CEIRC (CAUL Electronic Information Resources Consortium)

Datasets Coordinators’ Meeting, Brisbane QUT Gardens Point Campus, 11 February 2013

Chair: David Wells Notes: Michael Gonzalez

In Attendance

Diane Costello CAUL Rachael Bahl Australian Catholic University Lisa Bradley Australian National University Gail White Bond University Samantha Rannard Central Queensland University Sonya Pennington Charles Darwin University Deidre Boland Charles Sturt University David Wells Curtin University Julie Clift Curtin University Susanne Glynn Deakin University Gill Blacket Flinders University Belinda Nicolson-Guest Griffith University Paul Jensen Griffith University Neil Renison| James Cook University Alison Bates La Trobe University Eva Fisch La Trobe University Kirsten Versendaal Macquarie University Robert Stafford Monash University Sue Dowling Murdoch University Colleen Cleary Queensland University of Technology Anne Loria Queensland University of Technology Domenic Iannello RMIT University Anne Bannerman Southern Cross University Bronwyn Kohlman Southern Cross University Debbie Storz Swinburne University of Technology Anna Gill University of Adelaide Helen Taylor University of Canberra Stephen Cramond University of Melbourne Mardi Cook University of New England Bruce Munro University of New South Wales Bronwen Thomas University of Newcastle Melissa Wildman University of Newcastle Majella Pugh University of Queensland Dell Schramm University of Queensland Eleanor Thomas University of South Australia Alison Hunter University of Southern Queensland

Page 1 of 7 Nancy Li University of Sydney Debra Wilson University of Tasmania Brenda Linn University of Technology, Sydney Alison Storey University of the Sunshine Coast Abby Asomani University of Western Australia Michael Gonzalez University of Western Sydney Alison Pepper University of Wollongong Gillian Laughton Victoria University Judi Kercher Massey University Jo-Ann Cowie Massey University Marilyn Fordyce University of Otago Ross Hallett University of Waikato Joy Dick AgResearch Ltd Christina Tian ANSTO Diana Sargent ANSTO Jacqui Porter CSIRO Peter Hughes Unitec (NZ)

Apologies were received from:

Edith Cowan University University of Ballarat University of Notre Dame Australia Lincoln University University of Auckland University of Canterbury AIMS Avondale College DSTO Industrial Research Ltd (IRL) Landcare Research National Institute of Water and Atmospheric Research (NIWA) Open Polytechnic of NZ (OPIT) Scion Research (Forest Research) Therapeutic Goods Administration (TGA)

Andrew Wells (University of New South Wales), Randy Kiefer (CLOCKSS), Katherine Jones (Informit EduTV) and Dan Hamid (Alexander Street Press) were also in attendance for selected presentations. Introduction David Wells welcomed attendees and introduced Majella Pugh as the new CEIRAC representative.

Diane Costello gave an overview of the role and expectations for datasets coordinators (DSC) highlighting the following: - Datasets coordinators are the main contact between CEIRC and institution; - Datasets list is the main point of contact between CEIRC and Datasets Coordinators; - Institution specific information is only communicated to the datasets coordinator any replies should be directed through the datasets coordinator (or cc’d if absent) - Any questions for CEIRC should be channelled through the datasets coordinator - Attendees were reminded of the CEIRC program resources page http://www.caul.edu.au/caul-programs/ceirc/ceirc-resources

Minutes of previous meeting The minutes of the meeting on the 6th of February 2012 were accepted as a true record.

Matters Arising Western Australian Group of University Libraries (WAGUL) monographs agreement update (12 month update). - Single monographs vendor selected (Ingram Coutts) for the period of 2012 – 2014 - Key criterion was the electronic resource support systems offered - The following was noted (Curtin University Library perspective): o Benefits . Single preferred vendor agreement has allowed for a streamlined acquisition processes; . Profiling mechanism has been implemented; . Single Currency invoicing in AUD; . Integrated agreement with ALS has allowed for the provision of Australian Materials. o Challenges . Promised system development has not been delivered as rapidly as expected; . End user access to OASIS (ordering system) is still not as robust as required; . Integration of eBook titles into OASIS has not been as rapid as expected. o Issues with Coutts raised by other attendees included: . Speed of invoicing; . GST/VAT/TAX not clear; . Issues relating to the licensing of eBooks and the enforcing for the user limits; . Questions around the inclusion of EBL books in OASIS.

