READI

(Rights for Electronic Access to and Delivery of Information)

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REPORTS

Definition

A report in an agreement for networked information is most often a computer-generated document created either by the buyer, seller, or intermediary--and in some cases all parties--profiling transactions or other uses or activities.

Discussion

Our research revealed that the number and type of reports that are agreed between the parties varies greatly. In some cases, reports are provided upon request without contractual support. However, in most circumstances, reports are an integral part of the contract. The number and type of reports delivered are often part of appendices to the agreement and may not be part of the body of the contract. Since most parties agreed that reports can be an essential feature of network information services, they felt it wise to define in each contract the nature, extent, and responsibility for gathering reports.

Our research also noted that the demand for and delivery of reports can be among the most contested parts of negotiations. The delivery of and access to reports can be among the most important value-added features of any agreement.

Research disclosed that there appeared to be three principal types of reports:

1. Security. Reports having to do with the security of the files and compliance with the terms and conditions of the agreement.

2. Financial. Reports having to do with royalties, billing, and other payment.

3. Market Research. Reports detailing the demographics of users, or other transactions and activity-based information.

   Typical of some of the reports mentioned are:

   • Usage statistics

   • Number of searches, downloads, requests per database
     • Location of requests (remote site, library, network, dial-in, etc.)

     • Transaction log or count (to determine the number of invalid commands as well as the type of search--keyword vs. author/title)

     • Demographic categories of users

     • Volume of pages printed (number of characters, keystrokes, printlines, how accessed)

   • Billing statistics
     • Number of simultaneous users, connections

     • Number of users turned away (also called "busy signals")

     • Number of searches, requests for data already owned by the library in alternate formats

     • Time, day, and date of requests (to determine peak vs. off peak)

   One report that appears to have significant consequences is the number of transactions/requests/searches for specific journals, articles, or other elements of a database. This information, in concert with document-delivery data, may provide an institution with intelligence regarding the need for subscriptions to a particular journal or alternatives through document delivery.

   Marketing information from failed searches is important because negative responses may be valued more highly by buyers and sellers than positive responses. In addition, be aware that in some settings, information gathered and provided under these licenses may be regarded as falling under the scope of information gathered from human subjects. Many institutions have special guidelines, ethics, and procedures regarding data gathered from human subjects and it is useful to determine what obstacles or constrains may be imposed prior to entering into an agreement.

   Benefits

   Both buyers and sellers of information can benefit from the generation of a wide variety of reports to understand the nature of the use of databases in order to offer better service and wider access, among other improvements in quality and use. Reports also have the benefit of controlling costs and providing other controls on the system when necessary.

   For providers, market research data is useful in organizing, managing, extending, and customizing services based upon information gathered from one institution in order to extend products and services to others.

   Risks

   Here again, larger institutions may have the technical infrastructure capable of generating a wide variety of detailed reports; while smaller institutions may not have these capabilities. All parties must be aware that certain reports, if not generated in a secure fashion, may inadvertently reveal confidential information about users.

   Providers of information may also refrain from disclosing proprietary information about their databases. There is also the danger that reports generated by institutions at the request of sellers may disclose competitive information about other databases.

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Any comments, or feedback?		Last Update:   Wednesday, 03 July, 2002 - 04:22 PM - EDT