Library%20Stewardship%20Coordinators%20Orientation%20%20Introducing%20the%20new%20model%20for%20supporting%20e-resources%20at%20Harvard%20Libraries

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Library Stewardship Coordinators Orientation
Introducing the new model for supporting
e-resources at Harvard Libraries

• November 2004

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Todays Agenda

• Introduction Background - how we got here
• Responsibilities of stewarding libraries
• Matching e-resources with libraries
• Role of steward coordinator
• Stewardship Toolbox
• Re-evaluation of e-resources
• Taking stewardship to your library
• Communicating about e-resources with COERS,
  OIS, stewarding libraries
• More Information pages for e-resources
• ERM demonstration

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Growth of Stewardship Program
70
5-10
30
1999
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Resources in the Harvard Libraries Portal, 1998
2004
Number of portal resources 987
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Use of Electronic Resources, 1998 2004
Number of user sessions 1,370
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Roadshow

• Electronic Resources Stewardship a Proposal for
  a New Harvard Model

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Stewardship and the E-Resource Life Cycle

• Acquisition Phase
• Proposal
• Trial and/or Evaluation
• Funding Decisions
• License Negotiation
• Order
• Post-Acquisition Phase
• Access Implementation
• Portal Description and
• Cataloging
• Configuration
• Ongoing Management and Troubleshooting
• Renewal and Re-evaluation

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Q What are the responsibilities of stewarding
libraries?

• A The responsibilities of stewarding libraries
  are listed on the Stewardship Responsibilities
  page. They can be summarized as follows
• Serve as a center for resource expertise within
  the library community.
• Respond in a timely manner to user comments /
  questions.
• Provide feedback to COERS on platform
  configuration changes.
• Participate in re-evaluation and renewal and
  retention decisions, including examination by OIS
  and (where available) a review of vendor-provided
  statistics.
• Update and maintain portal information pages on
  an annual or as-needed basis.
• In partnership with COERS, foster community by
  involving other interested libraries in
  cooperative actions and decision-making.

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Matching e-resources with stewarding libraries

• Stewarding Libraries Mapping List
• Library e-resource assignments has everyone
  been able to review this list?
• Questions or concerns about your librarys
  assignment?

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New e-Resource!
Library Steward Coordinator using evaluating
processes determined by its Library determines
whether their library will steward the resource.
OIS
NO
YES
Library Steward Coordinator will contact COERS
who will try to assign to another Library. If
this library also doesnt want to steward
resource
Library takes over stewardship responsibility for
e-resource, write Info page, contacts COERS, etc.

• Who sponsored the e-resource? What Library were
  they from?

OIS contacts Library Steward Coordinator from
that library, to notify them about this new
e-resource.
Next Steps -discussed at COERS monthly meeting
If the proposal originates with NERL or a
vendor, DACC or COERS may suggest a Stewarding
Library.
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Role of Steward Coordinator

• Q Is my Library Steward Coordinator responsible
  for performing all stewarding duties?
• A Not necessarily. While the coordinator may
  perform stewarding duties, the coordinators role
  is to facilitate library stewarding activities
  and the flow of information. The coordinator
  relays to colleagues various kinds of information
  from vendors and OIS, as well as questions from
  Harvard colleagues, COERS and users.

Q What if the coordinator is on vacation/sick/on
leave? A It is up to the stewarding library to
determine how this is handled. For example, you
could designate another individual or department
to serve as a back-up coordinator. A stewardship
contact e-mail address will be needed by OIS and
COERS it is strongly recommended that you
designate a logical email address for this
purpose that can be used as a means of backup.
This could be a dedicated (group or forwardable)
email address established for stewardship
communications, or an existing group or
departmental address.
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To help you, weve created a Toolbox

• Whats in it?
• List of stewarding libraries coordinators
• Background info and detailed QA
• Suggested models for organizing stewardship
• How-to guides for re-evaluation

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Stewardship Toolbox

• http//hul.harvard.edu/digacq/steward/
• In general toolbox is
• Resource for your library about its e-resource
  stewardship
• Information for your library on e-resource
  trouble-shooting in general.

