Author: Ashley Newton, Acquisitions and Metadata Law Librarian, University of California, Irvine.
As library budgets continue to shrink, librarians are increasingly reevaluating spending and bolstering justifications for maintaining certain subscriptions. Usage statistics provide a valuable way to assess subscriptions while clearly demonstrating their value to both stakeholders and vendors. If you are not already receiving usage statistics from a vendor, or the data is not in a usable format, the first step is to simply reach out. Contact the vendor and ask whether they provide usage data. COUNTER-compliant data is particularly useful. COUNTER (Counting Online Usage of NeTworked Electronic Resources) is a standard for collecting and reporting usage data that allows librarians to more readily understand and interpret data. Each metric is well defined and consistent, making it easier to compare statistics within platforms and across vendors. If the vendor does not provide COUNTER-compliant data, it doesn’t hurt to reach out and request it, explaining what makes COUNTER data particularly useful.
If a vendor is unable to provide COUNTER data, it’s still possible to obtain usable usage statistics. To start, request that the vendor provide the data in a spreadsheet format (such as Excel or CSV), which will make the data easier to view and manipulate. While a PDF or image file might contain visually appealing charts or graphs, those formats limit your ability to effectively manipulate and compare data. If the data is in a spreadsheet, it can be used in multiple ways, including summarizing it via a PivotTable or by creating visuals that are meaningful to your library. Equally important is consistent, clearly defined statistics. If the same statistics are not collected each year or it is unclear what the data represents, it will be impossible to identify changes over time or to even understand the information you are given.
How frequently your library obtains and analyzes usage data is an important consideration that depends on your individual needs and bandwidth. Libraries with multiyear agreements might prefer to receive annual usage reports. While COUNTER-compliant data is updated monthly by vendors, analyzing data biannually or annually might be less burdensome.
Once you have obtained and analyzed the data, reach out to the vendor to share your findings. Approaching the conversation as a collaboration, rather than a confrontation, can yield a more productive outcome for both parties. Both vendors and librarians may bring additional insight that helps contextualize the data and inform decision-making.
Lastly, it is important to recognize that usage statistics are just one of many factors to consider when evaluating subscriptions. Low usage does not always denote low value and vice versa. When considered in context and in combination with other factors, however, usage statistics can be a valuable tool in your decision-making toolkit.
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