Dr. B. Sutradhar Librarian, Central Library Indian Institute of Technology, Kharagpur

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 E-mail: bsutra@library.iitkgp.ernet.in

2. 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. 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. 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. Data taken on 10.02.2012 Total Publications 63,967 Total Citation 4,85,329

6. Data taken on 10.02.2012 Total Citation 4,85,329

7. Data taken on 10.02.2012 Total Publications 51,792 Total Citation 4,29,754

8. Data taken on 10.02.2012

9. 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. 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. 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. 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. 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 e-mail 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. 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. Indian Institute of Technology, Kharagpur Licensing of electronic resources • 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." Before procurement of e-resources, License agreement has to be signed by the Publisher and Librarian:

16. Indian Institute of Technology, Kharagpur License agreement 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. Indian Institute of Technology, Kharagpur Who prepares • 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. Indian Institute of Technology, Kharagpur Important terms • 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. 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. Indian Institute of Technology, Kharagpur Access • 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. Indian Institute of Technology, Kharagpur Access • 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. Indian Institute of Technology, Kharagpur Perpetual access • 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. 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. Indian Institute of Technology, Kharagpur Archival policy • 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. Indian Institute of Technology, Kharagpur Users • 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. 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. Indian Institute of Technology, Kharagpur Back issues rights • The licensor shall provide access to subscribed e-resources with their back files as usual.

29. 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. 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. Indian Institute of Technology, Kharagpur Usage statistics • 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. 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. 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. 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. 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. Indian Institute of Technology, Kharagpur Payment • 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. Indian Institute of Technology, Kharagpur Payment • 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. Indian Institute of Technology, Kharagpur Signature (Signature of the supplier with seal) In the presence of Witness : Signature Name & Address 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. Indian Institute of Technology, Kharagpur Signed license agreement Terms and Conditions for IIT Kharagpur Publisher Agreement

40. 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. 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. Indian Institute of Technology, Kharagpur Solutions • 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. Indian Institute of Technology, Kharagpur Solutions • 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 Contd.. Ingest publishers Acquisition Vendors Print Resource Digitization Content Publication

48. UserApplications User Interface Reporting Alerts Others Planning Archival Process Planning Design Access Control, User Interface, Identifiers Planning Planning Phase Archiving of Licensed E-Resources ______ Archiving of retro digitized documents Front End Ingest 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. Indian Institute of Technology, Kharagpur Open Journal Systems • 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