Portland State University PDXScholar Library Faculty Publications and Presentations University Library 10-2019 Techniques for Electronic Resource Management: TERMS and the Transition to Open Jill Emery Portland State University, [email protected] Graham Stone Jisc Peter McCracken Cornell University, [email protected] Follow this and additional works at: https://pdxscholar.library.pdx.edu/ulib_fac Part of the Library and Information Science Commons Let us know how access to this document benefits ou.y Citation Details Emery, J., Stone, G., & McCracken, P. (2020). Techniques for Electronic Resource Management: Terms and the Transition to Open. Chicago: American Library Association. 10.15760/lib-01 This Book is brought to you for free and open access. It has been accepted for inclusion in Library Faculty Publications and Presentations by an authorized administrator of PDXScholar. Please contact us if we can make this document more accessible: [email protected]. TECHNIQUES FOR ELECTRONIC RESOURCE MANAGEMENT From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. ALA Editions purchases fund advocacy, awareness, and accreditation programs for library professionals worldwide. From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. TECHNIQUES FOR ELECTRONIC RESOURCE MANAGEMENT TERMS and the Transition to Open JILL EMERY GRAHAM STONE and PETER McCRACKEN CHICAGO 2020 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. Available in print from the ALA Store and distributors. 2020 © Jill Emery, Graham Stone, and Peter McCracken Creative Commons Attribution-Noncommercial 4.0 International (CC BY-NC 4.0). Extensive effort has gone into ensuring the reliability of the information in this book; however, the publisher makes no warranty, express or implied, with respect to the material contained herein. ISBN: 987-0-8389-1904-0 (paper) Library of Congress Cataloging-in-Publication Data Names: Emery, Jill, author. | Stone, Graham (Librarian), author. | McCracken, Peter, author. Title: Techniques for electronic resource management : TERMS and the transition to open / Jill Emery, Graham Stone, and Peter McCracken. Description: Chicago : ALA Editions, 2020. | Includes bibliographical references and index. | Summary: “Growing open access options, big-deal price pressure, fluid ebook purchasing models. You need a framework for managing the many details of your online material. TERMS – Techniques for Electronic Resource Management Systems – gave you one. Now its creators, mining 5 years of notes and with input from many voices in the field, have updated their influential life cycle model. In six sections you will circle through selection, procurement and licensing, implementation, troubleshooting, evaluation, and preservation and sustainability. The book’s structure supports easy reference whether a single team manages electronic resources or if responsibility is spread across the library organization. Each section breaks into six categories which in turn give guidance in three areas: Basic (80 percent of issues with electronic resources), Complex, and the growing universe of Open Access resources”— Provided by publisher. Identifiers: LCCN 2019024842 | ISBN 9780838919040 (paperback) Subjects: LCSH: Libraries—Special collections—Electronic information resources. | Electronic information resources—Management. | Open access publishing. Classification: LCC Z692.C65 E47 2019 | DDC 025.2/84—dc23 LC record available at https://lccn.loc.gov/2019024842 Cover design by Kim Thornton. Text design in the Chaparral, Gotham, and Bell Gothic typefaces. This paper meets the requirements of ANSI/NISO Z39.48-1992 (Permanence of Paper). Printed in the United States of America 24 23 22 21 20 5 4 3 2 1 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. Contents List of Illustrations ix Acknowledgments xi 1 | What’s New with TERMS 1 Influence of TERMs 3 Intention 4 Structural Updates 4 Audience 8 Design 9 Notes 11 2 | Investigating New Content for Purchase and Addition 15 Introduction 15 1. Request 16 2. Developing Selection Criteria 21 3. Completing the Review Form 24 4. Analyzing and Reviewing 27 5. Establishing a