Archive Page 3

Negotiating for e-ILL Rights

While some vendors prohibit fulfilling Interlibrary Loan requests with electronic content, others permit it as long as you print a paper copy of the article first, but then you can scan the article to fulfill the request electronically. Going from electronic to paper to electronic is rather impractical.

Here are two clauses that I’ve used to negotiate rights to fulfill interlibrary loan requests electronically, no paper needed:

  1. It is understood that Licensee may wish to use [database name] for the purpose of fulfilling Interlibrary Loan requests. Licensee may use articles from [database] for Interlibrary Loan in accordance with the Copyright Act of the U.S. Transmission of printed or electronic articles through post or fax, or secure, self-deleting electronic transmission, such as Ariel or its equivalent, may be used in Interlibrary Loan.
  2. The Licensee’s library staff may supply to an authorized user of another library (whether by post, fax or secure transmission, using Ariel or its equivalent, whereby the electronic file is deleted immediately after printing), for the purposes of research or private study, a copy of an electronic original of an individual document.

I did not write these clauses from scratch, but instead stitched them together from existing licenses and the second example includes elements repeatedly retrieved via Google.

I’ve worked with some vendors who will not budge on their existing, unfriendly ILL clauses, others counter-offer with e-ILL friendly language of their own, and some just say “okay!”

Instructions> ERMes v. 2009.05

Basic instructions for ERMes v. 2009.05 are now available on the ERMes website. As with most documents, I could keep writing for a long time; however, I also think that it is in the best interest of ERMes users for me to post what we have and consider the instructions – like ERMes – a work in progress.

I plan to continue adding text, illustrations, and short video demos as I am able. I know that Norma is also working to include a video demonstration to support her instructions for creating COUNTER reports in ERMes.

Please feel free to…

  • Let me know what additional documentation you want/need; so, that I can prioritize by demand.
  • Download the MS Word version of the instructions, add to or edit them, and then send your revisions to me so that I can incorporate them into the ‘master’ version.


When the Price is Wrong

Perhaps it is because my time as an e-resources librarian is fairly short or maybe I just need to get out more, but I’ve been surprised by the number of times I’ve heard about the lack of price negotiations for e-resources.

In the interest of full disclosure, I am hardly an expert at license or price negotiations. However, I do believe that negotiations can be beneficial. Three years ago, I was able to negotiate renewal prices for three different databases so that we saved nearly $6,000 compared to what vendors initially quoted for these renewals. (I realize that this amount’s significance varies significantly depending on the size of your institution and budget.)

Yes, it took time, yes it was frustrating, but in the end, due to flat budgets, that $6,000 allowed us to keep some of the smaller databases and cancel less the following fiscal years. Incidentally, I negotiated with only three vendors, since, as a department of one, I do not have the time/staff to negotiate all subscriptions. Typically, negotiations are started because a price is extremely high, the renewal rate is high, or there are other reasons to argue for a lower price or better licensing terms.

Tactics that have worked for me in the past, but are probably not new to many of you, nor are they guaranteed.

  • Negotiate hard for a new subscription since a lower initial cost means that future percent increases are added to a lower amount.
  • In addition, when signing a license agreement for a new subscription, adding a clause to lock the annual percent increase of the next 3-5 years can help too.
  • When only students in a specific discipline use a database, find out how many students are in that discipline and argue for a lower price based on this figure instead of the school’s entire FTE, especially if the vendor does not offer lower prices for fewer simultaneous users. It is unreasonable to pay the full FTE price for a product that only a select portion of the student population uses.
  • Again for discipline specific databases, counter that by making the database available to students now, they are more likely to purchase a subscription at higher rates when they are out in the workforce.
  • Instead of asking the vendor to come up with a reduced rate, counter with a percent increase of your own. While the vendor’s final offer will usually be a little higher, it is usually less than the original quote.
  • Conduct negotiations via e-mail, and during a negotiation, send your reasons in several short emails over the course of a week rather than all at once in one long e-mail.
  • Develop negotiation phrases that you can copy and paste to save time.
  • Use the average percent increases for your library’s subscriptions. Vendors often say that their 5-8% increases is “industry standard.” However, our average percent increase is usually lower than this. Yes, there are outliers on both ends, but by telling a vendor that your library’s average percent increase for all e-resources is X% instead of 8%, you can sometimes reduce your renewal rate.
  • Plead flat budgets, have patience, and start well before the renewal date!
  • Consortiums can be a great help.
  • Cite competing vendors’ favorable terms, price freezes, low percent increases, etc.
  • If you have concerns about a particular license agreement, post your concerns on your blog, Twitter, FriendFeed, or a listserv to see out how others have dealt with the concern(s). If nothing else, your shout-out will alert other libraries of unfavorable terms.
  • Be prepared to walk away. In one experience, it took about a year and half license terms to changes, but it was definitely worth the wait. While it is rare that you can actually walk away from some products without repercussions of some kind, the more libraries are willing to walk away from unfavorable terms, the more likely the vendor will make changes.

What price negotiation strategies have worked for you?

