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Library Systems Fees & Assessments FY2013

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 LTS supported library applications. The assessment allows LTS 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 and HOLLIS Classic union catalogs, Harvard Libraries Portal, and E-research (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, LTS fixed charges or miscellaneous fees, contact Tracey Robinson or Wendy Gogel at (617) 495-3724.

Assessments by School

There will be no change in the Assessment in FY13. 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 FY12 FY13
FAS/HCL 64.62% 2,624,395 2,624,395
Law 8.97% 364,294 364,294
Medicine 6.92% 281,004 281,004
Business 5.83% 236,787 236,787
Divinity 2.88% 117,150 117,150
Education 2.49% 101,193 101,193
Government 2.38% 96,523 96,523
Design 2.22% 90,294 90,294
Radcliffe 1.28% 52,153 52,153
Dumbarton 0.74% 29,870 29,870
Central Admin 0.60% 24,520 24,520
Berenson, I Tatti 0.60% 24,455 24,455
Art Museum 0.24% 9,690 9,690
Hellenic Studies 0.22% 8,812 8,812
Total 100.00% 4,061,140 4,061,140

Other Fees

Service Fees For more information
DRS storage FY11: $2.50 per gigabyte per year
FY12: $1.50 per gigabyte per year		 See DRS Fees and Billing below
TED custom database One-time startup fee (based on complexity of the project):
FY11: $2000/basic, $4000/medium, $8000/complex
FY12: $2000/basic, $4000/medium, $8000/complex

Annual license fee:
FY11: $530
FY12: $530		 See the TED User Guide (section 6).
Virtual Collections One-time startup fee:
FY11: $750(for a basic project)
FY12: $765 (for a basic project)

Annual maintenance fee:
FY11: $520
FY12: $520		 See the Virtual Collections Use Policies.
WAX One-time startup fee:
FY11: $10,000
FY12: $10,000

Annual maintenance fee:
FY11: $6,500
FY12: $6,500		 See the WAX Overview page.
Custom programming, available depending on LTS schedule (including exceptional data conversion, data loading services and batch admin services) FY11: $100 per hour, project mininum 3 hours
FY12: $100 per hour, project mininum 3 hours

 

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 LTS library systems assessment. Infrastructure costs include: development staffing, maintenance, operations, and HUIT 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 LTS. Such costs are recovered by charging fees to the content owner (see fees table).

DRS transformation costs are incurred when technological changes require that LTS transform DRS content to a new format to preserve usability. Content owners are responsible for costs associated with content transformation. Costs will vary depending on the type of transformation and the quantity involved.

Note that there are no costs associated with the actual act of depositing content; only costs associated with storage and transformation.

Billing

DRS services are billed twice a year in October and April. The bill is calculated at half of the annual fee, multiplied by the amount of gigabytes in storage at that time. Fees are billed to the University accounting system using the 33 digit account code associated with the DRS billing code.

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 LTS based on fixed cost shares agreed to by the libraries (coordinated by the Digital Acquisitions and Collections Standing Committee).

Cognos reports detailing encumbrances and payments are distributed to contacts at each cost-sharing library. If you have questions about budgeting for digital resources, contact Noelle Ryan at (617) 495-3724.