DSC mentor program Michael Gonzalez provided an update of the mentor program and invited new DSCs to contact him if they would like to take part in the program.

Page 3 of 7 Journal Archives Missing Content: Gill Blacket – Flinders University It was noted that there was missing content from Purchased journal archives for the following reasons - Title transfers; - Archive ‘coming soon’ that was never delivered; - Patchy content where only some content was included; - When titles transferred – no access was provided on the new platform until claimed; - Poor scanning.

The proposal was made to share information amongst members when this analysis was done. Included in this discussion was the possible consideration for: - Licence clauses for content that has moved (notification/penalties); - Central point of communication; - Central register for titles that have moved; - Go8 style of last copy analysis across the sector.

Diane Costello raised the following: - Proposal: 3-4 people to create a framework for how the archive of transfers will be handled; - TRANSFER code of practice: Attendees were asked to provide comment by the end of month to CEIRAC representatives; - JISC KB+ project as a possible solution; - Model Clauses to be provided for Diane if wanted to include in licences; - PORTICO/CLOCKSS post subscription access is important; - it was agreed that the CAUL website could be used for shared content, though others suggested using a wiki.

ACTION: Gill Blacket to form a working party to identify issues and provide possible solutions to issues relating to missing journal content.

Suggestions for new resources to consider for CAUL consortia purchase - Lynda.com: not interested in dealing with CAUL. CAUDIT pursuing its inclusion in a package of resources being available via one of their potential agreements. - WRDS; Bureau Van Dijk; Compustat; WRF: were mentioned for potential consideration however access is generally account based. - RPDATA (discussed with little interest from attendees); - NearMap (discussed with little interest from attendees);

CEIRC program rationalisation - Diane Costello An overview of the CEIRC rationalisation program was given the following was noted: - Process of contacting vendor instead of CEIRC (as specified) has reduced the amount of work; - CEIRC is now focused on streamlining invoicing processes. Ongoing subscriptions outside of the annual cycle are considered feasible. There is a preference for one-off purchases to be completed directly with the vendor; - When the vendor is the point of contact, there is no need to inform CAUL what an institution has agreed to – this will be done post process by the vendor in a single document; - Vendors who propose new licences are being asked to highlight changes; - New proposals should include changes tracked so Diane can inform DSCs accordingly; - Oxford Journals (draft) proposal: CEIRC is still working with Oxford to get to a resolution on a new agreement. CEIRC will continue to use the current agreement until there is a resolution (current spend + 3% + transfer titles). - DSCs were reminded that when sending access issues to publishers to do the following: o Clarify issue and institution in subject line; o Include details such as URL, IP range being used, screenshot if possible; o Include a good description of the issue.

DSCs noted: - Sometimes it is hard to know whom it is that you are dealing with CAUL or vendor direct. It is not clear at times e.g. CUP, HCN – Diane noted that HCN is not interested in working with CAUL any longer. Diane reiterated the need to check email notifications, email archive and CAUL site for contact details.

CEIRC resources and price rises - Diane Costello Negotiations regarding prices and licence terms are still time consuming. When there is an unreasonable increase in price, it was recommended that datasets coordinators raise issues directly with vendors – CEIRC can only do so much.

Implementing New-Generation Resource Management: implications for organisational structures and workflow- Julie Clift Julie Clift provided an overview of her CAUL international travelling fellowship project related to the impacts on practices related to next generation Library management systems. Slides with key findings are available at: http://www.caul.edu.au/about-caul/caul-meetings/datasets-meetings/dcs- meeting2013

Discussions regarding staff anxiety relating to the implementation of a new system provided no clear techniques for dealing with the issue. Libraries that were visited pointed to this as a major issue. Additionally, the migration from Verde to ALMA was not found to be a smooth process and the sharing of experiences was highlighted as important particularly within our region as more universities switch Library Management Systems.