Trial and Contacting Vendors 28 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, / v by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. vi / CONTENTS 6. Making a Decision 30 Notes 32 3 | Purchasing and Licensing 35 Introduction 35 1. Establishing Negotiation Criteria 37 2. Common Points of Negotiation in License Agreements 40 3. License Review and Signature 47 4. Negotiating and Renegotiating Contracts 49 5. Working with Other Departments and Areas on Resource Contracts 54 6. Recording Administrative Metadata 56 Notes 58 4 | Implementation 63 Introduction 63 1. Access 65 2. Descriptive Metadata Management 74 3. Administrative Portals and Metadata 79 4. Subject Portals, Reading Lists Management Systems, Courseware, and Local Digital Collections Discovery 80 5. Testing Access 83 6. Branding and Marketing 84 Notes 86 5 | Troubleshooting 91 Introduction 91 1. A Systematic Approach to Troubleshooting 93 2. Common Problems 98 3. Metadata 105 4. Tools for Troubleshooting 107 5. Communication in Troubleshooting 110 6. Negative Impact of End Users Giving Up 113 Notes 114 6 | Assessment 117 Introduction 117 1. Performance of the Resource against the Selection Criteria and Troubleshooting Feedback 119 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. CONTENTS / vii 2. Usage Statistics 125 3. Cost per Download 130 4. Non-Traditional Bibliometrics 133 5. Consultation 137 6. Cancellation Review 141 Notes 144 7 | Preservation and Sustainability 151 Introduction 151 1. Choosing What to Preserve and Sustain 152 2. Developing Preservation and Sustainability Plans 157 3. Metadata Needed for Preservation 160 4. Local Preservation Options (Servers, Media Drives, LOCKSS/ CLOCKSS, MetaArchive) 163 5. Cloud-Based Options (Archive-It, Portico, Media Portals, DPLA Hubs, Shared Preservation Structure) 164 6. Exit Strategy 166 Notes 171 8 | Conclusion 179 The Next Major Collection Topic: Data and Other Scholarly Outputs 180 The Next Major Procurement and Licensing Topic: Significant OA Growth 181 The Next Major Implementation Topics: Knowledge Bases and Persistent Identifiers 182 The Next Major Troubleshooting Topic: Web Browser Plug-ins 183 The Next Major Assessment Topics: COUNTER Release 5 and Book Data Enhancements 183 The Next Major Preservation Topic: Preservation of Non-Traditional Scholarly Outputs 184 Open Access as a Real Alternative? 184 Notes 187 Glossary 191 About the Authors 197 Index 199 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. Illustrations Tables 2.1 Examples of Institutional and Consortial Collection, Management, and Development Policies 18 3.1 Negotiation Deal Breakers 41 5.1 Decision Grid to Support Problem Reporting 95 5.2 Browser Rubric 103 6.1 Negotiation Deal Breakers 120 7.1 Resource Retention Chart Example 153 Figures 1.1 Pesch’s Electronic Resources Lifecycle 1 1.2 TERMs Version 1 2 1.3 OA Tube Map 3 1.4 Open Science Is . 7 1.5 Subdivisions of TERMs Sections 10 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, / ix by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. x / ILLUSTRATIONS 2.1 UC Libraries Star Team Transformative Scholarly Communications Initiatives Review Process 26 3.1 Example License Agreement Signature Relationship 48 3.2 Checklist for Tender or RFP 49 3.3 Administrative Metadata to Capture 56 4.1 PassKey from Cornell University 72 4.2 Portland State University Library Accounting and Finance LibGuide 81 4.3 Contextually Aware Library Widget for D2L (Desire2Learn) at Portland State University 82 5.1 Sample Web Form for Error Reporting #1 94 5.2 Sample Web Form for Error Reporting #2 96 5.3 University of Strathclyde, Library eResources Status Web Page 111 5.4 Oregon Health & Science University, Workshops: Research Communication and Impact 114 6.1 Tools Regularly Used by Respondents 134 6.2 Metrics Toolkit Logo 135 From Techniques for Electronic Resource Management: TERMS and the Transition to Open, by Jill Emery, Graham Stone, and Peter McCracken (Chicago: American Library Association, 2020). © Jill Emery, Graham Stone, and Peter McCracken. Acknowledgments his version of the content grew out of conversations and interactions and from