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1 >> Hello. >> We will start the meeting at about 12:01. >> You are now muted. >> I just want to let people know, this is MISSY Harvey and we will start the meeting at 12:00 12:01 so I thank you for your patience. >> Once again I just want to thank everybody for your patience and I want to give people a heads up here, we are using a new version of Adobe connect this week for our session so it's a learning experience for all of us as we go along so I do thank you for your patience, let me get our recording started and I'm going to introduce our speaker. And I am first going to mute everyone before we get started and I will unmute our speaker, this is the way we have to do it so I ask for your patience so just one moment, please. >> This meeting is now being recorded.. >> All right, so once again I want to thank everyone for your patience today and I will introduce the speaker and ROBB will get an over all presentation and at a certain point he will open things up for questions and at that point if any of you want to ask questions, you are either welcome to type in the chat box or you can unmute your phone by simply pressing star 6 on your telephone and that will unmute you. So first let me introduce our guest speaker today, Robert MACKES is the health director of the health sciences of New Jersey and project manager for the group licensing initiative group since ROBB holds a master's degree in library science from Pennsylvania and is a distinguished member of the academy of health information professionals and a librarian in New Jersey and Delaware for 20 years, prior to manager the GLI he was project manager for the Delaware medical information resources alliance and initiative of the Delaware academy of medicine and he also managed several health sciences and hospitals in New Jersey. ROBB has been involved in MLA, hospital library section and New York, New Jersey and Philadelphia chapters for many years and among the achievements are the Thompson Frank broad way achievement award and the librarian of the year and hospital library section leadership award. So everyone I would like you to join me and welcome ROBB, thank you so much. >> Thank you very much, MISSY and thank you to MISSY and the RML staff for providing the time for the update for everyone today. I'm just going to give a very brief update of what we have been up to in the last year and then open it up to questions. I know people have lots of questions about the group licensing initiative and I wanted to be able to give people time to ask whatever questions they may have. If you are brand new to the group licensing initiative I'm afraid you may not learn a whole lot about it today but I do ask you to please contact me directly if you have got questions that we don't answer today. I'm happy to answer what ever questions you may have. So the objectives today is just a very brief overview of what is the license group initiative, what has happened to the initiative over the last year, what is in the future, a brief overview of the resources

2 we offer and then open it up to you all for your questions. The licensing initiative, the idea for the initiative first was this 2002 and was a collaboration between the librarians of the New Jersey hospital association University of medicine and dentistry of New Jersey and Hislands. We took approximately a year to survey our membership and find out what resources people were offering at the time, what resources they would like to have access to through a group purchase, to establish a fiduciary funding issues, all of the different things that went into figuring out how to make the initiative successful from the start. So we offered, our first offer went out in the spring of And at that time we had 17 libraries participating, who licensed 130,000 and nearly 131,000 worth of resources. And over the next ten years we continued to grow and they closed the library and left without someone to run the initiative and the person who knew everything there was to about the licensing and we met and decided this was an initiative that we indeed wanted to continue. So we regrouped and at that point in time the RML came to us and offered us an award to help us reorganize and to build a business plan and so forth, the stipulation being that we needed to open up our membership or our participating libraries to all library, open up participation to all libraries within the region. And that is what we have been working on in three years and we are currently in the 11th year and up to 95 libraries participating and those libraries license 1.85 million of resources. We have libraries in New Jersey, Delaware, and Pennsylvania and a few libraries in New York that are participating. And we are currently marketing to all libraries out across the region. All hospital libraries I should say across the region. The benefits of participating in the group licensing initiative is that we do have a proven track record, 11 years of saving libraries money. And we negotiate pricing and licensing terms for you and in most cases where we get that to happen we have the library loan into the license so that is not something you need to worry about. All paperwork and invoicing issues are handled with the vendor and you don't ever need to worry about that. We offer low administrative fees and we can offer you one total invoice for all of your resources or we can kind of break those invoices out a little bit to suit your needs. And the other benefit that I forget to put in here is that we are not a one stop shop. You can license as few or as many resources through us as you need. It's not you don't need to buy everything to participate in the licensing initiative. So what is coming for our future? We have been working over the last couple of years with a programmer to create an online order entry system. Those of you who have been with the initiative for quite a few years know the pile of paperwork I send to you every time there is an offer. We will attends the New York, New Jersey chapter meeting and MAC and the Philadelphia has their meeting as well and to talk to libraries at that time about the resources that we offer, sit down and go over the offer with people if there are questions and just be able to get the word out a little

