenor, ALIA Purchasing and Consortia Reference Group w Session 1 – Key issues for libraries and users Panellists: Silvia Muscardin, Tania Paull, Sue Rockliff Facilitator: Philip Keane w Session 2 – Key issues for vendors & copyright/IP owners Panellists: Alex Pring, Deirdre Mc. Nally, Tim Burke, Janette Wright Facilitator: Jay Glaisyer

Keynote Address Moyra Mc. Allister Negotiating Licences & acquiring e. Resources w Selection process n n n collection development policy for e- material check list covering content, format, access, privacy, archiving, liability, free of charge vs. subscription w Negotiation process n n Cost - sites, users, multi-format discounts Terms & Conditions : l l n Availability – recompense when content changes? Archives – access when sub finishes? Copyright vs. Contract l l l Reproduction Re-distribution Interlibrary loans …

Keynote Address cont… w Pros and Cons of Consortia • • Pros – better discounts, expertise in negotiation, centralised billing, decreased admin cost Cons – slow due to party members Managing products – archiving, maintenance, hardware cost, hidden costs of printing, training, etc. Are you better off on your own? w Delivery • • • Online – password, IP or both CD networked One stop shop (delivery through a gateway) w Using • • Training a big issue 70% of information purchased is never used

Key Issues for Libraries and Users 1 st SPEAKER w Silvia Muscardin, Australasian Regional Association of Zoological Parks and Aquaria (ARAZPA) n Challenges for a specialised library l l l Content - information for different species Geographically dispersed Users are still very paper based Finances & Administration Public & private institutions - government policies which again differ from country to country

Key Issues for Libraries and Users 2 nd SPEAKER w Sue Rockliff, The Queen Elizabeth Hospital Library n Archiving e. Journals l l n n n Do Specialist libraries need to do it? Do Specialist libraries want to do it? Focus on ‘Just in time’ instead of “Just in case” Focus on the user rather than the product Role of publishers Role of OCLC, National Library Remote access to electronic resources through South Australian Health Services Libraries Consortium ( SALUS)

Key Issues for Libraries and Users 3 rd SPEAKER w Tania Paull, Public Libraries Automated Information Network (PLAIN) Central Services n n n Library consortium acquisition, cataloguing, processing and distributing software South Australian Public Library Network access to EBSCO, Book. Data, Health & Wellness, health is a big area, future possibilities for Business, science, IT Issues: l l n n What to buy? What is most effective? Ease of access (password networked) Problems: Students with public library bar code but school do not have subscriptions

Key Issues for vendors and copyright/IP owners w Panellists : n Alex Pring, Lexis. Nexis n Deirdre Mc. Nally, EBSCO n Tim Burke, Infotrieve n Janette Wright, RMIT Publishing w Facilitator : Jay Glaisyer, Swets

Why consortium? n Affordable resources l n n Investigate longer term strategies? Alternatives to affordable resources l l n unmediated document delivery enhance existing inter-library loans service Is this going to be a buying club? l n Is this just a cheap model? opt in/opt out? Where does it fit into VATL’s Strategic Plan?

Collaborative Framework TAFE VC existing platform is matured & funded, upload onto TAFE Virtual Library? n Existing providers of education & training n Gulliver? CAVAL? n Interested TAFEs from other states? n National TAFE Consortium, State TAFE Consortium? w Collaborative approach for a research information infrastructure n n Open URL – SFX and Meta. Lib

Some existing services n TAFE Frontiers l l n Ed. NA Online l l l n n TAFE VC Australian Flexible Learning Framework VOCED, Vocational Education and Training Research Database Picture. Australia MERLOT, Multimedia Educational Resource for Learning and Online Teaching GEM, Gateway to Educational Materials ABC Online The Government Education Portal VOCED ANTA

Requirements: n n n Sustainability - Strong advocacy, leadership, commitment , ownership & management Cohesive team from various TAFEs Communication – for clarity, transparency, etc. Funding Technical aspects on portals, product functionality, infrastructure, etc. Partnership/building relationships with vendors

Complexity of Requirements n Evaluating products against individual… l l n TAFE needs, different courses, subject area, etc. What about TAFEs that are using Uni’s resources Technical support at individual TAFEs l l certain software may be necessary for readability authentication issues what is the IT strategy at each TAFE network infrastructure, firewall issues, etc

Challenges: n Funding l l n Relationship between the purchasers and suppliers l n seed funding eg. for CAUL & Gulliver, then subsequent ongoing arrangements. Or continual support, e. g. CASL from the National Library trust & understanding for long term business partnership Licences l l l Concurrent users preferred over site licences? Problems with joint use libraries Training staff on conditions of use/licence issues/copyright

Further Issues: n n Danger of vendor becoming a monopoly in the consortium Unnecessary pressure to stay on when products have changed contents OR other TAFE wants it and waiting on your decision. Shifting mindset Is it easier to go it alone ?

Recommendations w If VATL confirms setting up consortium, then…. . n establish a framework for a consortium suitable to the needs of TAFE libraries l l identify issues and options for implementation amongst the participating TAFEs develop suggestions, strategies and action to support that implementation recommend electronic products with appropriate evaluation tool identify issues in negotiating licences

Recommendations …cont w Practical steps: n n n Small working party Collate information on Victorian TAFEs subscriptions. (What) Ascertain which subscriptions are through consortia and which are on individual purchase. (How) Evaluate which TAFEs are deficient. (Who) Investigate possibility of 2 tier system l l Consortium for general reference, minimum TAFE needs? Individual decisions on specialised area?

Sites of Interest w AGLIN, Australian Government Libraries Information Network (formerly FLIN) w ALIA purchasing and consortia reference group w ALIA CIPS, Co-operative Information Purchasing Service w CASL Consortium w CEIRC, CAUL Electronic Information Resources Committee w Gulliver w ICOLC, International Coalition of Library Consortia w SALUS, South Australian Health Services Libraries Consortium

w Where to from here? w 10 th Sept 2004