|Issues in Science and Technology Librarianship||Fall 1996|
I. General Conclusions II. Quality and Imprint Conclusions III. Copyright Conclusions IV. Production/Management/Financial Conclusions
I. INTRODUCTION. A. General Introduction B. Introduction to ACRL Current Activities C. Introduction to ACRL Goals and Electronic Publication II. Discussion of Issues A. Overview of Issues B. Quality/Imprint Issues: Discussion C. Copyright Issues: Discussion D. Production/Management/Financial Issues: Discussion III. Conclusions A. General Conclusions B. Quality and Imprint Conclusions C. Copyright Conclusions D. Production/Management/Financial Conclusions IV. Afterword
Phase One: Continuation of efforts to convert appropriate types of materials as quickly as possible. Such materials would include internal documents, reports, standards, etc., and section newsletters. The advantages to converting this type of publication are clear. However, runs of paper editions may need to be maintained for some publications until (a) the electronic version can reach the entire membership of ACRL and other relevant audiences, and (b) a secure archive has been developed.
Phase Two: Continue the study and testing of electronic alternatives for news magazines (C&RL News) and review sources (e.g. CHOICE), and begin study of electronic alternatives for research journals (C&RL, RBML.) An interim report will be presented at the Midwinter Meeting, 1997. Such study and testing should include a detailed financial analysis and a consideration of whether publications should exist in electronic format only; in parallel print and electronic formats, or should remain in print exclusively.
At that time, several of the sections were engaged in a variety of more innovative and collaborative efforts. The Instruction Section was working with CNI to develop a 'virtual collection' of Internet user education and training materials. The Bibliographic Standards Committee of the RBMS was revising rare book thesauri and Examples to Accompany Descriptive Cataloging of Rare Books that may be distributed as a part of the LC Cataloger's Desktop project.
For the organization as a whole there has been a lot of activity. Since 1993, College and Research Libraries News has published the C&RL NewsNet, an abridged version in electronic form. In 1995 a website was established to provide information on the National Conference. Standards and guidelines have recently been placed on the ACRL Gopher, now accessible from the ACRL homepage. Twenty-three of twenty-six standards and guidelines are now available and the remaining three will be available before the 1996 annual conference. In addition, ACRL Board actions are regularly made available on the ACRL Gopher.
Other ALA divisions, like ACRL, are poised to move forward with electronic publishing but appear not to have progressed beyond the bulletin board, listserv, Website stage. It also appears that ALA itself as yet has no formal policies on electronic publication.
More specifically, the ACRL Business Plan for Publications already outlines several concrete goals for electronic publications:
The discussion of these issues and some preliminary recommendations form the remainder of this report.
Peer review procedures are in place for our research journals, while the various editorial boards and the Publications Committee provide more general oversight of the Association's publications. Currently, for example, all section newsletters are reviewed by ACRL staff before publication. Oversight by ACRL has guaranteed that publications serve the Association's goals, that they accurately reflect ACRL policy and philosophy, and that they represent a reasonable financial risk for the organization.
The decentralized nature of the Association--with many Sections and Chapters--has made it difficult for the Publications Committee to oversee all the publications of the Association even in the print (that is, print on paper) environment. However, in this environment there are certain production processes that require centralization and thus make central review easier.
In an electronic environment this is no longer the case. We anticipate that the task of review and maintaining quality will become more difficult in the future. While much of the appeal of electronic publishing is in its potential for decentralization--the ability of individuals or units of the Association to produce electronic publications--there are also liabilities. While we may want to put the power of publication in the hands of those working directly in the field, we do not want to lose our reputation for quality.
Despite this decentralization, however, individuals and organizations who are embarking on electronic publications have certain needs. ACRL may be able to provide support by training sections in electronic publishing techniques, by providing templates or style guides for electronic publications, or by providing sites for listservs, homepages and archives of electronic documents. By adopting a helpful posture, we can include ACRL in the process and continue to maintain editorial standards. The challenge will be to encourage electronic publication on the part of sections and chapters, while maintaining the quality of the ACRL imprint.
The role of the Publications Committee and the various editorial boards will need to be redefined. While some electronic publications will fall under the purview of existing editorial boards, others will not. One option would be to consider a separate editorial board to oversee all electronic publications not otherwise covered.
