Presentation at the 2012 MSU LEETS on developing a perpetual access plan.

2. Overview
Analysis
Tracking
Ongoing issues
Workflow

3. With one new
position and
two new
librarians…
The absence of a
perpetual access
plan took a while to
notice.

4. This was the only mention of perpetual access
anywhere in the documentation.
“If we still have access to subscribed
years, update the coverage note in
AtoZ Collection Editor.”

5. Then the budget cut came…

6. Examine the Scope of the Project
With the larger number of titles cancelled, from a
number of different publishers, this was an
opportune time to design a workflow that would
be able to accommodate variations and special
cases.

7. Step 1: Ignore the problem

8. Step 2: How much work could it really be?

9. Is perpetual access
granted?
EBSCO subscription 95%
Check: management
License
EBSCO CSR
Publisher

10. Step 3: What access should we have?

11. Poor record keeping turned this simple
question into a chore.
Especially problematic for us was when a
title switched from print to print+online
and whether than online access was
paid, or simply included as part of the
print subscription.
We had about 4 years of invoices at hand.
Invoicing and order records

12. Decide how much
due diligence you are
willing to do.
How many staff
hours are worth X
years of access?

13. Step 4: What access do we have right now?

14. Step 5: Deal with the titles with no perpetual
access rights

15. We were looking to
add value to our
Portico membership
as a PCA provider
“Everything is on the table.
…even the table is on the table.”

16. Portico and Post Cancellation Access
190 Cancelled
journal titles
62 with no perpetual
access
6 with a signed
Portico PCA rider
3 titles were
approved

17. Portico is not a great substitute perpetual access
from a publisher
But they have amazing customer service and
they, unsolicited, reached out to publishers on our
behalf.

18. Tracking Perpetual Access
Desired Outcomes:
Ensure perpetual access is set-up
properly when a title is cancelled
Assist with troubleshooting and
verifying ongoing access

19. …by spreadsheet
Serials review
cancellations
• Large project spreadsheet
Normal workflow
• Regular e-journals
spreadsheet

20. …by A-to-Z list
Special AtoZ
List notes
Does not display to public
Use to download lists of
perpetual access titles

21. … by ERM Essentials

22. ERM Order record
particulars
We included the original order
number and coverage years for
record keeping.
We are using the fund code and
ERM order numbers for easy
searching and report making.
Subscription term set to never
expire to exclude the records
from other ERM functionality.

23. Ongoing Issues
• De Gruyter…
• Archival storage
• Sustainability

24. We must overcome
roadblocks to keep the
process sustainable. ERM data
entry
Clear order
history
Long grace
period

25. Workflow
0 Title cancelled
0 Check availability of perpetual access from the publisher
0 If not available, check Portico
0 Verify order history for paid content
0 Ensure ongoing access to paid content
0 Put process on hold until grace period ends
0 Contact subscription agent or publisher if there are
discrepancies
0 Update AtoZ list with coverage dates and perpetual access
note
0 ERM order entry

26. Questions?

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