Managing Print Serials During the Transition from Print to Electronic

1. Managing Print Serials During the Transition from Print to Electronic Presented by Anna M. Schein Head, Periodicals Department West Virginia University Libraries aschein@wvu.edu

2. Managing Print Serials Has always been challenging Is even more challenging as we transition from print to electronic format

3. What are the Issues During the Transition from Print to Electronic Journals? Should print issues be Discarded? Retained? …when an electronic version of a journal is available

4. Should print issues be DISCARDED? Considerations: Is the content of the electronic version the same as the content of the print version? 2. Can the electronic version be used to fulfill an interlibrary loan request?

5. Should print issues be RETAINED? Considerations: 1. Does the electronic version have the same content as the print version? 2. Can the electronic version be used to fulfill an interlibrary loan request? 3. Is there an embargo on the latest issues of an electronic journal?

6. What are the NON-SUBSCRIPTION COSTSof Retaining Print Issues? Shelf space Personnel resources Processing time: level of commitment to print version: 1. check-in 2. claiming, replacement issue ordering 3. binding, preservation microfilming

7. If Print Issues are Retained… Should They be Stored in a Deep or a Light Archive? Deep archive—Non-circulating depository What is the impact on the user of storing print issues housed in a non-circulating depository? Light archive—Circulating library stacks What is the impact on the last archival print copy when it is accessible to the public? 1. Volumes subject to additional wear 2. Volumes becoming lost, etc.

8. Shared Consortium Responsibility for Print Journal Archives What are the TERMS OF THE AGREEMENTS? What is the IMPACT OF PRESENT-DAY AGREEMENTS which involve a FUTURE COMMITMENT at the: Individual library level Consortium level State level National level

9. Transitioning from Print to Electronic Journals Where are we now? In the Periodicals Department Downtown Campus Library West Virginia University Libraries Morgantown, WV

10. Transitioning to Electronic Journals: 2003 Periodicals Department Activities Began to study the issues: Check-in, claiming, ordering lost issues, etc. Binding vs. Shrink-wrapping journals Embargo for latest issues of some e-journals Retaining the last archival copy in our Offsite Depository At the Fall 2003 PALCI meeting, Schein presented a coauthored (Blake and Schein) proposal for a PALCI activity to study the issue

11. 2004 WVU Periodicals Department –Continuing to study the issues: Schein championed PALCI proposal at the 2004 PALCI spring meeting—awaiting decision from PALCI board With Mary Strife, made site visit to Penn State offsite depository to see their workflow for shrink-wrapping current print journal issues

12. Fiscal Year 2004-2005 WVU Libraries Materials Acquisitions Budget Serials account for: 75.5% of the total Acquisitions Budget

13. Fiscal Year 2004-2005 WVU Libraries Materials Acquisitions Budget Electronic serials resources expenditures total: 22.1 % of total serials budget expenditures *This is typical for most academic libraries today.

14. Fiscal Year 2004-2005 WVU Libraries Materials Acquisitions Budget A clear majority of periodicals received by the Periodicals Department ARE STILL RECEIVED IN PRINT

15. Fiscal Year 2004-2005 WVU Libraries Materials Acquisitions Budget Percentages by Number of Titles 49.21% Periodicals Department 14.90% Libraries’ Standing Orders 30.70% Evansdale Library 3.93% Math 0.40% West Virginia Collection *Smaller departments not included **These percentages reflect EBSCO subscriptions only and do not include direct subscriptions from the publisher, gifts, or government documents

16. Fiscal Year 2004-2005 WVU Libraries Materials Acquisitions Budget Percentages by Dollar Amount 54.19% Periodicals Department 2.16% Libraries’ Standing Orders 36.32% Evansdale Library 6.82% Math 0.09% West Virginia Collection *Smaller departments not included **These percentages reflect EBSCO subscriptions only and do not include direct subscriptions from the publisher, gifts, or government documents

17. 2004 How does the West Virginia University Libraries transition compare with what is happening nationally? Report from: The Charleston Conference: “All the World’s a Serial” Nov.3-6, 2004, Charleston, South Carolina

