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

[Bhatt, Anjana]

Hi all, I just shared my article on e-trials with all of you. Hope you find it useful.

Just wanted to share a little more.  Since I did this article, we have changed the number of simultaneous trials. We are now open to conducting 4 simultaneous trials instead of restricting to only two. We noticed that 2 trials only at a time restriction resulted in big queues.  We did not want our librarians to wait that long so we increased the limit to 4.

We noticed that at times our subject librarians just wanted to explore it before setting up an extended trial for all.  So, now we have also started setting up an initial trial with a user ID and password for a week or 15 days just for the subject librarian and set up a full fledge trial only if she/he thinks it is worth opening to all and requests for it.

I request vendors to send me the trial details  (URL etc.) at least one week before the actual trial begins, because it gives me extra time to review and request the trial set up and it also give some time to our web development librarian to take care of it.

I have also noticed that Fall semester is the busiest period for trials and summer is very slow.  Two reasons for a slow summer: Subject librarians are busy doing their own projects and taking vacations etc. Second, most of the college faculty is off during summer and subject librarians do not want to run trials in their absence.

My two cents and enjoy your Wednesday.

Anjana


Thanks & Regards.
Anjana.

Anjana  H. Bhatt
University Librarian (Electronic Resources)
Florida Gulf Coast University Library<http://library.fgcu.edu/>
10501 FGCU Boulevard South
Fort Myers, FL 33965-6501
Office Location: Library West 236
Phone: 239-590-7634<tel:239-590-7634>, Fax: 239-590-7609<tel:239-590-7609>, E-mail: abhatt at fgcu.edu<mailto:abhatt at fgcu.edu>
http://library.fgcu.edu/FAC/abhatt/bhatt.htm
FGCU library provide services that support student pursuits for academic success and faculty endeavors for knowledge creation and classroom instruction.  Florida has a very broad public records    law.  As a result, any written communication created or received by Florida Gulf Coast University employees is subject to disclosure to the public and the media, upon request, unless otherwise exempt.  Under Florida law, e-mail addresses are public records.  If you do not want your email address released in response to a public records request, do not send electronic mail to this entity.  Instead, contact this office by phone or in writing.
"The world is a book. Your soul is the title page." ~ Rumi


From: Erin Gallagher [mailto:EGALLAGHER at Rollins.edu]
Sent: Wednesday, August 24, 2016 11:00 AM
To: Bhatt, Anjana <abhatt at fgcu.edu>
Subject: RE: How do you manage database trials at your institutions?

Thanks so much, Anjana!
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

From: Bhatt, Anjana [mailto:abhatt at fgcu.edu]
Sent: Wednesday, August 24, 2016 10:34 AM
To: Erin Gallagher <EGALLAGHER at Rollins.edu<mailto:EGALLAGHER at Rollins.edu>>; eril-l at lists.eril-l.org<mailto:eril-l at lists.eril-l.org>
Subject: RE: How do you manage database trials at your institutions?

Hello Erin: I have enclosed my article "E-trials  in academic libraries 101 and beyond"  for you.  You might find it helpful as it describes E-trial concerns, ground rules for running e-trials and a sample work flow and links to our trial feedback documents and references etc.

Thanks & Regards.
Anjana.

Anjana  H. Bhatt
University Librarian (Electronic Resources)
Florida Gulf Coast University Library<http://library.fgcu.edu/>
10501 FGCU Boulevard South
Fort Myers, FL 33965-6501
Office Location: Library West 236
Phone: 239-590-7634<tel:239-590-7634>, Fax: 239-590-7609<tel:239-590-7609>, E-mail: abhatt at fgcu.edu<mailto:abhatt at fgcu.edu>
http://library.fgcu.edu/FAC/abhatt/bhatt.htm
FGCU library provide services that support student pursuits for academic success and faculty endeavors for knowledge creation and classroom instruction.  Florida has a very broad public records    law.  As a result, any written communication created or received by Florida Gulf Coast University employees is subject to disclosure to the public and the media, upon request, unless otherwise exempt.  Under Florida law, e-mail addresses are public records.  If you do not want your email address released in response to a public records request, do not send electronic mail to this entity.  Instead, contact this office by phone or in writing.
"The world is a book. Your soul is the title page." ~ Rumi


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

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