techniques for tracking perpetual access
DESCRIPTION
I conducted a survey in 2013 to determine whether libraries were tracking their perpetual access entitlements, but it did not thoroughly explore how librarians were managing this process. This program will build on that survey and explore specific techniques for tracking perpetual access. The session will focus on commonly used systems as identified in my survey, including integrated library systems, electronic resource management systems, OpenURL knowledgebases, and spreadsheets. The program will discuss what information should be tracked, how best to leverage different sorts of systems, and how to address challenges identified in previous research. These recommendations will be developed through correspondence and interviews with other professionals, as well as the existing literature and best practices. Chris Bulock Electronic Resources Librarian, Southern Illinois University Edwardsville Chris Bulock is currently the Electronic Resources Librarian at Southern Illinois University Edwardsville. He has been a NASIG member since 2011, and is on the Electronic Communications Committee. Chris is the chair of the Commercial Products Committee of the Consortium for Academic and Research Libraries in Illinois.TRANSCRIPT
Techniques for Tracking Perpetual Access
Chris BulockElectronic Resources Librarian
Southern Illinois University [email protected]
Perpetual Access: We’ve Got It
Stemper & Barribeau (2003)Zhang & Eschenfelder (2012)
Commitment to Perpetual Access
Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.
Commitment to Perpetual Access
Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.
Does your library systematically track perpetual access for electronic journals?
http://www.siue.edu/~cbulock/poster.html
Why Track?
Influence renewal decisionsInfluence print decisionsEasily provide access when
necessaryPublishers may not be doing itTrigger events may go unnoticed
Scenarios
A library has a subscription to a journal that ceases publication
A subscription to a journal is canceled by a library A subscription to a journal is sold or transferred to
another publisher The publisher of a journal, or bundle of journals,
goes out of business A bundle of journals has a fluid title list The publisher of a bundle of journals is bought
completely or partially by another publisher A subscription to a bundle of journals is canceled or
not renewed by a library or consortium-Waller and Bird (2006)
Additional Scenarios
A publisher of a journal switches from one content platform to another
A purchased book is replaced with a new edition
DualD FlipFlophttp://bit.ly/1kUKb8D
A subscription to a journal is canceled by a library
• Determine whether PA available at all• Determine what years are available• Adjust holdings info wherever it lives
(ERM, ILS, Link Resolver)
A library has a subscription to a journal that ceases publication
• Find out it has ceased– Usually at renewal time
• Determine what remains available• Add an end date to holdings– Possibly adjust beginning date
A subscription to a journal is sold or transferred to another publisher
• Receive notification from publisher, listserv, or TRANSFER
• Determine what will go where and make the relevant changes to holdings (or wait for global changes to take affect in KB)
The publisher of a journal, or bundle of journals, goes out of business
• Activate archiving provisions if available
• ?
CLOSED
A publisher of a journal switches from one content platform to another
• Determine what perpetual access you had on old platform
• Determine if active on new platform– Notify new platform if not
• Adjust provider/access information
What do you need to know?
If there is perpetual access in the license
If post cancellation access requires a fee
If publisher would allow for archiving, self-hosting, or alternatives
Formats providedWhether the publisher participates in
TRANSFER, LOCKSS, CLOCKSS, Portico
What else?
If PA would apply for all issues accessible during agreement, issues published during agreement, or something else
In a package: if it applies to all journals or a subset
For books: what happens in case of new edition
What system(s) do you use to track journal perpetual access?
http://www.siue.edu/~cbulock/poster.html
ERM Strategies
• Tracking license information– Dedicated fields in license module if
available– Track more than yes/no if relevant
• Tracking current status of resource– Current/Perpetual/Extinct
ERM Strategies
• Title level– Holdings will be most relevant–Wrinkles include title changes, year-to-
year title list variations– Represented as local dates/holdings in
global package or as a library-specific package
– ERM KB may feed directly to other systems
– If perpetual and current grouped under one provider, mark perpetual
ERM example
ILS Strategies
• Marie Kennedy. Sierra: http://orgmonkey.net/?p=1651#sthash.fQGCv14d.KOMSCVNc.dpbs
• Bib records at item level– Perpetual access holdings, possibly
suppressed until needed
• Bib record for package with local notes field
• Item category for Portico titles
ILS Strategies
• Acquisitions module– Order records include PA note– Invoice records include access info
• May just reference order history without any special PA information
ILS Example
Spreadsheet Strategies
• One giant sheet, or broken down by provider
• Sheets for Big Deals may be updated yearly to reflect fluidity of title list
• Many keep a spreadsheet for individual purchases
• Often an intermediary step
Spreadsheet Example
Resolver KB Strategies
• May be used solely for access or also for tracking
• Options– Separate packages for different PA
statuses– Separate package for actively PA items– Stick with global package, but add local
holdings as needed
Resolver KB Example
Other Systems
• Subscription agent platforms• Platform administrator modules• Local databases• Paper copies of invoices
Potential Obstacles
Publisher doesn’t comply with PIE-J, lumps former titles with new titles, deletes former from KBs
Transfer occurs and new publisher decides not to honor PA
Contracts that are silent, terms that change
Thanks!
• Janet Arcand• Amy Castilo• Jen Leffler• Sanjeet Mann• Many Anonymous Participants