CAUL is currently looking at consolidating information regarding which university has which system (ILMS, ERMS). DSCs were asked to refer to http://informationtechnology.org if this information was needed earlier.

Julie thanked CAUL for the opportunity, Curtin for the time allowed to produce the report, the sites involved in the review and DSCs for time provided.

Page 5 of 7 Undoing the big deal – developments with licensing models - Report on activities of Pricing Proposals Taskforce - Andrew Wells

Slides are available at: http://www.caul.edu.au/about-caul/caul-meetings/datasets-meetings/dcs- meeting2013

Andrew highlighted the complexities of unpacking packages and the expectations that need to be managed, considerations to be made and the advantages that will be gained. The negotiating principles were presented within this context of consistency of approach and message. A key issue was the use of FTE and multiple sites in pricing which act as a method of double charging. Case studies regarding models and application of principles were presented to highlight the complexity of un-packing the big deal. Andrew thanked coordinators for their work.

Questions arose regarding the following: - Leveraging amounts paid to publishers in order to subsidise article-processing charges. The difficulties were found in the mandates that are still being generated by institutions. Additional issues were identified in author agreements; - FTE vs. Sites: CEIRAC will be examining this further in the context of discouraging what was described as ‘double dipping’.

Innovation in Acquisitions/Collection Development: Library Perspectives

E-Preferred Strategies at Deakin - Susanne Glynn - Presentation available at: http://www.caul.edu.au/about-caul/caul- meetings/datasets-meetings/dcs-meeting2013 - It was noted that the eBook landscape is changing - Expenditure changes (print is not lower than electronic) - Spaces are changing as less print books are added to the collection - The earlier E-automatic model was presented where electronic items were automatically purchased with a print copy only ordered if specified. - When moving to streaming video, there is a conscious effort being made to weed digital versions from the shelf. - Managing user expectations relating to e-preferred was discussed in relation to when people want print.

Online Video at QUT - Colleen Cleary/Anne Loria - Presentation available at: http://www.caul.edu.au/about-caul/caul- meetings/datasets-meetings/dcs-meeting2013 - Outline of Kanopy PDA trial and associated workflows - Marketing and promotion were important to the success of the program, Kanopy assisted with this. - Content and availability were key barriers to use so the trial was extended. - Usage was identified as an issue – some DSCs noted that there was a lack of usage

Innovation in Acquisitions/Collection Development: Vendor Perspectives

CLOCKSS - Randy Kiefer - Getting publishers and content is a key issue – has been difficult in the past. - Both Journals and eBooks are included in the collection. - The LOCKSS system was discussed as an option for institutional repositories. They are currently working with universities in the USA to determine feasibility of offering the service to academic libraries for archival of institutional repositories. - Institutional data is currently being added to the repositories and CLOCKSS are working with larger bodies in Europe and USA to systematically capture raw research data.

Informit EduTV - Katherine Jones - Content is streaming direct to a range of devices. The product is predominantly based around Australian factual and informative free-to-air programming. - Key features of the database were presented: o Searchable captions, titles and descriptions; o Grouping by learning areas (subjects) – based on curriculum areas; o Resources and study guides for titles available; o Approximately 80 titles added weekly; o Authentication based on IP. Playlists and clips are based on individual registration. o Some of the limitations included: . No low-bandwidth option for mobile devices; . Not cross searchable with Informit content (under negotiation).

Alexander Street Press (ASP) - Dan Hamid - Slides available at: http://www.caul.edu.au/about-caul/caul-meetings/datasets- meetings/dcs-meeting2013 - Key developments were presented –enhancements to music products will allow for additional functionality similar to that related to video. Mobile device compatibility and transcription is currently being developed. - Outbound discovery: Feely available web based video will be available to be incorporated into collections – metadata will be added. Still in its infancy with ASP looking for development partnerships.

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