Electronic resources purchase principles

The library maintains a large collection of electronic databases, electronic journals and E books and other electronic resources in support of the teaching and research needs of staff and students of the University.  The library is keen to work with its client groups to ensure that its collections meet the needs of all users and those purchases are cost effective.

To assist in this process the following principles have been developed to guide the decision making process:

The library’s preference when purchasing electronic resources is as follows:

1. The library purchases electronic resources to support the teaching and research programs of the University.
2. Content should be relevant to more than just a few users.
3. Overlap with existing subscriptions should be kept to a minimum. Where there is substantial overlap with other electronic resources the continuation of subscriptions for overlapping electronic resources needs to be justified.
4. There should be minimal requirement for special set up or software installation on specific PC's.
5. Electronic resources should be accessible through the library
6. Wherever a database is non web based it should be networkable on library computers (not standalone).
7. Electronic resources should be web based products. Non-web based electronic resources should be avoided.
8. The electronic resources can be readily supported by subject librarians and reference staff, without the need for a high level of subject knowledge.
9. The electronic resources should be continuously updated (rather than one-off purchases of data), except for archival material.
10. A preference is given to multi-campus off and on campus access, including South Africa and Malaysia if possible, using Authcate to manage access rather than being limited to particular campuses, specific groups of users or individual PC's.
11. Notwithstanding the above the cost benefit of restricting access to a particular site needs to be considered. Highly specialised electronic resources with limited audiences may not justify the additional cost of wide access.
12. The library expects the vendor to supply designated standard usage statistics to establish the value of electronic resources under consideration for renewal.         
13. The library may purchase electronic resources at its own initiative where their value is readily apparent to Library selectors.
14. Availability of funding will limit the purchase of electronic resources, with particular consideration needed when purchasing ongoing subscriptions.

Additional purchase principles for highly specialised and restricted electronic resources:

1. Electronic resources that have a very restricted audience (e.g. one or two staff or research students) should be purchased by the Faculty/Department rather than the library.
2. Electronic resources that require advanced subject knowledge should be located within and supported by the Faculty/Department.
3. Electronic resources that are not accessible in the library are normally to be purchased by the Faculty/Department.  A small group consisting of the Faculty Team Leader, Subject Librarian, Digital Resources Librarian and Faculty representative to make the decision on what falls into this category.  
4. In circumstances where potential users are limited to a small user group within a Faculty/Department the library may consider contributing to the cost, in accordance with the stated priorities of the relevant faculty and the ability of the library to contribute funds.
5. Requests by research students for electronic resources should be referred to the Department and their Supervisor for consideration prior to library involvement.
6. Requests for library staff to investigate the possible purchase of such specialised electronic resources and organise demonstrations or trials should come from a designated co-ordinator in the Faculty/Department.
7. The library may request the Faculty/Department to organise the demonstration of specialised electronic resources that they have proposed for purchase by the library.
8. In the case of specialised electronic resources requested by a particular Faculty/Department where ongoing IT support is necessary the Faculty/Department will be responsible for initial and ongoing installation of updates in their offices.
9. Electronic resources purchased on a shared basis should be contracted for 12 months at a time or an agreement for continued funding for the duration of extended contracts should be made with the Faculty/Department.
10. After a decision for a joint purchase between the library and Faculty/Department has been made the library will be involved in the negotiations to purchase (contract and price) with the vendor.
11. To help inform the library’s decision making process Faculties/Departments are requested to assign priorities to their research activities.
12. Where there are conflicting priorities greater weight will be given to more cost effective subscriptions or purchases.
13. At the end of the contract period a review process takes place between the library and Faculty/Dept to determine whether the subscription should be continued and the arrangement for continuation if the subscription is to be continued.

Approved by Information Resources Committee, March 2006

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