1. The Emerging and Future Roles of Academic Librarians in Licensing of Electronic Resources and Preservation
Dr. B. Sutradhar
Librarian, Central Library
Indian Institute of Technology, Kharagpur

2. Future role of academic librarians
Indian Institute of Technology, Kharagpur
Indian Institute of Technology, Kharagpur
Future role of academic librarians
With the continuing shift from print resources to electronic resources (e-books, e-journals and e-databases) and their different formats, academic librarians must adapt to the rapidly changing landscape of electronic resources by keeping up-to-date trends and mastering new skills related to:
acquisition of access to e-resources
licensing of purchased e- resources
providing web-based services of licensed e-resources

3. Future role of academic librarians
Indian Institute of Technology, Kharagpur
Indian Institute of Technology, Kharagpur
Future role of academic librarians
digital preservation of licensed e-resources for long term access
configuration of local server for hosting licensed e-resources as well as retro-digitized material
design and development of interactive Library website for providing web-based Library services (like Information exchanges, Knowledge transfers, Information retrieval and dissemination, and feedback like Wikipedia, RSS Feed, Mashups, Blogs, Instant Messaging, Ask a Librarian Facility, Podcasting, Videocasting, Digital Translation)
digital archiving of Institute’s intellectual output.

4. Future role of academic librarians
Indian Institute of Technology, Kharagpur
Future role of academic librarians
Integrated search facility for providing access to subscribed e-resources, open access journals and open repositories
Academic Libraries should provide literature search service to the newly enrolled research scholars which should be mandatory by the Institute’s authority ( it must have some credit system for their course work)
Academic Librarians should conduct a study and analyze various data such as usage statistics of licensed e-resources, citation of published articles, growth of faculty publications to find out the utilization of subscribed e-resource. Publication growth
(Example: IIT Kharagpur deleted more than 200 e-journals from 2009 subscription list due to fund diversion and that was done based on usage statistics of subscribed journals and faculty publication references)

5. Total Publications 63,967 Total Citation 4,85,329
Data taken on
Total Publications
63,967
Total Citation
4,85,329

6. Data taken on
Total Citation
4,85,329

7. Total Publications 51,792 Total Citation 4,29,754
Data taken on
Total Publications
51,792
Total Citation
4,29,754

8. Data taken on

9. Future role of academic librarians
Indian Institute of Technology, Kharagpur
Future role of academic librarians
Academic Librarians should take active role for enhancing the accessibility and visibility of the articles published by the faculty members and research scholars of the Institute.
Each academic librarians should evaluate their existing library by SWOT (strengths, weakness, opportunity and threats) analysis and user face- to- face feedback to prepare a strategy to cope up the recent changing situation in academic libraries.
Each academic librarians should conduct a benchmark study to develop a set of best practices for the academic libraries in changing environment.
Academic Libraries should engage more project work funded by different funding agencies to implement the latest ideas

10. Changes are visible in most of the academic libraries
Indian Institute of Technology, Kharagpur
Changes are visible in most of the academic libraries
Card catalogues have gone
Reference collection are not updated and not much used
Most of the users are not physically visit to Library to study and use the print resources
Photocopying services have been reduced due to accessibility to
e-resources as a result the uses are using their mobile camera
Library staff assisted Circulation system replaced with RFID enable Circulation System
Microfilms and Microfiches have not used/services have closed

11. Changes are visible in most of the academic libraries
Indian Institute of Technology, Kharagpur
Changes are visible in most of the academic libraries
Back volume of journals are not much use due to availability of access to journals from volume 1 and issue 1
Back volume of abstracting and indexing journals are not used
70-80% of library budget are spending for acquiring e-resources
due to availability of e- resources, many sections have merged/closed
Introducing online payment system for procurement of books and library dues through debit/credit card
Libraries are allowing users to bring their Laptop inside the library for study instead of reading books

12. Changes are visible in most of the academic libraries
Indian Institute of Technology, Kharagpur
Changes are visible in most of the academic libraries
Libraries are providing more electric power points and Wi-Fi access points in the Library for laptop connection and Internet access
Libraries are providing comfortable reading zone ( lights, funs, tables, chairs, A/C, etc.
Libraries are installing CCTV surveillance system
Due to space problem most of the academic Libraries are subscribing e-resources instead of print based collection except text-books
All New IITs, IISERs and other Institutions are subscribing lot of e-journals, (current and back issues), e-books and e-databases in electronic form due to space problems and also inadequate staff. They are procuring only text-books in print form.

