• Introduction
• Purpose of Policy
• Scope
• Types of Digital Resources
• Selection Criteria
• Retention and Renewal
• Licensing
• Responsibility and Library Departmental Coordination
• Implementation and Review

The Health Sciences and Human Services Library of the University of Maryland, Baltimore (UMB) recognizes the growing importance of digital resources to the information needs of its clientele. Digital resources offer faculty, staff, and students the ability to satisfy their information needs from their homes, offices, and other remote locations. They offer distance education opportunities for those who would otherwise not have access to those resources. They have many value-added features not found in other formats, but they also present challenges unique to the digital environment. This policy is to be used in conjunction with the Library's general Collection Development Policy. New resources may be suggested by any UMB faculty, staff, or student, and are submitted to the Digital Resources Committee for consideration. Recommend a Book, Journal or Electronic Resource for Purchase

PURPOSE OF POLICY

This policy describes in detail the Library's goal of providing access to digital information resources that will support the instructional, research, and clinical goals of the University of Maryland, Baltimore, including the Schools of Dentistry, Medicine, Nursing, Pharmacy, Social Work, the Graduate School, and the University of Maryland Medical Center. The Library strives to organize and maintain its digital resources in a meaningful manner to fulfill users' needs.

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SCOPE

The term digital resource as used in this policy refers to any source of information that can only be accessed or used via a computer. Digital resources covered by this policy are those intended to deliver instructional, research, or clinical content to HS/HSL clientele. Digital resources needed for operational use by the Library (e.g., word processing, spreadsheet, integrated library system) are not covered by this policy.

TYPES OF DIGITAL RESOURCES

The Library prefers web-based digital resources in lieu of other types and methods of electronic access.

1. E-journals: As with print journals, e-journals require a long-term commitment from the Library in terms of financial and human resources to acquire and maintain. As more and more scholarly journals become available in digital as well as print versions, the Library must decide whether to maintain both versions or cancel the print when the online version becomes available. The Library subscribes to an e-journal only if it is full text, not if it has just abstracts or tables of contents. In addition to the Digital Resources Committee, the Journal Review Committee may also review e-journal requests in conjunction with a print journal request.
   • Free with Existing Print Subscription
     The Library provides access to the free web version of a print journal to which it subscribes if the following criteria are met
     • access is provided by IP address and /or proxy server (no passwords)
     • licensing terms are acceptable
     • access is not for a limited time or trial basis, except for purposes of evaluation
       
       
   • Additional Cost to Existing Subscription
     E-journals that are not included in the cost of a print subscription are reviewed by the Digital Resources Committee on a case-by-case basis. The Committee uses criteria similar to those used for print journals in addition to the SELECTION CRITERIA listed below.
     
     
   • Online-Only
     This category includes those e-journals that are available only online, as well as those which are published in both print and online, but to which the Library is considering only online access. These are reviewed by the Digital Resources Committee on a case-by-case basis. The Committee uses criteria similar to those used for print journals in addition to the SELECTION CRITERIA listed below.
     
     
2. E-Books: The Library selectively acquires e-books if free, if included in a digital resource package (see number 3 below), or if the e-book fills a unique user need.
   
   
3. Aggregated resources: These products typically combine more than one type of digital resource into one package. For example, MDConsult includes both e-journals and e-books. The contents of aggregated products that include both relevant and out-of-scope resources are reviewed on a title-by-title basis by HS/HSL information specialists. Only those resources that are relevant are included in the Library's catalog and on the Library's web page.
   
   
4. CD-ROMs/Diskettes/Other Media: In general, CD-ROMs, diskettes, and other digital media are not collected unless they can be networked and are for reference use. These formats are acquired only occasionally if the content is unique, not available in any other format, and present no technical support difficulties. CD-ROMs that accompany print material are retained only if the content is supplemental to the text and only at the discretion of the subject specialist.
   
   
5. Databases: General information and bibliographic databases are selectively acquired. Of particular importance to consider for this category are the cost per anticipated use and the interface.
   
   
6. Web sites: These are generally identified and selected by HS/HSL subject specialists according to their relevance to the Library's collection using the Library's Web Site Evaluation Checklist.

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SELECTION CRITERIA

Some of the criteria used to select digital resources are the same as for print:

• Support the instruction, research, and clinical needs of HS/HSL primary clientele
• Subject within scope
• Available funds
• Cost per anticipated use; one-time and ongoing costs
• Anticipated or demonstrated demand
• Publisher/vendor reputation
• Accuracy, completeness, currency, and uniqueness of content
• (Journals) Indexed by major indexing/abstracting services

See the Library's general Collection Development Policy for more details.

