FAOA Resource Management Guidelines for Collections Services

Owned by Heather Baker
Last updated: Nov 21, 2022
4 min read

Scope: The Duke University Libraries acquire, organize and deliver information resources that support the teaching and research needs of Duke University. Increasingly, freely accessible and open access (FAOA) resources that support this research are delivered online. These internal guidelines are meant to provide a framework for how these resources are added to the library collection.  For guidelines on collection policies for FAOA resources, please see Freely Accessible and Open Access Guidelines for Subject Specialists

Contact: Abigail Wickes

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 07/20/18

Date of next review: 07/20/2021

Freely Accessible & Open Access Resource Management Guidelines 

Duke University Libraries 

 

I. Purpose 

The Duke University Libraries acquire, organize and deliver information resources that support the teaching and research needs of Duke University. Increasingly, freely accessible and open access (FAOA) resources that support this research are delivered online. These internal guidelines are meant to provide a framework for how these resources are added to the library collection. 


II. Cataloging Guidelines  

Online integrating resources (including databases): 

1) Upon request and with approval from the appropriate subject specialist, cataloging staff will review FAOA online integrating resources for inclusion in the catalog. 

2) If the resource is already available in the knowledgebase, Electronic Resources & Serials Acquisitions (ERSA) staff will check to ensure access is up to date and activate the resource in the knowledgebase. 

3) If the resource is already available in the knowledgebase, ERSA staff will catalog the resource according to set criteria. Criteria for inclusion includes: 

a) Regularly updated content that integrates into the whole 

b) Stable linking 

c) Permanence of free content 

d) All content is accessible (no hybrid resources) 

4) If the resource is not available in the knowledgebase, ERSA staff will submit a request to the knowledgebase provider. 

5) If the knowledgebase provider will not add the resource into the knowledgebase, ERSA staff will catalog it, so that it may be accessible from the OPAC or linked to from an appropriate LibGuide or other resource. 

 

E-journals: 

1) Upon request and with approval from the appropriate subject specialist, ERSA staff will review FAOA titles for inclusion in the collection. Resources that meet criteria for inclusion will be tracked in the knowledgebase, if possible. Criteria for inclusion includes: 

a) Regularly updated content (updated within the past five years) 

b) Stable linking 

c) Permanence of free content 

d) All content is accessible (no hybrid journals) 

2) If the title is already available in the knowledgebase, ERSA staff will check to ensure access is up to date and activate the title in the knowledgebase. 

3) If the title is not available in the knowledgebase, ERSA staff will submit a request to the knowledgebase provider. 

4) If the knowledgebase provider won’t add the titles into the knowledgebase, ERSA staff will not catalog it. The title can be added to an appropriate LibGuide or other resource. E-journal titles that do not meet criteria for inclusion in the knowledgebase may still be made available to patrons by subject specialists through inclusion in LibGuides or other research guides. 

 

Ebooks: 

1) Upon request and with approval from the appropriate subject specialist, the appropriate staff will review FAOA ebooks for inclusion in the catalog. ERSA staff are responsible for ebook collections. Metadata and Discovery Strategy staff are responsible for single-title ebooks. Ebooks that meet criteria for inclusion will be tracked in the knowledgebase, if possible. Criteria for inclusion includes: 

a) Stable linking 

b) Permanence of free content 

c) All content must be accessible (no hybrid ebooks) 

2) If the title is already available in the knowledgebase, the appropriate staff will check to ensure access is up to date and activate the title in the knowledgebase. 

3) If the title is not available in the knowledgebase, the appropriate staff will submit a request to the knowledgebase provider. 

4) If the knowledgebase provider won’t add the title into the knowledgebase, it will not be cataloged. The title can be added to an appropriate LibGuide or other resource. Ebooks that do not meet criteria for inclusion in the knowledgebase may still be made available to patrons by subject specialists through inclusion in LibGuides or other research guides. 

 

III. Maintenance Schedule 

Online integrating resources: 

1) Cataloging staff will review FAOA online integrating resources for accuracy on an annual basis, following a document review schedule saved either in a shared network drive or on an internally-accessible wiki. 

2) ERSA staff will notify CCG when it is time for subject specialists to conduct their biannual review of FAOA online integrating resources.  

3) Subject specialists will have two months to complete their review and submit any changes to the cataloging staff. 

4) Cataloging staff will act on the changes submitted and consult with subject specialists on any outstanding questions concerning the changes. 

5) Cataloging staff will update the document review schedule. 

 

E-journals: 

1) Maintenance for FAOA content will be reactive and will be addressed when an issue is brought to the attention of ERSA staff. ERSA staff will untrack titles in the knowledgebase when the title is deemed to no longer be current or if linking issues persist.  

2) If ERSA staff receive notice that an e-journal title is no longer freely available or open access, ERSA staff will notify the knowledgebase provider of these changes and set up appropriate access.  

3) When ERSA staff become aware that a title has changed from paid to freely available, they will notify the appropriate subject specialist but will not automatically add title to the collection. The subject specialist will have to submit a request to have the title added to the collection.  

 

Ebooks:  

1) Maintenance for FAOA content will be reactive and will be addressed when an issue is brought to the attention of appropriate staff. The appropriate staff will untrack titles in the knowledgebase when the title is deemed to no longer be current or if linking issues persist. 

2) If staff receive notice that an ebook is no longer freely available or open access, the staff will notify the knowledgebase provider of these changes and set up appropriate access. 

3) When ERSA staff become aware that a title has changed from paid to freely available, they will notify the appropriate subject specialist but will not automatically add the title to the collection. The subject specialist will have to submit a request to have the ebook added to the collection.  

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