[Eril-l] How do you manage database trials at your institutions?

[Tracy Gilmore]

At Virginia Tech we assembled a Trials Work Flow Team. Our four person team
consists of someone from Acquisitions, Assessment, Collection Management
and ERM. Faculty or anyone requesting a trial must fill out a trials
request form (google form) with the pertinent information about the
database. We use Trello to keep track of each trial.  Once the trial has
ended, we review the survey responses associated with each trial, any usage
stats, and comments from the requestor prior to declining or purchasing the
database. This is the abbreviated process, we meet once a week during
"trial season" which runs Sept-Nov and Jan-March and manage 10+ trails a
semester.

-Tracy.

On Tue, Aug 23, 2016 at 2:16 PM, Leslie Burke <Leslie.Burke at kzoo.edu> wrote:

> Erin,
>
> I work in a similar environment, and given our budget constraints, I
> typically only trial something for which I can conceivably find funds for,
> and typically not until. I feel that I erode my credibility with faculty to
> trial a database, get them all enthused about it and then have to say “glad
> you liked it, sorry we don’t have the funds for it.” If there is a
> different database that is less effective, than the new one under
> consideration, then I sometimes do a “head-to-head” trial and get feedback
> and keep the best of the two.
>
>
>
> MHO,
>
> Leslie
>
>
>
> Leslie D. Burke
>
> Collection Development & Digital Integration Librarian, Library
>
> Kalamazoo College
>
> 1200 Academy St
>
> Kalamazoo, MI 49006
>
> p 269.337.7144
>
> f 269.337.7395
>
> Leslie.Burke at kzoo.edu
>
> LinkedIn: www.linkedin.com/in/leslieburke/
>
> Twitter: librarygal2go
>
> [image: FB icon]  “Like” K’s Library on Facebook:
> https://www.facebook.com/kalamazoocollegelibrary
>
> *More in Four. More in a Lifetime.*
>
>
>
> *From:* Eril-l [mailto:eril-l-bounces at lists.eril-l.org] *On Behalf Of *Erin
> Gallagher
> *Sent:* Tuesday, August 23, 2016 1:49 PM
> *To:* eril-l at lists.eril-l.org
> *Subject:* [Eril-l] How do you manage database trials at your
> institutions?
>
>
>
> Good afternoon, collective wisdom.
>
> I manage e-resources in a small-ish, private liberal arts college; I’m in
> my third year in this position.  Here’s how I’m currently handling database
> trials:
>
>
>
> ·        I collect suggestions for trials throughout the year from
> librarians, faculty, and other users.
>
> ·        I set up and manage these trials twice a year: once in March and
> once in October.
>
>
>
> During my first year or so, I encountered issues with managing upwards of
> 10 database trials at a time, as “managing” includes a lot of up-front
> information gathering before we decide on new subscriptions.  Last year, to
> streamline the process, I enacted a “five at a time” rule, and I’ve stuck
> with it through our last couple of trial rounds.  Based on the volume of
> trial requests I’m getting for this semester, I’m concerned that limiting
> to five is too restrictive.
>
> I would love to hear how you’re managing database trials at your
> institutions.  Do you stick to specific months/times of the year?  Or do
> you manage trials as requests arise?  Do you allow faculty/staff to manage
> their own trials?  Do you place any limitations on what gets trialed?  Any
> other suggestions are greatly appreciated.
>
> Thank you in advance,
>
> Erin
>
>
>
> Erin Gallagher
>
> Electronic Resources & Serials Librarian
>
> Olin Library
>
> Rollins College
>
> 1000 Holt Avenue
>
> Winter Park, FL 32789
>
> *egallagher at rollins.edu <egallagher at rollins.edu>*
>
> (407) 975-6431
>
>
>
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>
>


-- 
*Tracy Gilmore*
Assistant Professor
Collections Assessment Librarian
University Libraries, Virginia Tech
560 Drillfield Drive
Blacksburg, VA 24061
Phone: 540-231-4956
Fax: 540-231-3694
tgilmore at vt.edu
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