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

       November 2004
          Today’s 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
 Growth of Stewardship
       Program
 5-10    30        70




1999    2001      2003
  Resources in the Harvard
Libraries Portal, 1998 – 2004
  7000      Number of portal
                                                     6,071
            resources: +987%
  6000                                       5,329

  5000                               4,136
  4000                       3,130

  3000
  2000               1,288
         615   869
  1000
    0
         1998 1999 2000 2001 2002 2003 2004
Use of Electronic Resources,
        1998 – 2004
             Number of user                    4,268,114
 4,500,000
 4,000,000   sessions: +1,370%
 3,500,000                               3,039,010
 3,000,000
 2,500,000                       2,090,165

 2,000,000
                               1,171,639
 1,500,000
                         813,745
 1,000,000       532,716
   500,000 311,447
         0
           1998 1999 2000 2001 2002          2003    2004
           Roadshow
• Electronic Resources Stewardship:
  a Proposal for a New Harvard
  Model
                Stewardship and the
                E-Resource Life Cycle
• Acquisition Phase              Task                  Selector   OIS   Steward   DACC

   –   Proposal                  Create & Maintain                        X
   –   Trial and/or Evaluation   Portal Descriptions

   –   Funding Decisions         Configure                         X      X
   –   License Negotiation       Interface

   –   Order                     Monitor Content /
                                 Interface Changes
                                                                   X      X

                                 Publicize New                     X      X
• Post-Acquisition Phase         Features

   – Access Implementation       Serve as                                 X
                                 Resource Expert
   – Portal Description and
                                 Respond to User                   X      X
   – Cataloging                  Questions

   – Configuration               Compile                                  X
   – Ongoing Management
                                 Enhancement
                                 Requests
     and Troubleshooting         Advise on                                X
   – Renewal and Re-             Renewal &
                                 Retention
     evaluation
                                 Make Renewal             X                         X
                                 Decisions
 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.
  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
  library’s assignment?
                                                                 Library Steward
                                                               Coordinator using
             New e-                                           evaluating processes
                                                                determined by its
            Resource!                                          Library determines
                                                              whether their library
                                                                 will steward the
                                                                     resource.


              OIS                                        YES                       NO
                                                 Library takes over                Library Steward
       Who sponsored the                            stewardship                    Coordinator will
       e-resource? What                           responsibility for               contact COERS
       Library were they                         e-resource, write                  who will try to
             from?                                   Info page,                         assign to
                                                  contacts COERS,                  another Library.
                                                        etc.                         If this library
        OIS contacts Library                                                          also doesn’t
        Steward Coordinator                                                        want to steward
        from that library, to                                                          resource…
       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.
  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 coordinator’s 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.
To help you, we’ve created a
          Toolbox
What’s in it?
• List of stewarding libraries &
  coordinators
• Background info and detailed Q&A
• Suggested models for organizing
  stewardship
• How-to guides for re-evaluation
     Stewardship Toolbox
http://hul.harvard.edu/digacq/steward/
In general toolbox is:
1. Resource for your library about
   its e-resource stewardship
2. Information for your library on e-
   resource trouble-shooting in
   general.
                Stewardship and the
                E-Resource Life Cycle
• Acquisition Phase              Task                  Selector   OIS   Steward   DACC

   –   Proposal                  Create & Maintain                        X
   –   Trial and/or Evaluation   Portal Descriptions

   –   Funding Decisions         Configure                         X      X
   –   License Negotiation       Interface

   –   Order                     Monitor Content /
                                 Interface Changes
                                                                   X      X

                                 Publicize New                     X      X
• Post-Acquisition Phase         Features

   – Access Implementation       Serve as                                 X
                                 Resource Expert
   – Portal Description and
                                 Respond to User                   X      X
   – Cataloging                  Questions

   – Configuration               Compile                                  X
   – Ongoing Management
                                 Enhancement
                                 Requests
     and Troubleshooting         Advise on                                X
   – Renewal and Re-             Renewal &
                                 Retention
     evaluation
                                 Make Renewal             X                         X
                                 Decisions
   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.
       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.
  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.
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 library’s stewarding responsibilities
• Answer Questions
 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 doesn’t steward? When
should they contact the Stewarding Library vs.
OIS or COERS?
    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
    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
 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
       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
          Questions?

COERS Committee contact information -
 http://hul.harvard.edu/cmtes/ulc/coers/

				
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