Sustainable access to information requires strategic choices

The Library’s acquisition and removal decisions are based on not only the University’s degree requirements and research focus areas, but also usage data as well as publisher prices and agreement models offered to libraries. The Library also prunes its collections by removing outdated, little-used or unreasonably expensive materials, freeing space and funds for content that better serves the University community. 

Among the acquisition methods the Library has tested, evidence-based acquisition (EBA) stands out. Under EBA, the Library secures large e-materials packages for pre-agreed fees, potentially including tens of thousands of literary titles. All materials are freely accessible to users for a defined period, often one year. According to Head of Services Elina Kähö, who oversees e-material acquisitions, at this period’s conclusion, the Library chooses the most frequently used works for permanent inclusion in its collection. The model relies on careful monitoring of usage and data analytics as well as expertise in interpreting data. The model’s use also requires both the financial flexibility to pay fees upfront and strong negotiation skills with publishers. Although EBA improves transparency in decision-making, it does not necessarily lower libraries’ costs. 

Scholarly publishers increasingly offer libraries large package deals and annual-subscription models, with prices linked to factors such as student numbers and usage data. Yet these costs may rise rapidly – annual subscriptions for course materials by as much as 60%. Publishers are gathering ever more detailed data from their library customers and use the data to design new pricing models that are often unfavourable to the libraries.

Collection development is an ongoing expert activity, combining collections expertise, data analysis, negotiation, and collaboration with University teachers and researchers. 

A key part of this work involves monitoring usage data and cost trends. Helsinki University Library systematically analyses e-material downloads, cost-per-use figures and lending numbers for printed works. This enables it to determine which materials are essential for teaching and research, and which may no longer justify the expense. 

Acquisition centres on active dialogue with teachers and researchers. The Library evaluates proposals from the University community, covering both the course textbooks it must acquire and individual requests, to determine the most suitable acquisition model. The Library identifies the best ways for the University to acquire materials. Its experts also inform the academic community about publishing market conditions, including licensing terms, data protection, accessibility and pricing. 

A significant portion of working hours are spent on negotiations with publishers, both directly and via the FinELib consortium. The Library prepares comparisons, assesses offers received, seeks to influence agreement terms and addresses price increases. The work is increasingly strategic, as publisher models directly affect the University’s finances, data protection and teaching. 

Overall, acquisitions involve ongoing negotiation to secure the materials needed for teaching and research, while managing costs, data protection, accessibility and market dependence. This makes acquisition models and publisher relations key to the University’s work. 

Text: Veera Ristikartano and Heidi Wiikla