I am just starting to get a handle on this, but here's what I've done so far.

We use EBSCO as a subscription agent. I had EBSCO send me a spreadsheet of their record of our electronic access titles. This obviously does not include titles we subscribe to elsewhere, but it's the majority. The spreadsheet did include our cancelled EBSCO titles, though. It included all sorts of information, but not information on perpetual access rights. I then added columns for access terms and "date last checked" (because terms and publishers do change). I went into EBSCO and manually checked our current (and recently cancelled) titles for the content of the "access" field in their "Access and Registration" tab. I pasted that into the spreadsheet. I color code the titles that are open access (usually with an embargo) and have a separate sheet for titles with no perpetual access. I try to check to make sure the information is up to date when I'm checking anything related and when the publisher changes. It's also now a line item in my "Cancelled Titles" checklist. I want to recreate this information in our ERM, but I'm not sure if it's worth the time and energy.

I like that there is a specific place I can go to find this information quickly, and without having to log in to EBSCO or contact a publisher or dig through a license.

This is obviously not foolproof and not very efficient. I think this will become a hotter topic than it is right now and am surprised there aren't already related vendor services. I too will be interested to hear what others are doing.

Melissa


On Mon, Sep 19, 2016 at 12:00 PM, Melissa Belvadi <mbelvadi@upei.ca> wrote:
As we continue to cancel individual journals due to budget shortfalls, it is getting harder and harder to track what volumes of what journals we have perpetual access rights to, and on what platform.
For instance, if a journal changes ownership years after we've closed our holdings, we may have to go out of our way to activate our ownership rights on the new platform. Sometimes the older volumes follow the new owner, sometimes not. Sometimes third party platforms like IngentaConnect are involved.

Then there are the Big Deals, some of which include perpetual access rights to just "core" titles, some to the entire packages, and the titles going in and out of all those every year.

How is everyone managing all this? In catalogue records? In spreadsheets? In ERMs?

And if there's a dispute 10 years down the road, can you find the purchasing/licensing documentation to prove your claim to those volumes?

I'd love to hear from someone who feels fairly confident that they stay on top of these changes, to please share your secrets!

--
Melissa Belvadi
Collections Librarian
University of Prince Edward Island



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--
Melissa Hill
Serials Manager
Ohio Wesleyan University
Beeghly Library
43 Rowland Ave.
Delaware, OH  43015
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