Subject: Criteria and Guidelines for Acquiring and Providing Access to Electronic Resources

Purpose: To provide criteria and guidelines for acquiring and providing access to electronic resource titles.


I. Introduction

This policy provides criteria and guidelines for acquiring and providing access to electronic resource titles. The purpose of acquiring these resources is to support the teaching, research and service missions of the University. They may be mounted on various automated delivery mechanisms for networked or single user access.

II. Selection Criteria

The following criteria should be followed in addition to the criteria set forth in the Libraries' Collection Development Policies:

1. The resource is a proven product, used at other academic libraries, and provided by an established producer/vendor.
2. The search software is compatible with other library systems where appropriate.
3. The licensing policies are in keeping with the library's distribution plans.
4. Priorities will be given to the following types of electronic resources:

• It is the only source available;
• It provides access to an aggregate of resources (e.g. Lexis/Nexis);
• The traditional format is difficult to use (e.g. Dissertation Abstracts);
• Keyword searching enhances information access (e.g. multiple volumes searchable in one file);
• Electronic format provides manipulatable data to customize research (e.g. statistics used with specific software to generate special reports, etc.);
• Electronic format provides enhanced capabilities (e.g. encyclopedia with bird songs for identification purposes; map images depicting special geographical features).

III. Delivery Systems

Access to LSU Libraries' electronic resources can be provided via different mechanisms and should be specified in the proposal based on the following:

1. Single Workstation

• Use will be limited to a small or specialized user community;
• Search/retrieval capabilities may require staff assistance;
• Space is not available on the LAN.

2. Library LAN

• The product is needed by simultaneous users;
• The license permits remote access;
• Security is needed for disk products.

3. Remote or Gateway Systems (contract-based)

• Access is limited to a gateway (e.g. Ingenta, Lexis/Nexis, etc.);
• A gateway provides the most efficient access in terms of reducing computer and staff resources required to maintain the local system.

IV. Responsibility for Recommendations

Purchase recommendations should follow established criteria in accordance with the following:

Gateways, Library LAN, Single Workstations, Library Web Resources:

Recommendations may originate with library departments, liaisons, staff, or users. They should be directed to the appropriate selector who will collaborate with Library Systems and others as appropriate. The final recommendation will then go to the Head of Reference & Collection Development Services when subscriptions are required or costs exceed $500. When nonsubscription costs range between $300 - $499, the Collection Development coordinator can make the decision. With lesser costs, the department recommending and housing the product may make the decision.

V. Guidelines

Guidelines in preparing recommendation proposals for new titles follow.

1. The proposed titles should meet the appropriate criteria defined in Section II and on the Selection Criteria Checklist.
2. When possible, titles should be tested on a trial basis to explore system compatibility and user response.
3. A proposal must be prepared for all electronic titles and submitted to the appropriate selector or administrator. The proposal must include:

• Selection Criteria Checklist
• Financial/Status Summary
• Access Checklist

4. Titles on subscription

• The Head of Serials Services will notify the Head of Reference & Collection Development Services when significant price changes occur as predetermined by the Head.
• Changes to licenses must be approved by the Head of Reference & Collection Development Services when they result in a significant price change.
• The Manager of Library Systems must approve changes to the delivery mechanism.
• A product not renewed for network access may be continued on a single workstation basis with a department's own funds.

VI. Location of Physical Materials After Purchase

The source materials and physical pieces accompanying electronic resources will be housed in the following locations after purchase:

Location	Materials
LAN Office	Source materials for any products loaded on the Libraries' LAN (including CD-ROMs, DVD-ROMs, Floppy Disks required for installation), disk or paper guides which ONLY contain installation information.
Reference	Source materials for any products loaded on the Reference Standalone Computers (including CD-ROMs, DVD-ROMs, Floppy Disks required for installation), User Guides for any electronic products.

Personnel in the LAN Office and Reference are responsible for discarding outdated material. In the event that any of the materials have been cataloged and added to the collection, they should be withdrawn when no longer needed in accordance with LPM 17.

VII. Electronic Resource Proposal

Electronic Resource Proposal form can be found here.