13. Changes are visible in most of the academic libraries
Indian Institute of Technology, Kharagpur
Changes are visible in most of the academic libraries
The university grants commission (UGC) has decided to provide expensive e-journals free of cost to the research scholars from 12th Plan starting from April 2012
Users are collecting their resources from various sources in Indian and abroad through attachment and sharing each other.
Libraries are running under staff due to retirement but no fresh recruitment.
Institute’s authority are not convincing to recruit new library staff due to availability of online resources and services

14. Important and challenging job for academic librarians are:
Indian Institute of Technology, Kharagpur
Important and challenging job for academic librarians are:
Acquisition of Access to Electronic Resources
Licensing of Electronic Resources
Preservation of Licensed Electronic Resources

15. Licensing of electronic resources
Indian Institute of Technology, Kharagpur
Licensing of electronic resources
Before procurement of e-resources, License agreement has to be signed by the Publisher and Librarian:
A license agreement is a legal contract--"a promise or set of promises constituting an agreement between the parties that gives each a legal duty to the other and also the right to seek a remedy for the breach of those duties.
Its essentials are competent parties, subject matter, a legal consideration, mutuality of agreement, and mutuality of obligations."

16. License agreement Indian Institute of Technology, Kharagpur
License agreements are a fact of life in conducting business in the electronic environment.
Providers of electronic information resources are employing licenses as a legal means of controlling the use of their products.
Users of electronic information ensures that all rights are passed on to them through the legal means;
Key to the concept of a contract is the fact that it is an agreement, a mutually acceptable set of understandings and commitments often arrived at through discussion and negotiation.

17. Who prepares Indian Institute of Technology, Kharagpur
it is generally the seller (or licensor) who prepares the agreement.
It is imperative that the buyer (or licensee) review the terms of the agreement and communicate concerns to the licensor before signing it.

18. Important terms Indian Institute of Technology, Kharagpur
There are two important terms
Licensor: the publisher/ aggregator/ agent who provides access to resources on the agreed financial and legal terms
License: the libraries/ institutions who enters into an agreement to ensure access to resources for its users on the agreed financial and legal terms with the licensor

19. Most important contents of the license agreement
Indian Institute of Technology, Kharagpur
Most important contents of the license agreement
Access
Access Rights
Perpetual Access
Archival Policy
Book Issue Rights
Search facilities
Awareness Building & User Training
Publishers Server Maintenances Fee
Usage Statistics
General terms & Conditions
Governing laws & Jurisdiction
Payment
User Statistics
Signature Authority

20. Back

21. Access Indian Institute of Technology, Kharagpur
Access by any number of simultaneous users to e-resources (e- books, e-journals and e-databases) including full-text e- journals, online bibliographical databases and e-books. Licensor shall be provided to the Institute/Library.
The Licensor shall provide IP-enabled access to their e- resources.
The licensor shall also provide a log-in with password controlled access to e-resources at least with two or more user access which the subscriber will make use of selectively for the convenience of important academicians while they will be out of station on special academic assignment and will on-site access from their respective places of visit.

22. Access Indian Institute of Technology, Kharagpur
The Licensor shall provide search, browse, and view and download facilities.
The Licensor shall provide access to the new titles added in the subscribed package during the subscription period at no additional cost.
However any claim of additional payment is subject to further negotiation and mutually acceptable terms for possible payment.
The Licensor shall provide access to the new titles added in the subscribed package during the subscription period at no additional cost.
However any claim of additional payment is subject to further negotiation and mutually acceptable terms for possible payment.

