Law firm administrators and library directors do not especially like committing to multi-year contracts with vendors for books they may not need in a year or two. I am generally reluctant, too, especially as we encourage the use of digital resources and face uncertainties related to return to office and the new normal. Still, there are circumstances when it can make sense to say yes to an agreement, often called a subscription or savings plan.

Here is my advice before signing a multi-year contract for print subscriptions:

• Start by reviewing your current print subscriptions or standing orders to determine whether you need all the titles and current quantities.
• Do not sign an agreement without first identifying which titles to remove from the list. You should not experience a negative impact on overall pricing by knocking a few books off the list. Eliminating some books now will save you money over the life of the agreement.
• If you are relatively confident your office needs the books in these quantities for the foreseeable future, a contract will probably save you money.
• If there is a good chance that your users will convert to accessing the content of these books on an online platform over the next year or two, do not sign this agreement; the print is probably nearly 100% duplicative of the digital versions or equivalents online.
• Some vendors are completely rigid; they will not allow any changes at all during the term of the agreement – no adds, drops, or replacements.
• Even if you discover that you have a few more copies on contract than you need, typically due to departures or retirements, those “wasted” copies are unlikely to outweigh the total savings of the plan.
• Do you order multiple copies of a book as desk or office copies? You could consider keeping a few copies off the agreement to retain flexibility about cancellations. Do the math to see what the tipping point is.
• Be wary of an auto-renewal clause. Your needs will change so you will not want to be locked in for the long haul.
• Your information professional is an excellent judge of these types of agreements and knows your firm’s needs. Ask your librarian to make a recommendation.