Trials & Tribulations

Since October 2004, we’ve run 47 e-resource trials at UW-L, and I’m usually rather conservative when it comes to setting up trials because of the time it takes to set up and promote them and because it has been an active trial if I receive feedback from *one* person outside the library. When setting up trials, I hope to hear from faculty and students if they would like/use the resource, but what I often hear is a wonderful symphony of very quiet crickets. Additionally, our budget cannot handle additional resources and it seems cruel to play “now you have it, now you don’t” with e-resources.

However, I wonder how to manage the trials that we do set-up. I use a blog to distribute and record trial information; each post is tagged “trial” for easy retrieval. I also have an e-mail folder cleverly called “Trials” to keep track of vendor contact information and correspondence for said trials. Now that we have ERMes, I am pondering the implications of inputting trial information.

This may seem like a very trivial question, but while having trial data in ERMes would be useful, it would mean the slow accumulation data in ERMes that I am going to refer to for a brief period. While I could add and remove the data, I also need a record of past trials for infrequent but necessary reference.

As Anna noted, noted, she and I have had some great e-mail correspondence about these questions that infiltrate and complicate our efforts to manage e-resources effectively.

Right now, when I add a database to ERMes I put “Active,” “Canceled” or “Ceased to Exist” as the status. However, “Trial” would work here too.

How do you manage trials information?

Thanks from Minnesota

I’d like to thank William, Galadriel, Norma, and Jen, for sharing their wonderful work with the larger library community. I’m the e-resources librarian at Gustavus Adolphus College, and we’ve been looking for an affordable ERM solution and were very excited to read about this ERM in William and Galadriel’s Computers in Libraries article in September 2008. We downloaded the ERM earlier this spring and have begun entering (and using) vendor data and admin website access data. I’ve had wonderful e-mail discussions with Galadriel about the joys and challenges of e-resources management, and about the structure of ERMes (thanks for adding our suggestion of allowing multiple subjects/departments for a resource!). I look forward to continuing these discussions on the blog. We decided to wait for this new version and instructions before adding more data, and look forward to entering all of our databases and using the newly-improved ERMes to its full potential!

Anna Hulseberg

Welcome from Bill Doering

As the co-originator of ERMes, I wanted to introduce myself to the blog.  I have worked at UW-La Crosse for about 15 years.  I started as a systems librarians which has morphed to include cataloging, all forms of technology and digital initiatives.  I started with Access about 10 years ago when we migrated to Endeavor as our library catalog.  I write Access queries on what seems a daily basis in order to get data out of our system.  I have also used Access to solve other challenges I’ve encountered at my job and personal life.  Yet, I’ve barely tapped the surface of what Access can do.  Several years ago, I put a student on porting some of our most used Access reports to PHP.  That was a huge success.  PHP means that we don’t have to install ODBC drivers, which means that faculty and students can run queries against our library catalog in real time without bothering me.  Yet, I digress.  My taining on Access is somewhat dated now that 2007 has come out.  Does anyone know of good classes to learn what’s new, without starting from ground zero? 

UW-L started developing an ERM because we needed a short term solution to a problem – several people needed access to our e-resources and everything was scattered.  I put together something fairly quickly to solve the problem and thought others might benefit from a database which provided some basic organization.  It’s taken off quickly and code has been greatly inproved during ERMes first year of existence.  I’ve given no less than 3 presentations and written one journal article on what is now ERMes and after one year 14 libraries are using it ERMes in production with numerous other institutions waiting for what is now release 2009_05.

I will be updating the instructions and then taking a new round of enhancements.  I haven’t decided what those will be.  So, if you have ideas, please post those to the blog.

William Doering

New Release > ERMes v. 2009.05

I’m very excited to share the good news that the latest release of ERMes (v. 2009.05) is now available!

Here is what William Doering has to say about this new and greatly improved version:

I apologize for not getting out a new release of ERMes (yes we now have a name) earlier.  But you won’t be disappointed.  This release is a total rewrite of the ERM which includes improved logic, a new interface, and includes new functionality available in Access 2007 (yes, you now have to use Access 2007 to use ERMes).

This release also includes COUNTER functionality and additional ASP code and instructions for creating an A-Z list of databases just in case your Metalib or Libdata instance goes down which it did for us.

This release would not have been possible without the assistance of Norma Dowell from Iowa State University and Jen Holman from UW-L who provided substantial code.  I guess this makes ERMes open source.  If you want to contribute code, please let me know before you start, as we need to coordinate sole access to the Access database code so multiple people aren’t changes things which would need to get reconciled and may in fact conflict.

I will get new instructions to ERMes web site shortly.

Check out the ERMes web site for the new download and migration tips.

Say Cheese ERMes

So what does ERMes look like?

Here are a few screen captures from the upcoming release.

ERMes switchboard; the first thing you see.

ERMes' switchboard; the first thing you see.

Example screen for a resorce.

Example screen for a resource.

Another example of a resource entry screen.

Another example of a resource info screen.

Example problem log entry for tracking e-resource access, content, and other errors.

Example problem log entry for tracking e-resource access, content, and other errors.



New Release Coming Soon

Thanks to Norma J. Dowell’s excellent work, a new greatly improved version of ERMes is forthcoming. Tomorrow, William Doering is going to port our ERMes data into the new version. Then, once testing is complete, Bill will make the new version available for download via the ERMes website.

