UKSG Conference 2017 Breakout - Managing without a subscription agent: the experience of doing it yourself - Elin Palm and Lisa Lovén

Since October 2015 Stockholm University Library has managed their journal subscriptions without using a subscription agent. Instead they renew directly with each publisher. During this breakout session they will share their experience of doing it themselves. What are the pros and cons of not using an agent? Are there cost savings to be had? What about the working hours spent? And what’s the difference between the first and the second time renewing without an agent?

Educación

Agenda
● Background
● Work process
● Summary and conclusions
● Questions?

Stockholm University
● One of the biggest university in Sweden
● Science, Humanities and Social Sciences
● 70,000 students, 28,000 full time students,
1,700 doctoral students
● 5,000 staff
● 70 departments, and several centers and
institutes within science

Stockholm University Library
● 115 staff
● Media acquisition budget
– approx. 4,8 million EUR
– 94 % e-resources and 6 % print
– 50 % e-journals
● Individual journal subscriptions
– 4 % of total budget

Patron driven acquisition
One of the University Library’s most important strategies is to provide our users
with quick access to requested media resources. The goal is to deliver the needed
media resources as quickly as possible in close dialogue with our users.
In order to achieve this goal, the University Library has an acquisition strategy
based explicitly on user needs and demands. This means that our users, through
their purchase proposals and their use of media resources, are involved in the
selection of media resources to be acquired, as well as in how we renew,
deselect, and remove media resources based on usage and demand.
http://su.se/english/library/about-us/regulatory-framework/media-plan

Why we decided to do it ourselves
● Agreement with former agent expired
● No national framework agreement in place
● Procurement = time consuming
● Already discussed the idea before
● Experience of dealing with publishers

Journals
● Flexible journal portfolio
● Relatively few print journals
● Around 300 journals, in addition 140 institutional
subscriptions

Emails
● Case management system, 371 cases
– media@sub.su.se
● Personal mailboxes, 630 emails.

Invoice processing
● With an agent: a few e-summary invoices
straight into the finance system
● Without an agent: all invoices in PDF that
required manual handling to end up in the
finance system

Smooth way
Invoice as a
PDF
Handled by
our finance
unit
Finance
system
Payment
reciept

Not so smooth way
● Several reminders
● Creditcard payments
● Wire fee
● Bank details
● Proof of payment
● Proforma invoices

Pros
● Quicker access
● Cost savings
● Better control, overview
● Transparent pricing
● Publisher contacts
● Number of lengthy issues
reduced
● Time consuming
● Increased number of invoices
● Various payment methods
● No subscription management
tool
● A lot of manual work
Cons

Difference between year one and two
● Not as time consuming the second time
● Work process established
● All publishers in the finance system
● Method of payment and how to renew known
● No need to rush the renewals

Do it yourself?
● Library Director & Legal Counsel on board
● Talk to your finance unit early
● Have your credit card ready
● Case management system
● Document and monitor
● Make sure you have the time and the staff

Thank you!
● Any questions?
● lisa.loven@sub.su.se

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