Partner Terms and Conditions

This page outlines the Terms and Conditions for Trove Collaborative Services (TCS).

Terms and Conditions

Notable changes from the 2019 Agreement

Questions about the new TCS pricing model

When will the new pricing model come into effect?
A new pricing model for Trove Collaborative Services (TCS) comes into effect on 1 July 2022 offering Trove Partners choice and flexibility.

Who is covered by the new pricing model?
The new pricing model includes all existing and new Trove Partners. Each partner is on a package or standalone service offering that is appropriate to the services they use. 

Why is a new pricing model being implemented?
We have taken on-board feedback from the partner survey and have also collected detailed information about Trove Partner usage of and the costs to deliver services. The existing pricing model was always intended to be transitional as we understand that not all partners are using the service in the same way and that partners want choice. In response, the new pricing model more closely aligns what you use with what you pay for.

How is this different to the way fees were calculated previously?
A lot has changed in the new pricing model, with fees calculated based on the services that each package includes. Previously pricing was calculated based on service usage and the amount of content contributed. The new pricing does not charge you for how much content you provide, the pricing is based on how you use the service. 

Pricing is reflective of the costs of the service offerings in each package. Your usage of the service offerings has informed which Pricing Package you have been allocated. The new model calculates fees based on different criteria to the current model, which is why pricing is not easily comparable. 

Why are my fees being transitioned over 3 years?
Going from 27 pricing tiers to 6 pricing packages means that there are changes for all partners, some higher than others. We want to give organisations a transition period to provide an opportunity to adjust to the new pricing overtime, instead of all in the first year.  

What if I want to change my package?
Your current usage indicates what package you have been allocated to. We can move you to a different package if you want; your service usage would need to change accordingly.  

We went through a change three years ago, why are we going through another one?
The current pricing was designed to be temporary, giving us the time in the last three years to make the changes we needed to deliver better services. We heard your feedback through the survey, and we wanted to ensure we acted on that feedback. Keeping the current pricing was not an option as it no longer fits partner or NLA needs. 

What if I want to change my package part way through the year?
It depends on if you want to go up or go down. If you want to go to a lower package, with less inclusions, we will need to time this change with a new financial year as you have already paid the full year fee. If you want to go to a higher package, we can do this at any point during the year, we would just pro-rata the difference between the new and old package for you. 

What do the different packages mean?
The packages are service based, so you get to choose the package that has the services you want to use. 

What is the partner rate for digitisation?
The price for digitisation is dependent on the items being digitised, both the format and volume. Current pricing can be found on the Trove website, we can also send you more detail or provide a quote based on your requirements. 

Am I getting something different to what I have now?
We have already made some changes to service offerings over the past three years, so it's important that we have a pricing model that can support both current and future enhancements. These changes include delivering better insights and analytics to partners, through both the partner dashboard and the new collection insights offering, and new data harvest methods that are easier and cheaper.

All current services are continuing. The pricing model is designed so that as services change over time the inclusions and packages can change with them. We are aware that some partners will change their behaviour so they can move to a different package; we heard from the partner survey that partners wanted more choice, and this is a way we can provide it.  

I don’t know what package is best for my organisation.
We have placed you in a package based on how you currently use the service. We can share more detailed information on the service offerings and what you can do and help you maximise your membership to the fullest. It is ok if you still aren’t sure, we will do annual reviews to see if your usage changes and let you know if there is a better package for you at that time. 

How do I know what my usage is?
We have recently launched a new and improved interactive Partner Dashboard providing data and analytics on both your collection in Trove and usage of Trove Collaborative Services, like Cataloguing Search and Resource Sharing.

This is just one of the analytical tools that Trove Partners can access to understand and make decisions about their collections in the context of Australia’s cultural collection in Trove. The Trove Partner Dashboard allows you to search and report on statistics specifically for your collection across subjects, geographical area, and use of your collections, as well as analytics around your resource sharing activity. It is very user-friendly and simple to use and is the place to get collection statistics you need for making collection or business decisions in the national context, or communicating with government or other stakeholders.

If you don’t already have an account, contact us to request access to the Trove Partner dashboard.

What do you mean by transaction for resource sharing?
A transaction is a completed loan, either as the requester or supplier, that results in being processed through the LADD payment system, including loans done at $0.00 value. 

What happens if I do more than the allowed number of resource sharing transactions in the year?
There will not be any additional fees during that year and your service access will continue. When we review your usage at the end of the year, we will let you know that your usage was higher than your package and move you to the next package for the next year. 

What do you mean by search for cataloguing?
Search statistics are calculated based on the search instance, not the number of databases searched. For example, you can run one search request looking for a record in multiple databases, this is considered one search. 

What happens if I do more than the allowed number of cataloguing searches in the year?
There will not be any additional fees during that year and your service access will continue. When we review your usage at the end of the year, we will let you know that your usage was higher than your package and move you to the next package for the next year. 

What is a harvest stream?
A harvest stream is the method used to ingest data from your organisation into Trove. For example, RIS, OAI-PMH or NLA harvester. Catalogue records can be added manually by your organisation, this is not considered a harvest stream. 

What is different about the partnership agreement?
We have amended the services schedule to better reflect the services as they are today and to allow for changes to be made as they occur in the future. We have prepared an information sheet that outlines the key changes in the partnership agreement, and the new agreement can be viewed by going to Full terms and conditions

Is there a timeframe on the new agreement and pricing?
The new agreement is set for 10 years however we will be doing annual reviews to check allocations and pricing are still correct.  Once the three-year transition period is completed the fees will increase by 2% or CPI each year, unless there are changes made to the services that change the price of packages. If there are, we will notify you in writing before this change occurs. By signing the agreement, you are not locked in for the 10 years, you can cancel with 60 days notice at any time should you need to. 

What happens if our budget has alread been set for this year and we can't afford this increase?
We acknowledge this may be big change in price for your institution and your budget has already been set for the next financial year. If you are able to provide any of the following documents, we can discuss what might be possible under our hardship policy.

  1. Budget for 2022/23 showing no capacity for increase
  2. Signed statement from the Chief Financial Officer (or equivalent) stating that there is no capacity to increase the budget this financial year
  3. Signed statement from Managing Director (or equivalent) stating that there is no capacity to increase the budget this financial year

Contact Partner Support if you have further questions.