Greetings from Iowa

Hello everyone!  I would like to introduce myself and give a bit of background of my involvement with this project.

I am a Library Assistant IV at Iowa State University Library.  I have been working in the Subject Departments for over twelve years now.  I just completed my MSIT in System Design and Programming from Capella University in Minneapolis, MN.

During my time as a library assistant in Reference and Instruction, I have learned a lot about statistics and keeping them in line.  Back in 2001, the department decided that there had to be a better way to keep track of statistics, and for the sake of figuring out which journal titles were not being used, we should find a good way to track usage.  We formed a group that went about the task of contacting vendors for statistical usage of their journals and databases.  My task in this venture was to assemble the statistics into a usable form for everyone to read.

Starting with Excel tables, I compiled all the various username/password combination into a working file which became quite burdensome as the number of titles and vendors grew.  In March of 2002 when Project COUNTER began, we found this to be the perfect time to organize statistics into a project database.  The decision was made to locally build an Access database to house the information for faculty to gather. Forms and reports were added to this simple database to find information more easily.  Our collections department and faculty still use this today.  While we did not see the need to actively gather monthly statistics on databases, journal statistics were constantly being gathered and reported.

Fast forward to 2008 and the advent of budget cuts.  It was deemed necessary by our administration to perform a major overhaul of our subscriptions and cut where we could.  I was asked to provide statistics for databases in general.  While I had a copy of ERMes and played with it once in a while, I had little idea how powerful a tool it would be for this project.

With the wealth of knowledge I have gained over the years building Access databases alongside this excellent open source application, I spent some time updating the ERMes for use with Access 2007 for our local faculty.  Coupling our tables with this application made it a lot easier to “see what we might be missing” and use the tool to provide faculty and administration with accurate, up-to-date information about databases and journals by library users.  Once I got this “new” version of ERMes to work, I sent a copy to William Doering for review and comment.  It is a distinct honor to be considered part of the team as a result of that email attachment!

Over the next few months, I would like to share how things are going here while using ERMes.  I still do a lot of local tweaking of the system, but always look forward to sharing with the community of folks who use ERMes.  So you may see information on how we made subtle changes locally to fit what we are doing locally.

I am looking forward to sharing thoughts with you all!

Norma J Dowell
LAIV, Iowa State University Library

ERMes Website

Download the latest version of ERMes, get instructions, etc.

Author Affiliations

Galadriel Chilton, Electronic Resources Management Librarian, University of Connecticut

William Doering, Systems, Catalog & Digital Initiatives Librarian, University of Wisconsin - La Crosse

Norma J. Dowell, Library Assistant IV, Iowa State University

Jen Holman, Periodicals & Acquisitions Librarian, University of Wisconsin - La Crosse

Anna Hulseberg, Academic Librarian, Gustavus Adolphus College

ERMes Users

Alverno College Library

Baker College

Beloit College

Bethel University

Birmingham City University

Canadian Agency for Drugs and Technologies in Health

Capella University

Cardinal Stritch University

Carleton College

Carroll University

Deerfield Academy

Drake University

Florida Institute of Technology

Georgia Perimeter College

Gustavus Adolphus College

Harrisburg Area Community College

Illinois Wesleyan University

Indian Institute of Management Bangalore

Iowa State University

Irish Research eLibrary

Lincoln University (Lincoln, New Zealand)

Loyola University Health Science Library

Manhattanville College

Monterey Peninsula College

National Science Foundation

Nicolet Area Technical College

Northern Michigan University

Northwestern College

Oakton Community College

Presbyterian College

Ripon College

Rivier College

St. Norbert College

Southwestern College

Springfield College

SUNY-Rockland Community College

Technical University of Denmark

University of Alabama in Huntsville

University of Idaho

University of the Pacific - Stockton

University of Wisconsin-Colleges

University of Wisconsin-Eau Claire

University of Wisconsin-Green Bay

University of Wisconsin-La Crosse

University of Wisconsin-Oshkosh

University of Wisconsin-Platteville

University of Wisconsin-River Falls

Viterbo University

Walden University

Wisconsin Department of Employee Trust Funds

ERMes Articles & Presentations

Presentation: The ERMes Story: A Work in Progress (Galadriel Chilton) part of Open to Change: Open Source and Next Generation ILS and ERMS
ALA Annual, Washington, DC, June 2010

Presentation: The ERMes Story: A Work in Progress (Galadriel Chilton)
Minnesota Innovative Users Group Conference, October 2009

Article: ERMes: Open Source Simplicity for Your E-Resource Management By William Doering and Galadriel Chilton
Computers in Libraries 29(8), September 2009

Presentation: Keeping It All Together: One Library's Strategy for Electronic Resource Management (William Doering)
WAAL, April 2009

Presentation: Getting a Handle on E-Resource Management: An ERM Panel (Galadriel Chilton)
Library Technology Conference 2009, March 2009

Article: A Locally Created ERM: How and Why We Did It By William Doering and Galadriel Chilton
Computers in Libraries 28(8), September 2008

June 2021