It is also clear that electronic publications will be more complex, dynamic entities. We will have to allow for free-flowing discussion, for individual comments, and for give-and-take between authors and readers. In order to accommodate these new capabilities, we may need to segment some of our publications--to maintain some (or parts of some) as open discussion lists as opposed to others which are "official" publications.
Finally, the quality control challenge includes ensuring that documents remain in their original form, as their authors intended them to be.
Increasingly authors will be asking about the ability to post papers on preprint servers or homepages. They will want to build links to and from their publications and a variety of other sources. How will we handle requests by others to "link" to papers in our publications? What will we consider "republication"? How will we protect the integrity of electronic copies of papers from our publications?
ACRL follows ALA copyright policy. We recommend that ACRL work with ALA to develop a new copyright policy for the transition period to electronic publication that will take into account these new issues.
Other groups have noted this aspect of electronic publishing. The Association of American Publishers and the Council on Library Resources noted in a joint 1995 report: "The immovable object" of publishing costs is subsidizing the 'first copy' of a book or journal--all the costs before the printing press begins to run...This is the hard rock that will not be crushed by distributing information electronically. Although there may be some savings in individual steps of the pre-printing process, (by editing and preparing copy from author disks, for example), and in distribution, the effect on the overall 'first copy' cost will not be large because the process will require many of the same steps and highly trained professional personnel as traditional methods required. Some new methods of manuscript preparation and production may even require more steps and/or personnel."
There are certainly hidden costs in electronic publishing that are often overlooked. One of the most critical is the impact on existing print publication outlets. If we assume a gradual transition, with print and electronic publishing coexisting for some time, and a model in which electronic publications are provided free of charge, at some point financial considerations will become critical. Subscriptions to print will gradually decline, affecting advertising to the point where costs would exceed revenues. ACRL must decide how to support publications--through advertising and paid subscriptions (whether to print or electronic versions) or through membership subsidies.
Clearly there are some publications that can be moved to electronic publishing with less risk than others. Section newsletters and internal documents already incur costs for the Association rather than generating income. They can be distributed more effectively and cost-effectively electronically than in print, and we recommend that ACRL begin the move to electronics with such publications. The research and review journals currently generate income and thus raise much more complex financial issues which will need to be examined in more detail.
Related production issues are raised with a transition to electronics. Is there still a need for copy editing? For design and layout? In what form is the information stored and presented-- SGML, HTML, PDF, Postscript, etc.? What kind of an archive should be maintained--for how long? by whom? Archiving issues appear to be a major stumbling block in making the transition to electronics for formal journals. Authors want to make sure that permanent, stable copies of their works will be maintained and accessible for the future. As a library organization, ACRL should certainly take a leadership role on this issue. Multiple archive sites should be established for information in electronic form, backed up by print or microfilm archives in some cases.
Phase One: Continuation of efforts to convert appropriate types of materials as quickly as possible. Such materials would include internal documents, reports, standards, etc., and section newsletters.
The advantages to converting this type of publication are clear. However, runs of paper editions may need to be maintained for some publications until (a) the electronic version can reach the whole membership of ACRL and other relevant audiences, and (b) a secure archive has been developed.
Phase Two: Continue the study and testing of electronic alternatives for news magazines (C&RL News) and review sources (e.g., Choice), and begin study of electronic alternatives for research journals (C&RL, RBML). An interim report will be presented at the Midwinter Meeting, 1997. Such study and testing should include a detailed financial analysis and a consideration of what publications should exist in electronic format only, in parallel print and electronic formats, or should remain in print exclusively.
Submitted by the ACRL Publications Committee Task Force on Electronic Publication, January 4, 1996.
Discussed at the Publications Committee meeting at Midwinter in San Antonio, January 22, 1996, and subsequently by the Committee via e-mail.
Revised accordingly and then shared with ACRL's Editorial Boards and others within ACRL April 11, 1996.
Revised again, submitted to the Publications Committee, June 1996, and unanimously approved at Annual Conference, July 8, 1996.
ACRL Publications Committee Task Force on Electronic Publication
Ann C. Schaffner, Chair (Brandeis University)
Norma Kobzina (University of California at Berkeley)
Hugh Thompson (ACRL)