23. Perpetual access Indian Institute of Technology, Kharagpur
The Perpetual access is a term to describe the ability to retain the access to previously paid year e-resources. In case of discontinuation of subscription, the access for paid year’s subscription will remain with the Institute for future use as the way of retention of print copies books and journals on library shelves for future use.
It may be noted that the licensed e-resources have the asset value for the Institute as in the case of print copies of books and journals on library shelves.
Each Institution should have prepared their own subscription agreement (terms and conditions) which is to be executed by the publisher/vendor or to incorporate the important clauses for the safeguard of the Institute by negotiation with the publishers/vendors while procuring of any e-resources

24. Ownership model of e-books
Indian Institute of Technology, Kharagpur
Ownership model of e-books
The institute will get access to the e-books package for ever
The description of package: kind of books (text-books, reference books, book series, monographs, handbooks, etc) must be mentioned in the agreement

25. Archival policy Indian Institute of Technology, Kharagpur
The perpetual access to subscribed e-resources for the period of subscription along with their back files, as applicable under publisher’s subscription policy, shall be available.
In case of one time purchase of products like e-books and back issue of journals, licensor shall provide written assurance to the effect that subscriber will get regular nonstop access for all the subscribed e-books and back issues of journals in future without any additional charges.
Subject to mutual agreement by the subscriber and licensor, on completion of every year’s subscription, the publisher shall provide the full-text of e-resources (e-journals / e-databases /e-books) for that year on prevalent formats, i.e., CD-ROM / DVD-ROM/ to the Institute for further use in a way as is found convenient to provide long term services.

26. Users Indian Institute of Technology, Kharagpur
The user shall be bonafide employee, faculty, student, researcher (full-time / part-time) of the Institute and users of the Institute.
All such users shall be allowed unlimited access, view, search, browse, download and print facilities of the e-resources for their academic use.

27. Technical support services
Indian Institute of Technology, Kharagpur
Technical support services
The Licensor shall provide permission with technical support to the Subscriber to provide web-links to all the licensed e-resources from its official website in order to facilitate the use of subscribed / one time purchased e-resources by the users of the Institute
The Licensor shall provide MARC records and upload in the Library database management software for OPAC search

28. Back issues rights Indian Institute of Technology, Kharagpur
The licensor shall provide access to subscribed e-resources with their back files as usual.

29. Awareness building and user training
Indian Institute of Technology, Kharagpur
Awareness building and user training
The Licensor concerned shall arrange to provide on-site (subscriber’s premises) “User Training/ Demo” at their own cost, at least twice a year
The Licensor shall provide adequate number of publisher’s publicity materials, brochures, posters and user support materials, both in print as well as on CD format, as applicable.
The Licensor shall create website with online help facility

30. Publisher’s server maintenance fees
Indian Institute of Technology, Kharagpur
Publisher’s server maintenance fees
Licensee shall be given continuous access to the e-resources upon payment of an annual service fee.
If Institute buys single online journal from the Publisher the Service fee is not applicable

31. Usage statistics Indian Institute of Technology, Kharagpur
The Licensor shall provide quarterly report of usage statistics from transaction log to the Subscriber for record.
The Licensor shall provide user ID and Password to download usage statistics from their server

32. General terms and conditions (GTC)
Indian Institute of Technology, Kharagpur
General terms and conditions (GTC)
In the event of access to e-resource being stopped or interrupted for more than a month due to any unforeseen reason beyond the Licensor’s control, the subscriber shall be allowed access equivalent to the breakdown period of service beyond the contractual subscription period without any additional payment, or in the alternative the Subscriber shall have the right to ask for a proportionate refund of money paid towards subscription to the Licensor concerned

33. General terms and conditions (GTC)
Indian Institute of Technology, Kharagpur
General terms and conditions (GTC)
Either party shall be required to give three months’ prior notice should any of them desire to terminate the contract
Any kind of breach of agreement as a result of conditions beyond control such as a war, strike, fire, flood, governmental restrictions, power failures, damage, or destruction, act of God shall not be deemed as a breach of the contract of agreement.

34. General terms and conditions (GTC)
Indian Institute of Technology, Kharagpur
General terms and conditions (GTC)
The Licensor shall not discontinue the access to the subscribed e-resources on account of any non-payment, breach, misuse, administrative problems, financial problems and technical problems, etc., whatsoever the reason may be, on the contrary the publisher may advise, alert any constructive idea and suggestion thereof in mutual interest of both parties, keeping the importance of providing service for the users above all.

