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Enhancing life-long learning, teaching and research through information resources and services

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Helen Adey, Resource Acquisitions and Supply Team ManagerNottingham Trent University

Tell us what you want, what you really, really want: a blank page approach to reviewingserial subscriptions

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Abstract

Nottingham Trent University (NTU) has traditionally conducted

annual reviews of serial subscriptions in an attempt to ensure

that maximum value for money is achieved and the best profile

of subscriptions is maintained. Following a benchmarking survey

in May 2013, NTU decided to pilot a ‘blank sheet’ approach

to journal selection with three academic departments. This

session outlines the findings of the benchmarking survey and

presents initial outcomes from the blank page review, including

an analysis of the pros and cons of different approaches to

establishing a successful review of serial subscriptions

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Content• Background - what problems are we trying to

solve?• NTU Benchmarking survey 2013

– Benchmarking responses on Serials Review Processes– Common Themes

• Blank page review at NTU– Headlines, results,

• Pros and cons of different serials review processes

• Ideas for successful serials review methodologies

• Conclusions - what have we learned?• Next steps……..

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Background - What problems are we trying to solve?• Why review serials subscriptions?

– Money - Journals subscriptions prices increasing whilst library budgets are flat or decreasing

• How to review serials subscriptions? Methodology at NTU: review of all current subscriptions £ in:£

out - often leading to only minor changes in subs profile Is there a better more effective review methodology?

Identified savings rarely enough to support new areas of curriculum or research - “no point in asking for anything new as there’s never any money”

What happens when you’ve cut all you can?

?? How have other libraries handled this?

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2005 2006 2007 2008 2009 2010 2011 2012 2013

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9% Inflation Comparison RPI/CPI/Journals Price

CPIRPIJNLS%

Infla

tion

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NTU Benchmarking survey May 2013• International Survey ran for 3 weeks in May

2013• 97 responses from 12 countries :

– 43% of the respondents were from the UK, – 34% from the US. – 87% were from Higher Education Institutions.

Responses covered many aspects of managing serials including:

Serials selection Roles and responsibilities Budget allocations including Formula Serials retention policies Format preferences Serials review processes

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Q1: How frequently do you conduct reviews of your serial subscriptions?• Annually: 61 (64%)• Every 2-3 years: 16 (17%)• Every 4-5 years: 2 (2%)• Infrequently, when required: 17 (18%)

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Q2: If you review your serial subscriptions, which of the following methods do you adopt?• In depth review of all serials Subscriptions: 44 (47%)• Selective review (by subject, site or other: 33 (35%)• Other : 16 (17%)

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Q3: If you review your serial subscriptions, which factors or data sources inform your review process?• Changes in subscription cost: 85 (16%)• Usage data (electronic and print): 89 (17%)• Qualitative feedback from academic: 81 (15%)• Qualitative feedback from students: 20 (4%)• Librarian discretion and expertise: 80 (15%)• Changes in research activity in the institution: 60 (11%)• Changes in teaching activity in the institution: 67 (13%)• Space considerations: 41 (8%)

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Q4: If you review your serial subscriptions and use a voting or scoring mechanism to rate serial titles, who is given the chance to vote?

• No-one: don’t use voting: 71 (65%)

• Academic staff 15 (14%)• Researchers 9 (8%)• Students 2 (2%)• Other 1 (1%)

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Common themes from Survey

• Price / budget considerations: CPU; budget driven decision making

• Usage: low usage as main driver for cancellation

Varying review methodologies:• Annual reviews; • Subscription committee; • Discussion among library staff; • Discussion with faculty; • Annual review by academics;• Faculty ranking of journal titles; • 100 points scoring system which faculty

allocate to journals

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Blank page review at NTU• Attempt to inject some life into the

review process• Start with a blank page and tell us what

you want

Piloted methodology in Summer 2013 with 3 NTU Schools:Art and DesignSocial SciencesScience

Survey requested 2 types of dataQ: Which journals do you use daily, weekly, monthly……..Q: Desert Island Journals - which 7 journals would you take and which ONE would you save from the waves

