EXCHANGE PROGRAM
Background / History
The exchange program at the University of Florida Library dates back to the 1920s. As with many exchange programs in large academic libraries, the University of Florida Library began using serial publications from its own campus as exchange barter. UF colleges, departments, research centers and other university-based publishers could afford to be generous in those years - a few hundred dollars to offset copy expenses was the most asked of the library. With well-staffed technical services and relatively inexpensive operating costs, the exchange program grew at a steady rate until the late 1980s.
However, by the 1990s publishing costs and staff salaries began to rise and strain the budget of the exchange program. In 1997, at the request of the Director of Collections and the Director of Technical Services, the Acquisition Librarian launched a comprehensive review of the exchange program. To better gauge the program, the Acquisition Librarian conducted a dual study: the first part of the review process was a simple survey sent to the collection managers, aimed at determining which exchange titles were worth keeping and which should be weeded from the program. Survey results revealed that most of the serial titles received through the exchange program were valuable to the collection managers. Of the twenty surveys returned, Collection Managers deselected 39 of the 1,012 serial titles from the collections – a very small percentage indeed. The second half of the review process was to examine the cost-effectiveness of the exchange program. Using subscription prices for the incoming serial titles received on exchange, the Acquisition Librarian compared the value of the serials to the exchange program's operating expenditures. The study revealed that the University of Florida Library's exchange program was cost-effective, as the exchange program was responsible for acquiring well over $40,000 worth of serials and monographs for the library each year. In addition, the study showed that a significant percentage of the materials received on exchange was not available through regular subscription agents or paid subscriptions, but only offered by way of reciprocating exchange agreements.
The cost-effectiveness study also helped to greatly improve the efficiency of the exchange program: while conducting the collection management survey and the cost-effectiveness review, at the same time the Exchange staff re-examined policies and procedures, and ultimately applied new ideas and methodologies to streamline the workflow of the unit. The exchange program requires constant attention to remain cost effective. As of January 2007, the Acquisition Librarian and the Exchange Archivist are in the process of working together on initiating another cost-effectiveness study. In an era when the prices of both serials and monographs are increasing dramatically, such a study is more that necessary.
The Smathers Libraries' Subject Collection Managers select from serial titles and monograph series offered to our library by exchange partner institutions from around the world. Once the Collection Managers select the materials for inclusion into library collections, it then becomes the responsibility of the exchange staff to establish exchange agreements that are cost-effective, and to monitor and maintain these barter arrangements. The exchange program has 14 journal titles to offer current and prospective libraries and institutions and is fortunate to obtain these journals at discounted prices from publishers located at UF, in the state of Florida, or the Southeast part of the U.S.
Setting Up an Exchange |
