Developing a Freely Accessible/Open Access Resource Policy At Duke University Libraries Bethany Greene Electronic Resources Management Librarian Duke University Libraries NC Serials Conference April 6, 2018

Duke University Libraries Located in Durham, NC Student FTE: 15,903 Faculty FTE: 3,398 Large IAS program ~2,000,000 ebooks ~395,000 ejournal titles

What prompted this project? Confusion around existing policy/guidelines for selection and maintenance No consistent/transparent process Requests from selectors were not consistent Complaints from selectors Patron access problems

Where to start? Literature review yielded few results Listserv queries received few responses Eril-l SERIALIST

Themes Prioritizing paid resources over free resources Receiving requests from subject librarians Ease of management of these resources Cataloging practices

Online Integrating Resources Reviewed old policy with database cataloger Developed clear criteria for inclusion in library collection Developed maintenance schedule

Cataloging Guidelines: Upon request and with approval from the appropriate subject specialist, cataloging staff will review FAOA online integrating resources for inclusion in the catalog. If the resource is already available in the knowledgebase, CRA staff will check to ensure access is up to date and activate the resource in the knowledgebase. If the resource is already available in the knowledgebase, CRA staff will catalog the resource according to set criteria. Criteria for inclusion includes: Regularly updated content that integrates into the whole Stable linking Permanence of free content All content is accessible (no hybrid resources) If the resource is not available in the knowledgebase, CRA staff will submit a request to the knowledgebase provider. If the knowledgebase provider will not add the resource into the knowledgebase, CRA staff will catalog it, so that it may be accessible from the OPAC or linked to from an appropriate LibGuide or other resource. Online integrating resources (databases)

Cataloging staff will update the document review schedule. Maintenance Schedule: Cataloging staff will review FAOA online integrating resources for accuracy on an annual basis, following a document review schedule saved either in a shared network drive or on an internally-accessible wiki. CRAD staff will notify CCG when it is time for subject specialists to conduct their biannual review of FAOA online integrating resources. Subject specialists will have two months to complete their review and submit any changes to the cataloging staff. Cataloging staff will act on the changes submitted and consult with subject specialists on any outstanding questions concerning the changes. Cataloging staff will update the document review schedule. Online integrating resources (databases)

E-journals Built off of existing policy Incorporated structure of revised online integrating resources guidelines Maintenance schedule developed with staff time in mind

Cataloging Guidelines: Upon request and with approval from the appropriate subject specialist, Continuing Resource Acquisitions staff will review FAOA titles for inclusion in the collection. Resources that meet criteria for inclusion will be tracked in the Serials Solutions knowledgebase, if possible. Criteria for inclusion includes: Regularly updated content (updated within the past five years) Stable linking Permanence of free content All content is accessible (no hybrid journals) If the title is already available in the knowledgebase, CRA staff will check to ensure access is up to date and activate the title in the knowledgebase. If the title is not available in the knowledgebase, CRA staff will submit a request to the knowledgebase provider. If the knowledgebase provider won’t add the titles into the knowledgebase, CRA staff will not catalog it. The title can be added to an appropriate LibGuide or other resource. E-journal titles that do not meet criteria for inclusion in the knowledgebase may still be made available to patrons by subject specialists through inclusion in LibGuides or other research guides. E-journals

Maintenance Schedule: Maintenance for FAOA content will be reactive and will be addressed when an issue is brought to the attention of CRA staff. CRA staff will untrack titles in the knowledgebase when the title is deemed to no longer be current or if linking issues persist. If CRA staff receive notice that an e-journal title is no longer freely available or open access, CRA staff will notify the knowledgebase provider of these changes and set up appropriate access. When CRA staff become aware that a title has changed from paid to freely available, they will notify the appropriate subject specialist but will not automatically add title to the collection. The subject specialist will have to submit a request to have the title added to the collection. E-journals

Ebooks Met with monograph cataloger to review current practices DUL ironing out ebook workflows Maintenance schedule mirrored e-journal schedule - consideration of staff time a top priority

Cataloging Guidelines: Upon request and with approval from the appropriate subject specialist, the appropriate staff will review FAOA ebooks for inclusion in the catalog. Continuing Resource Acquisitions staff are responsible for ebook collections. Metadata and Discovery Strategy staff are responsible for single-title ebooks. Ebooks that meet criteria for inclusion will be tracked in the Serials Solutions knowledgebase, if possible. Criteria for inclusion includes: Stable linking Permanence of free content All content must be accessible (no hybrid ebooks) If the title is already available in the knowledgebase, the appropriate staff will check to ensure access is up to date and activate the title in the knowledgebase. If the title is not available in the knowledgebase, the appropriate staff will submit a request to the knowledgebase provider. If the knowledgebase provider won’t add the title into the knowledgebase, it will not be cataloged. The title can be added to an appropriate LibGuide or other resource. Ebooks that do not meet criteria for inclusion in the knowledgebase may still be made available to patrons by subject specialists through inclusion in LibGuides or other research guides. Ebooks

Maintenance Schedule: Maintenance for FAOA content will be reactive and will be addressed when an issue is brought to the attention of appropriate staff. The appropriate staff will untrack titles in the knowledgebase when the title is deemed to no longer be current or if linking issues persist. If staff receive notice that an ebook is no longer freely available or open access, the staff will notify the knowledgebase provider of these changes and set up appropriate access. When CRA staff become aware that a title has changed from paid to freely available, they will notify the appropriate subject specialist but will not automatically add the title to the collection. The subject specialist will have to submit a request to have the ebook added to the collection. Ebooks

Future changes Changes to ebook workflows Exceptions for Duke-affiliated resources Guidelines for streaming media, data sets, etc Formal review schedule

How will this help? Issue: No consistent, transparent process for adding resources to the collection Solution: All requests approved by subject specialist; set requirements for inclusion in collection Issue: Patron access problems Solution: Maintenance schedule will lessen number of patron access problems Issue: Generally not knowing what we had Solution: Maintain a list of free/OA resources

Why include freely accessible/OA resources in library collections? Increase diversity of collection Content Format Nontraditional content creators Good for the scholarly communication landscape

Project Vox

Questions? Comments? Discussion?