3 bit better to libraries in the area. I should stop at this point because I forgot to say it earlier and say the group licensing initiative is limited only to hospital libraries. We are prohibited to offer it to medical schools. I wish that were not the case but I know our vendors are structuring their pricing different for schools than they do for hospitals. So it just makes things easier for everybody all around if we limit only to hospitals. The new thing we are working on this year is the southeast Atlanta RML asked us to study the possibility of expanding into their region. And so where we are at right now is we did a survey, distributed a survey about two weeks ago to libraries in that area and so far we have got just short of 100 responses to that survey. And we will make sure there is enough interest for us to start going out into that area and that should help all of our libraries with some better buying power when it comes time to negotiate with each of our vendors. And we will also be attending those chapter meetings, the MAC meeting is overlap because we have western Pennsylvania members that are part of the Mid Atlantic chapter. So we will be attending the MAC and the southern chapter meetings to meet with librarians to talk a little bit about the GLI and further assess their interest. So the resources that we offer, at this point in time we are offering several different packages and some of their point of care tools like Dinamed and administrative resources such as health business Elite, bio medical packages, and the databases from the American psychological association consumer health information rehabilitation literature and access to the collection. We also offer resources from OVID, anybody who licenses OVID through the GLI automatically has free access to OVID midline and we also offer site packages through OVID as well as journal and book packages and the new product OVID MD and the Joanna Briggs titles are available from ovid and we have a collection of approximately 23 books, electronic books with a MOSTLY nursing focus plus access to ACT peer. We have to ACCESS five of their products and access medicine surgery, pediatric emergency medicine and anesthesiology. The MJ group we have access to a very popular package of ten journals which includes the MJ itself and all kinds of diseases in childhood and heart.thorax, titles like those and we have access to point of care tools and case reports from BMJ and a half a dozen journal titles and access to new England journal of sed minute and their journal watch product as well. New vendors for 2013 and 14 we added access to the R 2 digital library and this is not a discount purchase of electronic books but it does offer a significant discount on their maintenance on their annual maintenance fee for the R 2 platform. We have access to ten different subject collections of journal titles from sage, so they put together some collections of nursing journals, Pediatrics, cardiology, different journal packages from sage. And Springer is new to us this year and it's a very unique offer. It's kind of complicated to explain if it's not if you don't see the paperwork in front of you but basically depending on the size of your hospital if you spend

4 a certain threshold of money which is relatively low for most hospitals and encompass a half a dozen titles and if you have access to the titles you have access to all titles that SPRIRNGer offers so that is unique to us in that you own those certain titles but you have access rights to all of the rest of the titles that Springer publishes and we are working with Wiley to put a similar package to sage, packages of journal titles by subject and also book collections by subject. And also new to us this year is medicine and we have a collection of five textbooks that are downloadable. And we will be able to any questions that I might not be able to answer so thank you for your attention and I'll open it up to your questions. >> This is MISSY, we have one person asking a question is there a membership fee. >> There is not a membership fee per se in that libraries that are outside of the state of New Jersey are not eligible to be members but what we do do is charge administrative fees in lieu of a membership fee, so for libraries outside of New Jersey or that are not members of HSLANJ it's certain resources are simply $100 per resource, others and those are ovid and bmj and SPRINGer are charged on a percentage of what you spend. So it's for libraries that are not members of HSLANJ and there is a 10% admin fee and if you spend $1,000 your admin fee is $100. >> We have another question we have existing subscriptions and are there restrictions from changing from a direct subscription which is becoming too expensive to subscribing through HSLANJ? >> Yes. And those restrictions vary from vendor to vendor. Some vendors simply say, no, period, end of story, you cannot cancel your direct subscription and license through us unless you drop it for a certain amount of time. And then others allow you to roll in your current subscriptions with certain caveats for instance with ovid you need to spend 5% more than you spent last year and what that means is most generally you can just pick up a few more resources, things you may have wanted to pick up in the past but have not been able to because of price. And then going forward you will pay after that first year then your there is no more restrictions on you with that vendor. And ROBB I just want to make one comment to make sure I understand correctly too if anybody has questions similar to what Nora was just asking probably the best idea is to touch base with you and find out what will be workable depending on who that vendor is, right? >> That would be the best, yeah, then we can talk about the vendor in particular that you are asking about and then we are not getting into personal information either. >> We have another question. If we are not permitted to do online ordering, can our purchasing department take care of ordering on paper? >> Absolutely. The online ordering system is for your convenience as well as for mine. But if you are restricted from doing things like that then by all means continue with the paper.

