Negotiating Licences for Digital Resources

Citation

Goodhand, E. (2006), "Negotiating Licences for Digital Resources", The Electronic Library, Vol. 24 No. 6, pp. 871-872. https://doi.org/10.1108/02640470610714332

Gandhi's succinct observation: “If you don't ask, you don't get”, provides a rather fitting conclusion to a book discussing negotiation skills. In this day and age, information professionals need a variety of weapons in their armoury to fight the battle of rising costs and market domination by suppliers of electronic resources. Negotiation is a key stage of the purchasing process, yet it often poses a challenge because it involves a degree of assertiveness and critical knowledge of the product. This book provides an in‐depth discussion of the process of negotiation, including how to prepare for meetings where contracts/subscriptions are to be negotiated or re‐negotiated, and lists clear reasons (and not just financial ones) why negotiation is so important.

The author's main aims, as set out in the introductory chapter, is to improve the confidence of those involved in negotiations by explaining each step of the negotiation process. Complementary skills to that of negotiation are listed briefly but not discussed in depth. The book is divided into 4 main sections: preparation for negotiation, including research and knowledge of end‐user expectations; the contract and legal terminology; communication in the negotiation process; and the importance of continuing professional development for staff in particularly larger organisations.

The first chapter highlights the importance of knowing the needs of your organisation, how the product is intended to be used (for example, number of users: organisation‐wide or single user), and how it will be of benefit to the organisation. Figures illustrate how there is a common ground which needs to be reached for the negotiation to be successful – the author warns that before entering into negotiations, a maximum price must be fixed which, if reached, must warrant the purchaser walking away from the negotiation. Demands other than price, such as number of users, frequency of renewals, continuation of access and so on must also be factored into the equation.

Free trials are essential to gaining an understanding of the product before making a decision on whether to subscribe, and when looking at larger, more specialised purchases it is important to invite companies in to demonstrate their products so that you have an awareness of competitor brands.

Chapter 2 is excellent in terms of how to understand a contract. A mock contract is dissected to highlight clauses to which particular attention should be paid and to point out the implications for the purchasing organisation suggested by the wording of the contract. All too often, contracts are signed without a full understanding of the service being provided, by which time it is too late to escape. The book is interspersed with summaries which package the information in sections of the chapter into concise easy‐reference sections which make the book accessible for those who wish to skim‐read.

When subscribing to digital resources, it is vital to ensure that the best agreement is reached; this often means compromise from either or both parties involved. This book will be an invaluable resource to both novices and more experienced negotiators as it includes short chapter summaries and tips on best practice for easy reference. Digital resources come with their own unique set of complexities, and it is easy to overlook specific details when you do not understand the terminology or are less technically‐minded. The long chapters and layout of the book is a little off‐putting, but the appendices at the back of the book make for quick and easy reference – they include a set of frequently asked questions and a negotiation timeline which is an invaluable reference for electronic subscriptions.