Report guidance

eResource usage guidance

Tips and guidance on how to best utilise eResource statistics and reports.

This page details suggested reports to use for various resources, and how to work out their cost benefit.

Reports

There are a number of reporting standards and statistics you may use to keep track of your resources and usage. Below is an overview of the recommended and rejected standards for each type of content.

General

Where applicable, use Counting Online Usage of Networked Electronic Resource (COUNTER) reports, as they are standard and allow for more reliable comparison of electronic resources from different suppliers.

COUNTER 5 reports give more detail, so use if  available.

Use supplier usage reports to give more granular information, if needed.

Do not use OpenAthens usage data as it only counts the number of sessions per platform, and fails to supply enough necessary informaiton.

Databases

Check usage from all direct access routes to databases, such as native interfaces and discovery services.

Session statistics are not very informative. The number of regular searches, and unique item requests will be more useful in determining activity.

Searches are valuable because a user may find useful information without necessarily downloading anything.

For use of databases via the provider inetrfaces, use the Database Master Report, and add the total of Searches Regular to Unique Item Requests.

To include use via other platforms, also add in the total of Searches Automated.

Use Database Access Denied supplier report (non-COUNTER) to check turnaways/access denials.

Discovery​

For Elton B Stephens Company's (EBSCO's) Discovery Service (EDS) you cannot use COUNTER 5 reports as these are only relevant for content. Instead you need to use EBSCO standard reports.

Use the Interface Usage Report. The important statistics are:

  • search clicks
  • total requests. This is the total of full-text, linkout and abstract requests

Full-text requests are for content supplied by EBSCO. Linkout requests are made for content or services ouside the EBSCO platform.

These measures show the amount of user activity in EDS.

Add search clicks to total requests and divide the cost by this total.

Use suppliers' COUNTER 5 reports for accurate data on the number of full-text downloads.

eJournals

Use Journal Request Report to check total full-text downloads/unique item requests.

Divide cost by downloads/requests.

Remember to check all access routes, for example direct access, via discovery or ejournal collection.

Use Journal Access Denied (non-COUNTER supplier report) to check turnaways/access denials.

eBooks

Use the Book Requests Report to check the number of unique title requests.

Divide cost of book by number of unique title requests.

Use the Book Access Denied (non-COUNTER supplier report) to check turnaways/access denials.

Suppliers own usage reports may give more granular information such as chapter downloads and abstract views.

Cost benefit

When working out the cost/benefit of a resource, remember to divide the cost of the resource by your chosen measure. Compare it to sourcing the same articles via inter-library loan (ILL). We suggest using the NHS' Approved Costing Guidance to calculate costs accurately.

The metrics indicates whether the cost of a resource is reasonable given the benefit being derived from it by Knowledge and Library Services' (KLS') users.

Definitions

Cost of full text database divided by the total downloads is the Unit Cost.

The total downloads multiplied by the average ILL cost is the ILL Cost.

Process for compiling the metric

Make the measure and time period clear.

Ensure you’re using the same measure and time period if you’re comparing multiple resources.

Establish the average ILL cost by:

  • establishing a number of ILLs per source
  • establishing time spent on processing each ILL in staff time by band
  • using the Hourly Rate Calculator to establish costs of staff at each band involved in the process
  • multiplying the average time spent on all ILL by average cost of staff time
  • considering the benefit of a resource if the cost of obtaining the resource is higher than obtaining from ILL

Interpreting metrics

The metrics indicate whether the cost of a resource is reasonable given the benefit being derived from it by KLS users.

Its benefits are defined as the usage being made of a resource. If the Unit Cost is considerably more than ILL Cost, then you may wish to consider promotion, renegotiation of price, or value of renewal.

You may also wish to include intangible considerations, such as immediate v delayed access, in your decision

Desired outcomes

It should be considered what improvement would look like.

Unit cost should be less than ILL cost, or showing a falling trend. If unit cost approaches ILL cost, promote the resource, or investigate users’ experiences of using it.

Improvement plans

How do you plan to make a difference to this metric in a defined period?

Review following feedback. Think about what your actions will be and make plans to track the change in the metric to measure the effectiveness.

Page last reviewed: 12 January 2024
Next review due: 2 January 2025

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