Introduction | Collecting Guidelines | Format Guidelines | Cooperation | Subject List and Levels | Electronic Resources | Gift Policy | Evaluation and Preservation

Electronic Resources

Introduction

This policy covers selection criteria for electronic resources acquired for use by the Library's clientele. It is to be used in conjunction with the Library's general Collection Development Policy.

Scope

The library maintains an economically and technically supportable, subject-relevant selection of electronic reference and instructional materials, clinical resources, journals, electronic books, and databases of which the utility, quality, coverage and user interfaces are judged by librarians and clients to best support the daily needs of students, faculty, researchers and clinicians attached to the institutions served. The library collects electronic resources addressing topical and specialty subject areas where needed and economically feasible. Electronic resources outside the scope of the library�s service mission are not collected, with the exception of general reference works or resources that are openly accessible or free.

The term electronic resources as used in this policy refers to any source of information which can only be accessed or used via a computer. Electronic resources covered by this policy include, but are not limited to, those intended for addition to the our collection, for delivery of educational or research content, for inclusion on the our networks or computers, and for remote access (i.e., commercial databases and Internet resources) by our clientele. Types of resources include but are not limited to Web or Internet-based, CD-ROM, magnetic tape, floppy disk, and online. Electronic resources needed for operational use by the Library (e.g., word processing, spreadsheet, or presentation software; circulation, cataloging, or acquisitions systems) are not covered by this policy.

Support of Alternative Electronic Scholarly Publication Initiatives

The library seeks opportunities to support and participate in the collection, dissemination and archiving of relevant and reputable scholarly online publication alternatives, especially those that include or represent the works of Texas Medical Center authors.

Selection Criteria

The criteria used to select electronic resources are the same as for the selection of print and other formats, i.e., the resource must contribute to the Library's mission of providing support for instruction and research for its primary clientele; have an anticipated or demonstrated demand; be published/provided by an author/publisher with a good reputation; contain accurate information; be within the Library's budget, etc.

In addition, the factors below are among those considered for electronic resources:

• Technical requirements
  • Is additional hardware or software required to use it?
  • Is the product networkable?
  • What is the means of accessing data (e.g., are passwords required)?
  • Is the resource available at all times (e.g. Internet resources)?
  • Are there special security requirements beyond what the library usually provides?
  • Is the resource stable (i.e., is the software "buggy")?
• User friendliness
  • Is the screen design easy to read and follow?
  • Is the interface already in use at HS/HSL and familiar to users?
• Searching functionality
  • Are keyword and boolean operators available?
  • Is response time acceptable?
• Currency
  • Is the data current?
  • How often is the resource updated?
  • How is the resource updated?
• Content
  • What is the content of the resource?
  • Does the content include abstracts?
  • Does the content include full text?
• Vendor Information
  • Does the vendor have a good reputation?
  • Does the library have a previous relationship with the vendor?
  • Does the vendor provide good service and support?
  • Does the vendor provide appropriate support materials?
• Training issues
  • What are the training issues for library users?
  • What are the training issues for library staff?
  • Does the vendor provide training?
• Licensing
  • Is a license required?
  • Are the terms agreeable?
  • Is Interlibrary Loan allowed?
  • Will the Library have access to the data already paid for if the subscription is canceled or publication ceases?
• Archiving
  • What are the archiving possibilities?
  • Does vendor archive? If so, In what form?
• Print
  • Is there a print equivalent?
  • If so, what are the advantages of the electronic product?
  • Should the library subscribe to both?

Types of Electronic Resources

E-journals

As with print journals, electronic journals require a long-term commitment from the Library in terms of financial resources and human resources to acquire and maintain them. As more and more scholarly journals become available in electronic as well as print versions, the Library must decide whether to maintain both versions or cancel the print when the online version becomes available.

Free with Existing Print Subscription Upon Request

The Library will automatically provide access to the electronic version of a print journal to which it subscribes if it meets the following criteria:

• free (i.e, no additional cost beyond that of the print subscription)
• access is provided by IP address and/or proxy server (no passwords)
• no additional software (other than a Web browser) is required
• licensing terms are acceptable
• journal is full text, not just abstracts or tables of contents

Not Included With Existing Subscription

Electronic journals which are not included in the cost of a print subscription, as well as resources new to the Library, will be reviewed by the Associate Director for Collections Management, the Serials Librarian, and Information Services librarians. Criteria similar to those used for print journals in addition to the Selection Criteria listed above wil be used.

Databases

Electronic Books

Web sites

These are identified and selected by Information Services librarians according to their relevance to the Library's collection and their value to our users.

CD-ROMS

In general, CD-ROMs are not collected except for reference use. The Library will acquire CD-ROMs only occasionally if the content is unique and not available in any other format. CD-ROMs which accompany print material are retained only if the content is supplemental to the text.

Participation in Consortium-Based Licensing Agreements and Collection Development

The library participates only in those consortium-based licensing agreements for products the content of which primarily serves the needs of clients, or which contain as part of the package content that is essential to the library�s client community. Cost must be equitable or advantageous to the library and its clients when compared with pricing available via a library-based license agreement.

Wherever feasible, the library supports coordination of the provision of electronic products with other Texas Medical Center libraries to eliminate duplication of specialty electronic resources, and to negotiate shared access with publishers and aggregators to the advantage of library budgets and users.

Additionaly, the library supports statewide and regional consortium-based licensing agreements that provide coordinated access to electronic resources at a lower cost.

page updated on 10.11.2006