35. Governing laws and jurisdiction
Indian Institute of Technology, Kharagpur
Governing laws and jurisdiction
In the event of any breach of trust and violation of mutually agreed/accepted terms and conditions as started above, both the Licensor ( publishers/Indian Vendor/Exclusive Publisher Agent) and subscriber shall be subject to court of law governed by the laws of India

36. Payment Indian Institute of Technology, Kharagpur
The payment against Licensor’s invoices) shall be released only after successful activation of online access to the e-resources as included in the invoices) concerned.
In case of subscription through exclusive agents and vendors, the Institute shall check the invoices, relevant document in support of remittance, bank conversion certificate, etc., and forward the invoices for reimbursement of 90% of subscription cost quoted in the invoice concerned.
The foreign currencies shall be converted to Indian rupee at the Bank rate of exchange applicable on the date of issue of the Bank Draft. The agents/vendors shall submit the acknowledgements from the publishers to the Institute within six weeks of receipt of payment by way of A/c payee Cheque/ DD/ wire transfer as the case may be.

37. Payment Indian Institute of Technology, Kharagpur
In case of exclusive agents and vendors, the balance 10% amount will be reimbursed after satisfactory completion of one year of online access. Or
If the agents/vendors furnish Bank Guarantee from any Nationalized Bank in favour of IIT Kharagpur for the subscription period of 12 months amounting to the balance 10% value of e-resources subscription paid by them on behalf of IIT Kharagpur, the Institute will release 100% payment deduction of 10% from the invoiced amount.
In case of subscription through publishers, the institute shall check the invoices, relevant documents and release payment of 100% of subscription.

38. Signature Indian Institute of Technology, Kharagpur
(Signature of the supplier with seal)
In the presence of
Witness :
Signature
Name & Address
(Signature of the Section In-Charge with seal)
(Signature of the Librarian with seal)
(Signature of the Registrar of the Institute with seal)

39. Signed license agreement
Indian Institute of Technology, Kharagpur
Signed license agreement
Terms and Conditions for IIT Kharagpur
Publisher Agreement

40. Preservation of licensed e-resources
Indian Institute of Technology, Kharagpur
Preservation of licensed e-resources
Problems to Access Licensed Contents if not renewed or other reasons
Solutions
Procedure for hosting of subscribed and in-house resources in local server for long term use

41. Problems to access licensed e - resources for long term use
Indian Institute of Technology, Kharagpur
Problems to access licensed e - resources for long term use
Case-1: Library Cancels Subscription to Journal due to budget constrain
Case-2: E-Journal or its past issues are no longer available from the publisher
Case-3: Publisher ceases operation
Case 4: Catastrophic failure of publisher’s operations/servers
Case 5: Publisher cannot host appropriately
Case 6: Publisher may merge /split/ amalgamate
Case 7: Systematic downloading of full contents at one time through software
Case 8: Publisher’s server damaged/crashed
Case 9: Violation of licensed agreement by the users

42. Solutions Indian Institute of Technology, Kharagpur
By hosting the licensed contents into the local server in Institute level for long term use
There are some initiatives/service providers that provide libraries with digital preservation tools and support

43. Indian Institute of Technology, Kharagpur
International initiatives and projects for preservation of e- resources
Australia and New Zealand: [CSIRO (The Commonwealth Scientific and Industrial Research Organization) and National Library of New Zealand ( NZNL)]
Europe: [JISC (Joint Information Systems Committee Collections) and the British Library in the UK and the Koninklijke Bibliotheek in the Netherlands)
North America:[CLOCKSS / LOCKSS (Lots of Copies Keep Stuff Safe),HathiTrust, Los Alamos Laboratory e-Research Library, OhioLink, and Portico)
Canada: University of Toronto and the Scholar’s Portal

44. Indian Institute of Technology, Kharagpur
DPS initiatives
ARKive
National Digital Information Infrastructure and Preservation Program (U.S.)
Persistent Digital Archives and Library System (PeDALS) Project
FDsys
JHOVE
Baggit
iRODS
New media art preservation
DAITSS (Florida State System

