1. Presented by Frances Shipsey Serials Resource Management for the 21 st Century 25 February 2004 Managing Serials in the Electronic World

2. London School of Economics and Political Science A School of the University of London, founded in 1895 Specialises in the social sciences 8,000+ students of whom over half are postgraduate 600 academic and research staff

3. British Library of Political and Economic Science The library of LSE Serials collections – 10,000 current print titles, 8,000+ ejournals, c40,000 serial titles in total Serials staff 1 serials librarian 3 senior library assistants (ejournals, invoices and collection management, acquisitions and subscription management) 3.2 library assistants (they work almost half time on public service duties) 0.4 assistant librarian (cataloguing and weekend services)

4. Serials budgets for 2004 £600,000 print journals £90,000 ejournals £230,000 databases and datasets

5. Importance of serials Scholarly communication process Author – publisher – library – reader In universities academic and research staff may be involved as authors, editors, publishers, peer reviewers and readers Importance of serials for assessment of quality - research assessment, teaching quality assessment Use of serials vs other sources of information Importance varies according to academic discipline

6. Different types of serial Academic or scholarly journal, published by learned societies or academic and commercial publishers Newspapers and weekly periodicals and magazines Official serials and legal series (legislation and law reports) Annual reports Conference proceedings Statistical series Integrating resources (eg looseleaf publications)

7. Collection development Library collection development policy Serials, ejournals, databases Print - content, budgets, space, staff time, binding and preservation Electronic – content, budgets, consortial deals, different package options, licence agreements, different access routes, staff time, linking, remote access, archiving and digital preservation Selection groups and committees – library staff and/or end users Serials reviews – substitution, cancellation, frequency

8. Serials reviews - methods Local knowledge – eg via surveys or voting systems Inter-library loan requests Citation on reading lists (Sentient Discover or TalisList), Embedding in VLEs Journal Citation Reports (ISI), Ulrich’s Serials Analysis System Usage statistics (difficult with non-circulating printed collections, but possible with ejournals and COUNTER) Print vs electronic – user preferences

9. Collection management Role of Library Management System Use of subscription agent Acquisitions and subscription management Cataloguing Serials administration Stock management

10. Library management systems Originally designed to handle print subscriptions Serials staff use acquisitions, cataloguing and serials modules of LMS Bibliographic – MARC standard universally used. Serials administration and holdings records – standards not widely adopted – proprietary systems. Shortcomings of LMS for managing esources - licencing details, content management of ejournals collections, multiple suppliers (publisher, aggregator, consortium), management of access rights Many LMS suppliers now provide Resource Discovery Systems and linking packages.

11. Subscription agent Acts as one contact for many subscriptions Streamlining of invoices – ‘single’ invoice, single currency Bibliographic database Management information Additional services – consolidation, EDI, ejournal services Discounts for consortium customers

12. Acquisitions and subscription management Orders – sources of information: agent’s database, Ulrichs, publishers websites Calendar year subscriptions Invoicing/payment – subscriptions paid in advance Renewals and cancellations – mid-late summer

13. Cataloguing Generally online now – historically serials cataloguing was the poor relation in academic libraries Holdings and access information for serials increasingly important in academic libraries with increased reciprocal access SUNCAT project and other union lists of serials Serials - catalogue record maintenance – changes of title, publisher, frequency, issuing body, holdings (eg missing issues or acquisition of backsets). Ejournals records – additional changes: to URL, holdings (eg JSTOR moving wall), access rights

14. Serials administration Recording receipt of serial parts, claims, predictions Stop and start, frequency changes, merged issues, split/merged titles Non-standardised elements of LMS Data migration problems Mapping issues when participating in union catalogues Automation – checkin, EDI/email of orders and claims Additional services offered by agents/LMS suppliers - claims handling, labelling, security tagging, uploading of checkin data to LMS. Consider staff savings vs cost

15. Stock management Binding – use of LMS, when to bind, how much to bind, completed volumes, indexes, supplements Relegation – eg, from current journals collections, relegation of older serials, outhousing of older material or of titles held in electronic form Disposal of stock – to backsets companies, to other libraries via discussions lists Replacements – stock checks, user reports of missing items or missing pages, replacement orders.

16. Promotion Full cataloguing and listing on OPAC for print serials and ejournals and full list on library web pages for ejournals – the ideal Announce new titles via web pages and newsletters Library signage Journals web pages, including news, FAQs, user guides Periodicals display for current issues User guides to little known serials collections Publicity events and information skills training

17. Delivery Arrangement of printed serials in the Library current collections vs older relegated collections alphabetical arrangement by title vs subject classification Loans or reference only Routing/circulation of journals and current awareness services – replaced by ejournals and online alerting services? Ejournals – enabling access with supplier or intermediary, authentication, listing on Library OPAC and web pages, setting up linking

18. Financial management Budgetting and forecasting – agents’ and Library records and management information. Allocation of budgets to funds Securing discounts – consortial purchasing, eg LUPC, NESLI2 Price increases, serials inflation vs RPI, currency variations, ejournals (VAT) EU tendering Financial reporting – monitoring expenditure Payments – prepayment scheme or regular invoicing, invoice authorisation, purchasing cards

19. Managing electronic journals – technical aspects Cataloguing and listing OPAC – MARC records Web pages – static HTML, database underlying with live updates, 3 rd party systems such as TDNet, EBSCO A-Z, Serials Solutions, SFX. Content management integrating local updates with 3 rd party’s knowledge base. User authentication and remote access User id and password, IP address recognition, ATHENS, Single Sign On, proxy servers, eg EZProxy Linking from A&I databases and TOCs services, VLEs, and other full text – OpenURL resolvers, DOI

20. Ejournals – financial aspects Ejournals – additional to print subscription costs VAT Pricing models are complex single year or multi-year deals e-only access, ejournals free with print, % premium charged on top of print subscription, quotation based on Library’s existing print subscriptions Packages – subject/discipline based, backfiles, etc early adopter discounts, discounts based on number of consortial members No cancellation policies NESLI2 negotiations on price

21. Ejournals – legal aspects Ejournals subscriptions - licence agreements rather than traditional purchase Permitted uses governed by contract law not just by copyright law Possible restrictions on use – permitted users, remote access, use for document delivery, use in course packs and offprints, continuing access after termination of contract NESLI2 negotiations on licences and contracts – model licence To watch out for in licence agreements – jurisdiction of the governing law, statement about copyright law

22. Archiving of ejournals Research libraries have archival role for print journals, not yet for ejournals - archiving is a real concern Publishers – licence agreement terms to check Continuing access after termination of contract Continuing access if the publisher ceases to operate Time limits on securing archival copy Maintenance fees for continuing access to subscribed content Ejournals aggregators - OCLC negotiated permanent archival access to subscribed content for customers National libraries - Legal Deposit Libraries Act 2003 Digital preservation – crucial, whoever assumes responsibility for archival role

23. Scholarly communication and alternative publishing models Concerns about price increases and intellectual property rights, particularly in universities Create Change and SPARC, intellectual property rights policies, eg UCL Open access journals – alternative charging model, author pays to publish. BioMedCentral – JISC deal waives author contributions for UK academics Eprints – institutional and subject repositories Rapid form of scholarly communication replacing or complementing traditional journals? Importance of peer review and publication in journals Open Archives Initiative – maximising impact

24. Thank you www.lse.ac.uk/library f.m.shipsey@lse.ac.uk