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Stewardship and the E-Resource Life Cycle
Task Selector OIS Steward DACC
Create Maintain Portal Descriptions X
Configure Interface X X
Monitor Content / Interface Changes X X
Publicize New Features X X
Serve as Resource Expert X
Respond to User Questions X X
Compile Enhancement Requests X
Advise on Renewal Retention X
Make Renewal Decisions X X

• Acquisition Phase
• Proposal
• Trial and/or Evaluation
• Funding Decisions
• License Negotiation
• Order
• Post-Acquisition Phase
• Access Implementation
• Portal Description and
• Cataloging
• Configuration
• Ongoing Management and Troubleshooting
• Renewal and Re-evaluation

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Re-evaluation of resources

• Resources are re-evaluated based on renewal
  cycles however, it is not necessary (or
  recommended!) to evaluate all resources every
  year.
• OIS will notify stewarding libraries 4 months
  before a subscription expires so you may
  determine what level of re-evaluation is
  warranted.
• During the annual budget review process, DACC may
  target specific resources for prioritized
  evaluation based on cost, low usage, or some
  other factor.
• Triggers - a decision to re-evaluate may also be
  precipitated by a platform change, a publisher
  bundle, a new NERL license, or some other
  unprecedented development.

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How will resources be re-evaluated?

• Depending on the nature of the resource and its
  market, an evaluation may be formal or informal,
  extensive or cursory, and involve few or many
  libraries.
• COERS has developed several tools to assist
  libraries in the evaluation process, including
  evaluation criteria and a re-evaluation schedule.
  
• Portal and (where available) vendor-provided
  usage statistics at are also valuable tools for
  evaluation.
• For more information, see the Toolbox for
  Re-evaluation Guidelines and Forms.

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Taking Stewardship to your libraries

• Case Examples of Library Stewardship
• HBS Baker Library
• KSG Library
• Design School Library
• Q How might I implement the library stewardship
  model in my library?
• A You may distribute stewarding duties according
  to local policies and practices. For examples of
  how other libraries steward e-resources, please
  see the case examples for Baker Library, the KSG
  Library, and the Design School Library.

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Taking Stewardship to your libraries

• Guidelines
• Present new model to your library within the next
  month
• Use Toolbox as a visual aid and show case
  examples
• Explain your role as coordinator and your
  librarys stewarding responsibilities
• Answer Questions

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Taking Stewardship to your libraries

• Also very important!
• Explain e-resource troubleshooting in general
  given this new model.

i.e. What should a member of your team do if they
have a question or problem concerning a resource
your library doesnt steward? When should they
contact the Stewarding Library vs. OIS or COERS?
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Communicating about e-resources Stewarding
Libraries

• When should the Stewarding Library be contacted?
  
• What types of e-resource issues?
• When you are seeking resource expertise help
  with content, scope, and/or interface
• If you have specific suggestions about the
  resource content, interface, or configuration
• If you have developed a user guide that you think
  would benefit the community as a whole, or would
  like to suggest that one be developed
• If you have recommendations for training and
  outreach

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Communicating about e-resources Office of
Information Services - OIS

• When should OIS be contacted?
• What types of e-resource issues?
• General troubleshooting - Submit e-resource
  problems via the Portal Comment Form, after
  checking the Known Problems Scheduled Downtime
  page.
• Acquisitions and licensing information are now
  available through Harvard ERM's librarian
  interface
• Contact the Digital Acquisitions Librarian
  (Lauren Moffa) for
• trial information
• orders and implementation status
• ejournal access and registration
• Contact the Program Manager, E-Resource
  Management and Licensing (Ivy Anderson) for
• licensing information
• e-resource policy
• activities within NERL and/or DACC
• financial information

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Communicating about e-resources COERS

• When should COERS be contacted?
• What types of e-resource issues?
• If you have questions or suggestions about an
  interface or platform that go beyond a single
  resource
• If you have suggestions for the Stewards Toolbox
• If you have questions or suggestions about
  stewardship and/or resource evaluation in general

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E-Resource Management System (ERM)

• http//lib.harvard.edu/ERMpublic/
• The ERM provides a wealth of information,
  including
• -- Detailed licensing information
• -- Acquisitions data for shared e-resource
  purchases
• -- Information about new and pending resources
• -- Access to trials and real-time comment
  capability
• -- Technical and bibliographic information
• -- Links to statistics at the title level
• -- Enhanced retrieval options

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• Questions?
• COERS Committee contact information -
  http//hul.harvard.edu/cmtes/ulc/coers/