45. Indian Institute of Technology, Kharagpur
DPS initiatives
DuraSpace
British Library
PLANETS
PROTAGE
PROMETHEUS
DigitalPreservationEurope, CASPAR, Digital Preservation Coalition
PADI (Australia)
Ex Libris Rosetta

46. Solutions Indian Institute of Technology, Kharagpur
Academic Libraries can initiate to configure a local server using open source digital library software like OJS (open journal system) for hosting their licensed e-journals and back issues of journals and Dspace/Eprint for e-books and retro digitized of in-house documents (such as PhD theses, faculty publications, conference proceedings organized by the institute, annual reports, convocation brochures, records,etc.).

47. Indian Institute of Technology, Kharagpur
Procedure for hosting of subscribed and in-house resources in local server for long term use
Content
Creation
Licensed
E-Resource
CREATOR
Aggregators
Ingest
Contd..
publishers
Acquisition
Vendors
Print Resource
Digitization
Content
Publication

48. Planning Front End Back End Ingest Query on OJS / DSpace
Planning Archival Process
Planning Design Access Control, User Interface, Identifiers
Planning
Planning Phase
User Applications
User Interface
Reporting
Alerts
Others
Archiving of Licensed E-Resources
______
Archiving of retro digitized documents
Ingest
Front End
Data Store Process
Data Retrieval Process
Hosting in Local Servers using OJS software for serials ( journals, book series) and DSpace for Books and PhD theses
Admin Login
Back End
Query on OJS / DSpace
Metadata Entry
( for Journals)
Vol, issue,
Title, Author
Archival Storage
Database

49. Open Journal Systems Indian Institute of Technology, Kharagpur
OJS is an open-source software for the management of peer-reviewer academic journals, created by the Public Knowledge Project, released under the GNU General Public License.
OJS is written in PHP, uses either a MySQL or PostgreSQL database, and can be hosted on a Unix-like or Windows web server.
Over 11,500 titles using OJS (as of December 2011)

50. Indian Institute of Technology, Kharagpur

51. Preservation management
Indian Institute of Technology, Kharagpur
Preservation management
Acquisition process is done for both types of resources the print as well as e-resources. The print resource are digitized for archival process in the IDR.
There should be a proper archival planning process so that in the case of any emergency we should have access to our subscribed e-resources.
The electronic resources are ingested into the ERMS

52. Planning archival process
Indian Institute of Technology, Kharagpur
Planning archival process
Archiving of Licensed E-Resources
Archiving of Retro Digitized Documents
Planning the Storage medium
Database Management
Creating a Hosting Web Site using open source software like OJS (open journal system)
Planning the access control mechanism
Designing the Interface

53. Reports (Monthly, quarterly, yearly)
Indian Institute of Technology, Kharagpur
Reports (Monthly, quarterly, yearly)
Alerts for the new e resources - There are various alert process available now a days like , blog notice, RSS feed, tweets in tweeter etc.
User Recommendations
Number of Titles Ordered/processed, etc.

54. Conclusion Indian Institute of Technology, Kharagpur
Libraries are in the midst of a rapid shifting of knowledge materials from print resources to electronic resources in different formats and mediums. Managing these e-resources in different formats and mediums are more complicated than managing print resources.
In view of these changes,
The future roles of academic librarian is to deal with mostly acquisition of e-resources, negotiating and licensing of purchased e- resources, providing web-based services of licensed e-resources, online publishing, digital preservation of licensed e-resources for long term access, configuration of local server for hosting licensed e-resources, retro-digitized material, archive the Institute’s intellectual output and web-based library services

55. Conclusion Indian Institute of Technology, Kharagpur
Physical environment of the academic libraries need to be aesthetically inviting and intellectually stimulating
In future, there will be a possibility to form a National Consortium/Institution (instead of existing several national level consortiums)
Which will subscribe all required access to e-resources, signing the license agreement, archive the licensed e-resources for long term access and provide web-based library services on behalf of all academic libraries in India
In such case, the Govt. of India will provide the required fund.
If it is happened, then what next ?????