Formats

1. Range of formats

The library selects and acquires resources based on the relevance of their content to teaching, learning and research at Monash University. These may be in a wide range of formats, including printed books and journals, as well as other physical formats such as maps, microforms, videos, DVDs, audio tapes, CDs, and CD-ROMs.  The range of resources in electronic format is rapidly expanding, and includes databases, electronic journals, and ebooks.

Traditionally the library has acquired the vast bulk of resources in print on paper.  Many resources are only available in one format but increasingly a choice is available particularly between print and electronic.

In selecting the most appropriate format, user preference, accessibility and value for money are the key determinants.  Consideration is given to

• Expected level of use
• Availability in preferred format
• Availability for purchase and retention
• Cost of various formats, both to purchase outright, or to subscribe to
• Ease of use by targeted clientele
• Licence terms and copyright conditions

2. Electronic resources

An increasing range of resources previously acquired in print is now being licensed or purchased in electronic format. The proportion of total resource expenditure spent on web based resources is now over 40%.  In general, web-based electronic resources have significant advantages over all physical formats and other electronic formats.

Web-based electronic resources

• Are accessible wherever the user is located within and outside Monash, and at overseas campuses, provided the user is a Monash student or staff member
• Offer enhanced search capability over print resources
• Can usually be used simultaneously by more than one user at times convenient to the user and many more uses are possible than with a printed copy
• Are available faster after order placement, do not have to be processed with barcode, security tag etc, do not get stolen, damaged or go missing
• Do not require loan or reshelving or take up physical shelf space.
• Are available at all times

The library has developed principles guiding the purchase of electronic resources.

2.1 User preferences – print or electronic?

There is overwhelming evidence of a growing preference for material in electronic format  and although there are variations this seems to apply to all categories of users and across disciplines. This is particularly the case with short texts such as journal articles or chapters.  It appears also to be the case where it is not possible for the library to provide sufficient copies of printed texts to meet demand.

Some users prefer the usability provided by print, especially for extended works.

2.2 Access issues

Web access
The library strongly prefers IP address validation whenever possible but accepts password access when this can be masked by authentication processes and IP validation is not available.  The Library will consider other authentication methods which offer significant advantages to the Library over IP validation. The library seeks licensing of remote access for all its clientele including staff and students at overseas campuses as well as walk-in access for members of the community who visit the library in person, and registered alumni. 

Bibliographical access
The library will strive to provide bibliographical access to electronic resources through the catalogue.  Wherever possible the library gives preference to the purchase or subscription to electronic resources when catalogue records are provided by the vendor, particularly when the resource comprises significant numbers of discrete bibliographic entities such as books and journals.

The library also provides access through its databases pages and ejournals pages on the library website, through the MultiSearch portal, and through subject pages.  Link resolver software is used to easily link from indexed material to full text.

Archival access
There are potential problems with the retention of access to web-based electronic resources which though purchased are accessed remotely from vendor sites. The library has a strong preference to acquire archival access to electronic resources and to purchase rather than subscribe to these so that continuing access can be guaranteed. At present only purchased theses in PDF form are stored locally, with all other owned electronic resources accessed from vendor owned servers.

The library participates in cooperative archival preservation projects such as JSTOR.

2.3. ebooks

Whenever possible the library will seek to purchase or licence access to electronic copies of all texts deemed to be in high demand including course related material.  It also acquires collections of mostly older out of print books which have been digitised, to support research by adding depth to the collection. When requested to acquire theses from other universities, PDF files are purchased and placed on a local server for access through the catalogue.

Preference is given to purchase of perpetual access rather than to subscription to ebooks except when the subscription model provides for the continuing updating of texts.

The library catalogues and links to free ebooks on the web when their content is relevant to learning, teaching or research at Monash.

The library favours ebook access models which overcome the limitations of print books and ebook platforms which are not overly restrictive in allowing printing.  Preference is given to acquisition models which minimise the workload for library staff in placing orders and acquiring catalogue records.

2.4 Electronic journals

The library’s policy gives preference to electronic access to journals when a choice is available, subject to the library’s journals acquisitions criteria.

Cancellation of print subscriptions will be considered when ownership of the electronic version or perpetual access can be guaranteed and when the latter does not omit any text or images found in the printed format. 

Print subscriptions may be retained where there is a strong demand for browsing of current information, such as scholarly weeklies, news periodicals and current newspapers.  Titles where format or image quality are important may also be retained in print. 

2.5 Other electronic resources

The library buys access to many databases of aggregated electronic resources which may include journals, books and other resources.

Datasets of interest include numerical, statistical and geospatial resources, as well as standards and patents.

3. Microforms

3.1 Microform formats

The library collects microform material in microfiche and (continuous) microfilm format.  Some microcard material is also held in the collection, but as this is a superseded technology no longer readily accessible for reading or copying, it is no longer acquired.  While some users prefer microfiche to microfilm for monographic material, the latter form is more common for serial publications, particularly newspapers.

An obvious attraction of microform over hard copy paper based text is its ability to store material in a fraction of the space.  This advantage is not held over electronic formats.  Physical access also requires special reading and copying equipment.

Microform has proven longevity and is a useful medium for conservation of fragile or vulnerable resources such as newspapers.  Vesicular film is preferred.

As far as possible the library seeks to provide catalogue records for all works included in large microform sets, as well as microforms of individual books and serials.  However, some large collections of reprinted books or other disparate material include works which do not have individual catalogue records.  When available, electronic links are made to descriptions on publisher websites or printed guides to the collections will be bought.  A list of the major research microform sets held by the library is available online.

3.3. Material appropriately acquired or retained in microform

The unpopularity of the microform medium among users must be acknowledged.  The medium is really only suitable for material where low use is anticipated and the texts or data included cannot be acquired or retained by other means such as in hard copy or electronically.

Given both the benefits and the limitations of microforms, there are only certain categories of material which are normally acquired in this format.  The determinants of appropriateness are either anticipated low use, large volume of text/data or unavailability in any other format or a combination of these.  Many resources previously only available in microform are being converted to electronic databases, and the library actively seeks to acquire these as far as practicable.

Material acquired in microform typically includes

• Back runs of serials particularly large volume material such as newspapers
• Copies of Monash theses, created before digital versions became available
• Copies of archival material otherwise unavailable
• Reprints of out-of-print publications, often in large collections

4. Audio-visual resources

The library acquires a wide and evolving range of audio-visual media.  This range of formats includes videos, DVDs, audio cassettes, vinyl discs, film strips and 16 mm films of visual material.

As a general principle resources based on newer technology are favoured for acquisition.  Preservation of access to older media may prove difficult and transcription to newer formats will be considered when this is permitted under copyright regulation, or replacement in a more accessible format when this is possible. 

Off–air recordings of selected broadcasts are made under the university’s copyright licence, and added to the collection.

5. Digitisation of library resources

To ensure long-term access to fragile, rare or valuable resources consideration will be given to digitising collection items.  This includes both print and audio-visual media.  Criteria for digitisation are set out in this policy.

The library also digitises articles and chapters for inclusion in online reading lists, under the conditions of the University’s educational licence with Copyright Agency Limited.

Amendment history
First issued, August 2006

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