Library Systems Fees & Assessments FY2009
Introduction
Assessments by School
Other Fees
DRS Fees and Billing
Shared licensing costs for electronic resources
Introduction
The assessment recovers expenses for core library systems and services including staff, computing services, hardware, software, and operating costs for OIS supported library applications. The assessment allows OIS to provide many services and systems to libraries including:
- Configuration, maintenance, and operation of the Aleph system, including staff training and documentation
- Configuration, maintenance, and 7x24 operation of the HOLLIS union catalog, Harvard Libraries Portal, and E-research system (access to e-resources and e-journals)
- OASIS: finding aids catalog
- VIA/OLIVIA: visual materials catalog and cataloging system
- Harvard Geospatial Library
- Virtual Collections system
- LDI infrastructure systems and user support. Systems include the Name Resolution Service (NRS), the Access Management System, digital object delivery services, the core costs associated with the Digital Repository (DRS). (The assessment does not cover actual storage costs for objects stored in the DRS. See fees below.) Basic consulting assistance, advice, and support in the use of digital library infrastructure for digital library projects is also available.
For more information about the Library Systems Assessment, OIS fixed charges or miscellaneous fees, contact Tracey Robinson or Wendy Gogel at (617) 495-3724.
Assessments by School
The increase in the assessment for FY09 is 5.15%. This assessment does not include any significant program or staff growth but does include exceptional increases passed through by University Information Systems who provide computing facilities for most central library computing servers. The algorithm used to calculate the distribution of the assessment across the schools was established in FY2000 and is based on average HOLLIS fees and charges during the period from 1994-1999.
| Cost share | FY08 | FY09 | |
|---|---|---|---|
| Berenson | 0.60% | 24,000 | 25,237 |
| Business | 5.84% | 232,386 | 244,362 |
| Central Adm | 0.61% | 24,064 | 25,304 |
| Design | 2.23% | 88,616 | 93,183 |
| Divinity | 2.89% | 114,973 | 120,898 |
| Dumbarton | 0.74% | 29,315 | 30,826 |
| Education | 2.50% | 99,312 | 104,430 |
| FAS/HCL | 64.78% | 2,575,617 | 2,708,353 |
| Government | 2.38% | 94,728 | 99,610 |
| Hellenic Studies | 0.22% | 8,648 | 9,094 |
| Law | 8.99% | 357,523 | 375,949 |
| Medicine | 6.94% | 275,781 | 289,994 |
| Radcliffe | 1.29% | 51,184 | 53,821 |
| Total | 100.00% | 3,976,148 | 4,181,061 |
Other Fees
| Service | Fees | For more information |
|---|---|---|
| DRS storage | $2.50 per gigabyte per year (starting FY09) | See DRS Fees and Billing below |
| TED custom database | One-time startup fee (based on complexity of the project) remains unchanged from FY08: $2000/basic, $4000/medium, $8000/complex Annual license fee: FY09: $520 FY10: $520 |
See the TED User Guide (section 6). |
| Virtual Collections | One-time startup fee remains unchanged from FY08: $750 (for a basic project) Annual maintenance fee: FY09: $520 FY10: $520 |
See the Virtual Collections Use Policies. |
| WAX | One-time startup fee: FY10: $10,000 Annual maintenance fee: FY10: $6,500 |
See the WAX Overview page. |
| Custom programming, available depending on OIS schedule (including exceptional data conversion, data loading services and batch admin services) | $100 per hour, project mininum 3 hours (remains unchanged from FY08) |
|
The fees and services that are NOT covered by the HOLLIS assessment include
- setup and annual maintenance for Virtual Collections, TED databases, and WAX collections
- storage costs associated with special local databases (e.g., Anthropological Literature)
- exceptional support for local reporting, programming, or technical support (i.e. tasks which require more than 60 minutes)
DRS Fees and Billing
Fees
DRS infrastructure is considered a common good and is financed through the OIS library systems assessment. Infrastructure costs include: development staffing, maintenance, operations, and UIS costs (except those directly related to storage).
DRS storage costs, in general, include costs that increase with the amount of materials stored. This includes disk space purchase, maintenance, or rental by OIS. Such costs are recovered by charging fees to the object owner (see fees table).
DRS object transformation costs are incurred when technological changes require that OIS transform DRS objects to a new format to preserve usability. Object owners are responsible for costs associated with object transformation. Costs will vary depending on the type of transformation and the number of objects involved.
Note that there are no costs associated with the actual act of depositing objects; only costs associated with object storage and transformation.
Billing
DRS services are billed on a semi-annual basis. Billing occurs at the midpoint of each cycle (October and April) and will be calculated based on the number of objects in storage at that time. In each semi-annual cycle, half of the annual fee will be charged. Objects are billed to the University accounting system using the 33 digit accounting code provided.
Shared licensing costs for electronic resources
Following the cost-sharing model adopted by the ULC in FY2000, costs for shared resources are paid centrally by OIS and charged back to libraries, on a monthly basis, based on fixed cost shares agreed to by the libraries (coordinated by the Digital Acquisitions and Collections Standing Committee).
Current fiscal year charges for each library (expenditures and estimated commitments) are accessible through the Harvard ERM system and can be used for budgeting purposes.
If you have questions about budgeting for digital resources, contact Noelle Ryan at (617) 495-3724.