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AI agent for librarians

Subscription Renewal Value Review Agent

A renewal list ranked by evidence is ready weeks before each deadline, with weak value resources flagged for the librarian.

DecisionsAnalysisEducation
See how it worksGet access
Subscription Renewal Value Review Agent: what goes in, what the agent does and what you get

What it does

Database renewals are decided close to the deadline, with little proof of use. The agent reads usage reports, subscription costs and renewal dates, then works out cost per use and per active user for each resource. It ranks resources, flags those with weak value, and looks for cheaper alternatives, including packages the library already has. It checks patron requests and course lists to see if a weak resource is still essential for a class, then reruns the ranking. The librarian approves any cancellation. Edge case: a database with low use but a required course reading list, where the agent keeps it and suggests promotion.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN 90 days before a renewal 2 USES A TOOL Read usage reports and costs 3 DOES Calculate cost per use for each resource 4 DOES Rank resources and flag those over the costthreshold 5 USES A TOOL Check course lists and patron requests fordependence 6 CHECKS THE RESULT Does the flagged resource have a protected use? If not: Move it to keep and note the reason. Back tostep 4. 7 USES A TOOL Look for cheaper alternatives or bundles 8 DOES Rerun the ranking with alternatives and requests 9 CHECKS THE RESULT Is the ranking stable and complete? If not: Fetch the missing usage data and recalculate.Back to step 3. 10 YOU APPROVE Librarian approves any cancellation or renegotiation 11 RESULT Renewal decision report
Read the steps as a list
  1. 90 days before a renewal
  2. Read usage reports and costs
  3. Calculate cost per use for each resource
  4. Rank resources and flag those over the cost threshold
  5. Check course lists and patron requests for dependence
  6. Does the flagged resource have a protected use?If not: Move it to keep and note the reason. Back to step 4.
  7. Look for cheaper alternatives or bundles
  8. Rerun the ranking with alternatives and requests
  9. Is the ranking stable and complete?If not: Fetch the missing usage data and recalculate. Back to step 3.
  10. Librarian approves any cancellation or renegotiationThe agent waits here for your OK.
  11. Renewal decision report

How it decides

It calculates cost per use, compares it with a threshold for the resource type and treats any protected course or accreditation need as a reason to keep.

  • Flag a resource when cost per use is over $10
  • Never drop a resource needed for an accredited course
  • Compare at least one alternative before suggesting a cancellation
  • Check that the usage data covers 12 full months

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Cost per use threshold (default $10)
  • Start time before renewal (default 90 days)
  • Protected resource types
  • Number of alternatives to compare

What keeps you in control

It always asks you first

  • Librarian approves any cancellation or contract change

Hard limits

  • Never cancel a subscription itself
  • Do not share vendor quotes outside the library

It stops when

  • Done: all renewals ranked and decided with the librarian
  • Stop: usage data is missing for a resource and the vendor must supply it

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent reviews 42 databases and flags 6 with cost per use above $10. One, a $4,800 law database, has 40 uses. The check finds it is on a course reading list, so it stays. Another, at $3,100 with 12 uses, has a cheaper alternative. The first ranking missed 4 months of data, so the agent recalculates, and the librarian approves one cancellation.

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