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Headlines from blank page review – expect the unexpected!• Level of engagement from Pilot Schools varied• Methodology

– We DID • ask them to tell us about Serials they use in their Teaching,

Learning and Research• ask which serials do they recommend to students

– WE DIDN’T• Give them lists of their current subscriptions• Give them any stats or data to influence their thinking• Discuss costs at all - start from a completely blank page and tell

us what you really, really want

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Results – Art and Design

• Initial round of voting,• School consultation event with staff and

students voting• Very visual approach, sample copies, colour

photocopies of title pages, coloured stickers.• Huge spreadsheets capturing voting outcomes• Used combination of usage stats and low / no

votes to identify possible cancellations from existing subs

• Results:– 6 cancellations – 22 new subscriptions. – Net additional cost of £1559.02

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Results – Social Sciences• Awaiting sign-off by School Executive• Proposed cancellations - low/no votes and low usage stats• Pricing up proposed new subscriptions - harder than you

might think• If total cost of new subs ≤ savings from identified

cancellations • If total cost of new subs ≥ savings from identified

cancellations • Priority order for new subscriptions based on:

– total votes; – Cost; – balance of subject coverage across the school;

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Pros & Cons of traditional review processesPros - Traditional £ in £

outCons - Traditional £ in

£ out

Impact on collection minimal

Little pressure to analyse underused titles

Process dependent on consistent academic engagement

Synonymous with Cuts

Quicker more responsive process

(Comparatively) much less work

Can fit well with library subscription cycle

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Pros & Cons of Blank page review processes Pros – Blank page

reviewCons - Blank page

review

Slow, not very responsive service

Huge amount of work

Poor fit with library subscription year

Academic buy-in - Mixed levels of engagement

More holistic view of what’s required

Analysis of usage data and firm metrics

embedded

A fit for purpose collection to meet

current needs?

PR success – advocacy & engagement

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Successful serials reviews - is there a better (Evidence based) way?What evidence do we have of what our users really want ???• Talis Aspire Resource Lists reports of

All Journals and All Journal Articles on Resource Lists

• Analysis of Interlibrary Loan data• Analysis of Digitisation requests• Data from publishers on turnaways

Dear xxxxxxxx,

Demand for Emerald eJournals is high among users at Nottingham Trent University.

In fact, your library users have tried to access Emerald eJournals 5664 times in the last 12 months.

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Talis Report - Journal Articles on Resource Lists

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Top 30 Most requested ILLs by SchoolJournals

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Successful serials reviews - is there a better (Evidence based) way?What evidence do we have of what our users really don’t want ???

Low usage figures

CPU exceeds cost of Document Delivery / Interlibrary Loans

Lost electronic access which goes unreported?

In house knowledge and expertise from Liaison teams of subjects / courses no longer running at NTUJournal of public health medicine. 1 7 12 2 £157.49Journal of public health. 114 57 88 96 £3.67Journal of public policy 137 85 101 191 £1.16Journal of research in crime and delinquency 137 £3.64Journal of service research 478 £1.24

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Conclusions - what have we learned? (1)

Never underestimate the importance of advocacy / carrying academics with you

Don’t make the survey too complex - be wary of different types of voting

Resist the temptation to ask too many questionsDon’t try to conflate frequency of use with

importance?Consider direct personal approach rather than

impersonal surveysFeedback from pilot departments very positive. PR

success – not seen as a cutting exercise

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Conclusions - what have we learned? (2)

Don’t underestimate: Workload - pre and post reviewThe unpredictable nature of voting patternsThe likelihood of top wish list votes going to

existing subscriptions - highlighting issues for training & discovery

The need to feedback on actions taken & outcomes

The need to have a good news to feedback to ensure future participation

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Next Steps – Options for Future Serials reviewsAnother set of Blank page pilots -

maybe face to face & not survey??Combination of both survey and face

to face?Rolling cycle of Departmental blank

page reviews every 3 years with incremental £ in £ out in intervening years?

Evidence based metrics approachPlusComplete analysis and write up /

publish outcomes of the survey

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Any Questions?

helen.adey@ntu.ac.uk