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

[Steve Oberg]

Back in March, a similar question was posed here, so I hope it’s ok if I cut and paste from my response to that email.

We don’t have a formal policy per sé but rather a set of expectations. Here are the elements:

  *   We only run database trials once a year, in a set timeframe of the academic year that’s most conducive to obtaining good use and feedback
  *   Subject librarians cannot request a subscription to or purchase of a database without first requesting a trial (assuming that trials are available — sometimes they aren’t, so there are exceptions)
  *   Every request for a new database must be accompanied by a detailed rationale
  *   Subject librarians are expected to request a trial for a database only after a preliminary review of suitability, content, etc.
  *   All database trials are public, meaning, we advertise their availability to all faculty and students and we request feedback from them and take their feedback (or lack thereof) as a major factor in making a decision to purchase or subscribe
  *   All trials are initiated/run by me

In terms of the financial feasibility question, our thinking is to focus on the content first, and if it feels a justified need to support areas of our curriculum, we’ll try to figure out how we can afford a database. Of course, there are times when a particular database is so off the charts expensive that it is extremely unlikely we’ll ever obtain it. But there are times when we might seek additional funding in order to be able to afford a particular database. I hope this helps.

Steve Oberg
Assistant Professor of Library Science
Electronic Resources and Serials
Wheaton College (IL)
+1 (630) 752-5852

NASIG Vice-President/President-Elect
[cid:image001.png at 01D1D888.AA3866F0]

On Aug 23, 2016, at 12:49 PM, Erin Gallagher <EGALLAGHER at Rollins.edu<mailto:EGALLAGHER at rollins.edu>> wrote:

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<mailto:egallagher at rollins.edu>
(407) 975-6431

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