18. November 2, 2004 Charleston Conference Preconference: “The Journals Revolution: a Primer” “A Snapshot of Journals and Their Alternatives” presented by Dr. Carol Tenopir, ctenopir@utk.edu University of Tennessee *Carol’s handout distributed in this WVLA session with the permission of the presenter

19. Charleston Conference 2004 Statistics from Dr. Carol Tenopir’s presentation at the Charleston Conference 190,000 active journals 21,800 refereed journals 11,700 active online refereed periodicals (1/2 of peer reviewed journals have online version) 4,000 are e-only

20. Charleston Conference 2004 Dr. Carol Tenopir outlined two journal models: Journal Model (individually or in a package)—subscription to journal, library owns Article Model—accessed through search engine, library pays to access, does not own

21. Charleston Conference 2004 Dr. Carol Tenopir shared her research results: Subject experts are Are reading more articles Use of print vs. electronic varies by discipline Value peer review Print vs. Electronic readership: General university faculty: 63% electronic Astronomers: 80% electronic Medical faculty: 25% electronic

22. Charleston Conference 2004 Dr. Carol Tenopir’s research results (continued): All users: Use some print in addition to electronic sources Print articles they want to spend more time reading

23. November 2, 2004 Charleston Conference Preconference: “The Journals Revolution: a Primer” “Libraries and Other Intermediaries” presented by Carol Hansen Montgomery, Ph.D. Dean of Libraries, Drexel University *Carol’s handout distributed in this WVLA session with the permission of the presenter

24. 2004 Statistics from Dr. Carol Hansen Montgomery’s presentation: Transition from Print to Electronic at Drexel: Less than 300 print journals in 2004 In Print: only what is not available electronically, fine arts journals, library journals (MLIS degree offered at Drexel), general popular magazines)

25. 2004 Dr. Carol Hansen Montgomery’s statistics (Continued): Extent of General National P to E Migration 2003: Publisher report: 20% e-only subscriptions 2004: LJ: Libraries canceling print with abandon; EBSCO: 40% of subs involve electronic

26. 2004 Dr. Carol Hansen Montgomery’s research findings Print-related savings: Check-in Claiming Binding Shelving Collecting statistics Storage costs***(Highest print-related cost over time)

27. Charleston Conference 2004Report on Transition to E-Journals Some general observations: Those who transitioned to e-only: Are happy with their decision Have local administrative support Are not concerned about ILL implications Are not concerned about archiving print at the local, state, or consortium level

28. Charleston Conference 2004Report on Transition to E-Journals Those who have retained print as primary medium: Are happy with their decision Have local administrative support Are more concerned about ILL implications Are more concerned about archiving print at the local, state, consortium, and national levels

29. Predictions for Future Transition Anticipate more rapid transition in the future to electronic journals--particularly in the STM subject areas Pricing structures are changing, publishers are offering more attractive e-only subscription prices, some unbundling of larger packages

30. Predictions for Future Transition 2005 is a “wait and see” year: Stability of e-journal archives is still a major concern ILL implications Embargo on current issues Discard paper issues—libraries are increasingly more inclined to discard paper issues when an electronic version is available What will be the impact of open access journals (will “author pay to publish” model impact and/or change the traditional peer review process?)

31. Predictions for Future Transition Print journals will still be around for at least another 10 Years Why? Print more portable Is still the preferred medium for reading journal articles E-journal archive is unstable

32. Transition to E-Journals for the WVU Periodicals Department 2005 will be a “wait and see” year Will continue to monitor national trends: Will assess which is the preferred medium for readers vs. cost of print vs. electronic journals Will look at pricing structures prior to renewal time Will consider stopping check-in for journals which the libraries do not retain permanently Will probably print bind “print-only” journals first

33. Questions Anna M. Schein Head, Periodicals Department Downtown Campus Library West Virginia University Libraries aschein@wvu.edu For additional information on Charleston Conference presentation handouts, please contact: Dr. Carol Tenopir, University of Tennessee at Knoxville Dr. Carol Hansen Montgomery, Drexel University Thanks to both for granting me permission to share their research results at WVLA!