When it’s your responsibility to make a decision for your organization about purchasing or renewing an information resource, whether print or online, you might take these factors into account to determine whether to place the order or sign the agreement or just let this one lapse. (Note that I touch on quality here, meaning authority, credibility, objectivity, and more, but it’s not my intent to focus on a determination of a source’s validity in this post.)

Usage  To the extent that you have usage data from circulation records, a vendor’s reports, or a third party tracking system, review usage along with anecdotal evidence from users. If use is low, is it because the item isn’t serving a purpose or might it require more training and acclimation?

Critical Need  Is there, in fact, an audience for the resource? Is it essential? There is no sense in paying subscription fees if people aren’t relying on or requiring access to the source.

Format  Are there choices of format? Would a different format address simultaneous or remote use needs? Are you paying for an organization-wide license when you really only need one copy of a book?

Scope  Does the scope of the product meet your organization’s need? Does it cover substantively the jurisdictions, specialties, and topics that matter to you? Does it have add-ons like checklists, forms, charts, and integrations that make your team’s work and service to clients better?

Duplication  Line this item up next to others to which you subscribe or hold a license. Does it duplicate content in other resources? Are you using multiple similar tools because of personal preference or because there actually is unique and necessary material?

Terms  Do the contract or subscription terms meet your organization’s needs? Do they tie your hands uncomfortably? Is the product bundled with others in a way that makes it impossible to drop a title?

Restrictions  Are there undesirable restrictions on use or sharing? If you want to share excerpts with clients, for example, is that permitted? Are you free to post material on your document management system or intranet?

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Users  Do you have an adequate number of authorized users? Are the right people assigned access? Does this resource support the work of a group or department in critically important ways? Do you have champions of the resource? Do users support the continued subscription or license?

Quality  Are the authors established authorities in their field? Is the resource well-designed? Is the content readily accessible via indexing and tables of contents? Is the source objective and well-researched?

Currency  Is the resource updated on a regular basis? Does it have a mechanism for sharing breaking news and developments, whether online updates, supplements, or notices?

Training and Support  Does the vendor or publisher provide adequate user training and documentation? Do you need to play a more proactive role in arranging and promoting training?

Cost  What are the direct and indirect costs of the information resource? Are there costs associated with out-of-contract uses? Does someone need to maintain print copies? Are annual price increases reasonable? Have you been able to negotiate pricing and terms that are acceptable?

There are other considerations that will occur to you and that will prove important in your particular work environment but the points listed above will ensure a thoughtful decision to purchase or renew or not.

Pro Tip: My go-to for guidance on licensing electronic information resources is the AALL Principles & Practices for Licensing Electronic Resources from the American Association of Law Libraries.