5 >> Does anyone else have questions? Once again just to remind you if you want to speak press star 6 on your phone or you can type in the chat box. >> This is Barbara and I want to clarify something ROBB said earlier and can you hear me? >> Yes. >> Perfect. >> Okay, because I can't hear anybody. When he said that only hospital libraries could take part and not medical school libraries, that's not 100% true. Medical school libraries cannot, but we also can offer the group licensing to some not for profit health sites libraries, it depends on the vendor and you need to check with us but I didn't want those people to feel lake they shouldn't even ask. >> Thank you for clarifying that. I always forget about that. Other questions or questions? I see a couple of people are typing so it may take a couple minutes ROBB so bear with us. >> In the meantime I'm putting my contact information backup on the screen and please feel free to give me a call or shoot me an e mail with any questions you may have. >> I'm not sure if this is true of anything else, but I have not seen anything on the screen since the beginning, so you might want to actually say that out loud. >> Thank you for letting us know, we didn't know that was a problem. >> The new version is not working and the chat is not working, I have not seen any slides or anything. >> Oh, dear. >> Please tell me what is your name? >> It's Barbara Still, Barbara rice. >> Thank you for letting us know. We had no idea. >> I see another question we are part of a large health system does a number of bed sides matter? Bed signs matter? >> If you are part of a large health system it's best to contact me to talk about that because we handle systems in different ways. For some vendors, you are required to purchase an individual license for each hospital in your system, for other vendors we go simply by the total number of beds in the system. For instance if you were to license that through us and you were a for hospital system you would need to purchase four licenses of status, for other vendors we would just take your total bed count and use that as our price figure for the resources.. >> Sorry, I'm not quite sure. Whose hold music we are hearing.. >> Go ahead if people have further questions, please. >> We have different buildings. We have like two main hospital buildings and we have outlying buildings would access to these databases go to all the buildings or do they something different and if I'm not explaining this well I'll try again, this is Barbara Ewing. >> All of our licenses are site licenses. >> But site is defined differently, that is where I'm picking bones. >> So if you have a hospital and off site clinics, you are covered

6 under that one site license we are with get into problems is if you have two or three different hospitals on your campus. >> No, we are all one hospital. We have two separate, quote, hospital buildings because we merged. And then we have I would not call them clinics, it's like an oncology center and mind and body center and so forth and we are developing more sites like that. But they are all part of this. Does that make sense? >> It does. There are other hospitals that participate in the group licensing initiative that had that set up and. >> And so far they have each been considered just one site. >> And is access IP or name and password? >> Preferred authentication is IP. >> Some vendors will allow user ID and passwords and some vendors offer in addition to IP access user ID and password for remote access and remote access is negotiated into all licenses. So if you use some sort of a VPN or Athens or something like that, that access is included. >> So, in other words, the site license would probably cover I'll say inside and outside access but we might have the option of doing name and password if we wanted but otherwise it should be all IP is that pretty much it? >> I should be all IP wherever possible. >> Okay, that sounds good because that is the easy one. >> And there have been others but we prefer IP authentication. >> Yeah, I do too. I'm trying to think if there are any other questions. >> When you said send all packages, are they like sinal plus and sinal plus full text. >> Right we have the plain database and the plus with full text and plus with full text and sinal complete. >> I don't know anything about proquest only the name and I could not explain it if you asked me but seems like they had interesting things. Is that something that is being pursued or am I out in left field because I don't really know what it's about? >> At this point we have not looked at anything from proquest. Our last survey we sent out last summer where we asked what resources people would like us to check into that we don't currently offer, nobody requested access from that. If people start asking for it then we will start looking into offering a purchase from proquest or any other vendor. >> Based on people's requests. >> Are there set prices for these different databases or are they based on something per individual hospital? >> If you send me an e mail I could send you a copy of our spring offer so you can kind of get a feel for what we are offering and what our pricing is. Most of the resources are priced differently for

7 different bed sizes. >> For systems versus hospitals and things like that so it would be best if you got a look at the actual paperwork to answer that question. >> Okay, I probably did but my memory is short. >> [Laughter] >> Refresher would be good. >> Sure, send me an e mail when we are done and I'll send you a copy of the offer. >> And you are MISSY, right? >> I'm ROBB. I'm sorry I thought I was talking to ROBB and I have your e mail, ROBB, sorry. >> This is MISSY. Let me say one thing for those who are able to see the chat box ROBB put his e mail address in there and mentioned his slides and I just want to let everyone know that later this afternoon I will be posting on the MAR website a copy of ROBB's slides as well as a transcript of today's session and a recording of today's session so all of you will be able to access all of that information if you want to share with colleagues or people who may be interested in your region you are welcome to do any of that. Any OTHER questions or comments that people want to ask, press star 6 or type in the chat box if you are able to see it. Well, I'm not seeing any more chats and I don't see that anybody has is typing. Let me just offer a couple of comments. First of all I just want to thank everybody and thank ROBB for today and this has been very enlightening and I know ROBB will take any e mails if you all have any particular questions. I want to let you all know and I want to give you the date here, on August 13 we will be hosting a boost box section making the most of the value study with guest speakers joanne and cathy from the national library of medicine and I want to ask a huge favor, if anyone in addition to Barbara Wright if anyone had trouble today and was not able to see the slides or not able to see the chat box, whatever the case may be, would you please send me an e mail and my address is and I want to see how many people have problems and may be more than I realized and I want to thank everybody so much and thank ROBB for all of the helpful information and we want to encourage you to investigate this for your own organization thank you so much and have a great day and please fill out the survey if you have not done it already and when we end the meeting you will see it automatically pop up in your browser window. Thank you so much. Take care. [Meeting concludes]

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