Techniques for Tracking Perpetual Access

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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 …

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.

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  • 1. Techniques for Tracking Perpetual Access Chris Bulock Electronic Resources Librarian Southern Illinois University Edwardsville cbulock@siue.edu
  • 2. Perpetual Access: We’ve Got It Stemper & Barribeau (2003) Zhang & Eschenfelder (2012)
  • 3. Commitment to Perpetual Access Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.
  • 4. Commitment to Perpetual Access Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.
  • 5. Does your library systematically track perpetual access for electronic journals? http://www.siue.edu/~cbulock/poster.html
  • 6. Why Track? Influence renewal decisions Influence print decisions Easily provide access when necessary Publishers may not be doing it Trigger events may go unnoticed
  • 7. 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)
  • 8. Additional Scenarios A publisher of a journal switches from one content platform to another A purchased book is replaced with a new edition DualD FlipFlop http://bit.ly/1kUKb8D
  • 9. 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)
  • 10. 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
  • 11. 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)
  • 12. The publisher of a journal, or bundle of journals, goes out of business • Activate archiving provisions if available • ? CLOSED
  • 13. 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
  • 14. 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 provided Whether the publisher participates in TRANSFER, LOCKSS, CLOCKSS, Portico
  • 15. 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
  • 16. What system(s) do you use to track journal perpetual access? http://www.siue.edu/~cbulock/poster.html
  • 17. 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
  • 18. 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
  • 19. ERM example
  • 20. ILS Strategies • Marie Kennedy. Sierra: http://orgmonkey.net/?p=1651#sthas h.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
  • 21. ILS Strategies • Acquisitions module – Order records include PA note – Invoice records include access info • May just reference order history without any special PA information
  • 22. ILS Example
  • 23. 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
  • 24. Spreadsheet Example
  • 25. 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
  • 26. Resolver KB Example
  • 27. Other Systems • Subscription agent platforms • Platform administrator modules • Local databases • Paper copies of invoices
  • 28. 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
  • 29. Thanks! • Janet Arcand • Amy Castilo • Jen Leffler • Sanjeet Mann • Many Anonymous Participants