In addition to the criteria for print resources, the factors below are among those considered for digital resources:

1. Content
   a. How often is it updated? Are any portions embargoed?
   b. Is the content appropriate for a digital format?
   
   
2. Functionality
   a. Are keyword and Boolean operators available?
   b. Is response time acceptable?
   c. Is the screen design easy to read and follow?
   d. Is the interface already in use at HS/HSL and familiar to users?
   e. Are special features available (e.g., linking, usage reports)
   
   
3. Legal issues - See LICENSING section below.
   
   
4. Archiving
   a. Does the Library need to have archival access to this resource?
   b. Is the resource archived? If so, is it leased or purchased?
   c. Does the publisher/vendor or independent third party archive it?
   d. What form does the archiving take? (Online, CD-ROM, etc.)
   e. Will the Library continue to have access to the data if the subscription is canceled, publication ceases, content is sold to a different publisher, or the technological platform changes?
   f. Are there additional costs for archival access?
   
   
5. Publisher/Vendor Services
   a. Is customer service acceptable?
   b. Do they provide support materials and technical help?
   c. Do they generate useful statistical reports?
   
   
6. Are other digital formats available? If so, what are the advantages of each format?
   
   
7. Technical requirements
   a. Is additional hardware or software required to use it?
   b. Can the product be networked?
   c. Is there significant, unscheduled down-time?
   d. Are there special security requirements?
   e. Is the resource stable (i.e., is the software "buggy")?
   
   
8. What are the training issues (for staff and library clientele)?

Archival and cost issues are of paramount importance to consider for online-only resources.

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RETENTION AND RENEWAL

The dynamic nature of the Internet, as well as the speed with which new information-delivery technologies come in and out of vogue, requires that the Library frequently review its digital resources for continuing relevance and cost-effectiveness. In addition to considering each factor in the SELECTION CRITERIA section, the Library also studies usage statistics to determine if the use of a resource justifies its continued maintenance and accessibility.

LICENSING

With respect to licensing, the Library has the following definitions and expectations:

1. The Library's authorized users include the students, faculty, and staff of University of Maryland, Baltimore (UMB) and the University of Maryland Medical Center (UMMC), and all on-site visitors.
   
   
2. "Site" is defined to include any UMB or UMMC unit, including satellite facilities.
   
   
3. UMB and UMMC students, faculty and staff should be able to access digital resources from any location.
   
   
4. The preferred method for authenticating authorized users is via IP address ranges. Individual username and password access is considered only in exceptional cases.
   
   
5. The number of users in a multi-user license is determined by anticipated demand and available funding.
   
   
6. The "fair use" provision of the U.S. Copyright Law applies to all formats. The Library expects all licenses and agreements to allow use of the resource for supplying interlibrary loan requests in accordance with the Interlibrary Loan Provision of Section 108 of the U.S. Copyright Law, and the National Commission on New Technological Uses of Copyrighted Works (CONTU) Guidelines.
   
   
7. The Library expects all licenses and agreements to allow the use of the resource in course reserves (print or digital) by authorized users in connection with specific courses.
   
   
8. The purchase or leasing of digital information should include provisions for perpetual access to that information.
   
   
9. Partnerships in cooperative acquisitions and cost sharing of digital resources, both within and outside the University community, are pursued when it is advantageous to do so.

A vendor's ability to work with these definitions and meet these expectations is an important factor in the evaluation and selection of a digital resource. The Library's prerogative and authority in making sound selection decisions should not be compromised by vendor-defined conditions and constraints.

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RESPONSIBILITY AND LIBRARY DEPARTMENTAL COORDINATION

1. Evaluation, Selection, Acquisition, Renewal: Coordinated by the Digital Resources Librarian, who chairs the Digital Resources Committee, in conjunction with Collection Development, Information and Instructional Services, Library Administration, and other library departments. Usage statistics, coordinated by the Digital Resources Librarian, serve as an important retention and renewal tool.
   
   
2. Access: Initial access is verified by Digital Resources Librarian, who also troubleshoots subsequent access problems in cooperation with Computing and Technology Services. Web access is ensured by the Web Manager. Access via the catalog is ensured by the Electronic/Continuations Cataloger.
   
   
3. Technical Support and Maintenance: Network connections, installation, and storage (if appropriate) are provided by Computing and Technology Services in collaboration with Enterprise Services and Support.
   
   
4. Staff and User Training: Coordinated by Information and Instructional Services.
   
   
5. Publicity and Marketing: Conducted via e-mail, library newsletter, library web page, personal contacts, etc . by Information and Instructional Services.

IMPLEMENTATION AND REVIEW