When I started my job in 2008, I went through the old paperwork and created a resource record in the Millennium ERM module for each journal platform, database, etc. I continue
to do this with newly acquired e-resources.
I scanned in the licenses and filled in the license records to the best of my ability. (Not a lawyer, and our small private college doesn’t care as much about legal stuff
as a state school would). There’s a perpetual access field, which I enter something for if I have definite evidence in the license, and then put the relevant license language in a note field. The licenses are all scanned onto a shared drive that can be accessed
whenever they need to be consulted. We thought about putting the licenses in our digital repository with password protection, but at the moment we don’t have a good way to secure them.
I would assume the open source ERMs have something for this as well, or you should be able to create your own fields. You might be able to attach license PDFs to resource
records in some ERMs. Unfortunately the Millennium ERM doesn’t have this feature.
Also EBSCONET may have a report that would tell you which of your subscriptions are listed as perpetual access, rather than having to check each one individually. If there
isn’t a canned report that does this, you may be able to request a customized one.
Diane Westerfield, Electronic Resources & Serials Librarian
Tutt Library, Colorado College
diane.westerfield@coloradocollege.edu
(719) 389-6661
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG]
On Behalf Of Melissa Hill
Sent: Tuesday, September 20, 2016 6:55 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] how do you track perpetual ownership rights to serials?
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
740-368-3252
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