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Franco Bessone, Giovanna Colombo, Elena De Carolis, Gustavo Filippucci, Laura Garbolino, Enza Gasbarro, Silvana Mangiaracina, Ornella Russo, Elisabetta Tamburini and Alessandro Tugnoli : To lend or not to lend? With ALPE it is easier!

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ALPE (Archivio Licenze dei Periodici Elettronici / e-journals license database) is an Italian co-operative project aiming to improve the understanding of the issues raised by ILL clauses of electronic resources license agreements. ALPE is designed to collect all clauses of the licence agreements subscribed by the participating universities and research institutes, with the purpose of building a national archive. ALPE is integrated with NILDE - the Italian service for document exchange -, allows librarians to implement the correct policies for ILL services, leads to the explanation and clarification of the clauses, and at the same time guarantees publishers on the fulfilment of the subscribed agreements. The paper describes how database was conceived and organised, and details the improvements that it made possible in the ILL service. It also describes the ALPE-NILDE integration and presents the results of data analysis of license permitted uses.

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TO LEND OR NOT TO LEND?
WITH ALPE IS EASIER!
AN ITALIAN COOPERATIVE SYSTEM FOR CHECKING
ILL PERMITTED USES IN E-RESOURCE LICENSES
Franco Bessone, Giovanna Colombo, Elena De Carolis, Gustavo Filippucci, Laura Garbolino,
Enza Gasbarro, Silvana Mangiaracina, Ornella Russo, Elisabetta Tamburini, Alessandro Tugnoli
Breaf history of ALPE…
• ALPE (Archivio Licenze Periodici Elettronici) is a national archive of ILL clauses,
extracted from “standard” and negotiated licenses, created to manage, to
publicly share and to check the permitted uses of e-resources for ILL and
document supply
• Born in 2012 of a proposal by CNR Bologna Research Library to support NILDE
librarians to comply with publishers ILL conditions. NILDE is the Italian
network for inter-library document exchange
• Today the ALPE working group is composed of 26 librarians and technicians
from several research and academic institutions
• The success key of the ALPE group is its working model:
• share and collaborate to build a common Knowledge
• create and keep updated a tool useful to ILL librarians day by day
roles are different and everyone is prime
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino2
ALPE
•WHY ALPE
•HOW it works
•HOW it helps
•WHAT findings
•WHEN it happens
•WHICH opportunities
•WHO we are
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino3
WHY
The policies for e-resources sharing are defined and
conditioned by the license agreement
• Create a national archive of clauses with a standardized
description in order to minimize the risk of subjective
interpretation of the licenses by librarians and to be easily
usable
• Create a integrated system ALPE-NILDE to search and identify
the proper licenses for each document and each library in
lending activity
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino4
WHY
• Analysis of the NILDE network transactions shows that ILL
requests for recent publications (i.e. articles published over the
previous five years) account for 47% of the total number of
requests.
• Libraries shifted their collections from printed to e-collections so
we expect an increased use from/of ILL of e-materials. For this
reason the knowledge of ILL conditions in e-journal licenses is
crucial.
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino5
WHY
• The problem arises when ILL staff have to manage the service from
different publishers and vendors and they have to correctly identify
the right license for the specific individual article they are lending in a
shortest time.
• ILL librarians have to understand the legal language of license. The
difficulty is also due to the technical and sometimes vague nature of
license wording with respect to ILL clauses.
• For ALPE working group that means that the licensing rights of all
titles need to be communicated to the different ILL staff of over 900
NILDE libraries.
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino6
HOW works
• Research the available licenses for an article (using
journal ISSN and pub year) and select the right license
subscribed by one’s istitution.
• Render the textual contents ILL clauses in a schema
• Apply the correct condition in the ILL transaction
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino7
HOW works
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino8
HOW works
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino9
ALPE
Search
Engine
PUBLISHER 1
www.pub.com
AGGREGATOR 1
www.aggregator1.com
AGGREGATOR 2
www.aggregator2.com
ALPE
Public
Archive
ISSN +
year
2016
HOW helps… from the license
• Example of terms and conditions
The Licensee may supply another library within Italy a
single print copy of an electronic original of an individual
document being part of the Licensed Matherias. Supply
shall be by post, fax or secure transmission (using Ariel,
Nilde or its equivalent, whereby the electronic file is
deleted immediatly after printing) for the purposes of
reserach or private study and not for commercial use
(Emerald neg. 2014)
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino10
HOW helps… to the schema
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino11
Mail, fax or secure electronic delivery
(ARIEL, NILDE and equivalent systems)
Mail, fax or secure electronic delivery
(unspecified systems)
Mail, fax or electronic delivery
ILL clause
ILL clause text
ILL permitted
Delivery allowed conditions
Document format to supply
Obligations for requesting library
Type of requesting library
Obligations for supplying
library
Public notes
Mail and fax
Mail, fax or secure electronic delivery (only
ARIEL, excluding other systems)
Mail, fax or secure electronic delivery (ARIEL
and equivalent systems)
License Data
Type of license
Name of publisher/vendor
URL of e-Resources Platform
Access
Rights holder
License duration
Subscription type
Subscribed
organization/library
Data for identifying the license
Data of license signed libraries
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino12
HOW helps
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino13
HOW helps…
ALPE steps into NILDE interface
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino14
HOW helps
…ALPE steps
into NILDE
interface
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino15
HOW helps
…ALPE steps
into NILDE
interface
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino16
HOW helps
…ALPE steps
into NILDE
interface
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino17
HOW helps
…ALPE steps
into NILDE
interface
WHAT findings
ALPE licenses by year
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino18
0
20
40
60
80
100
120
2013 2014 2015 2016 2017
3
50
104 103 103
0 1
26 28
9
3
49
78 75
94
n. of License n. of License with ILL negotiated clause n. of License with ILL standard clause
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino19
WHAT findings
How many licenses valid in year 2017?
130
Publishers
114 (64%)
LicensewithILL
standardclause
64 (36%)
License with ILL
negotiated clause178
valid licenses
at the 2017
WHAT findings
ILL permitted uses in ALPE licenses
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino20
ILL permitted
134 licenses (75%)
ILL not specified
24 licenses (14%)
ILL not permitted
20 licenses (11%)
Only mail or fax
delivery
14 licenses (10%)
Electronic delivery
120 licenses (90%)
SEDD not NILDE
8 licenses (7%)
SEDD with NILDE
77 licenses (64%)
Electronic delivery
35 licenses (29%)
WHAT findings
ALPE in NILDE lending work-flow
90 licenses used from ALPE in
July 2017
11.781 lending requests fulfilled
4.096 (47%)  print - not subject
to license
2.810 (24%)  license found and
applied
2.162 (18%)  license not found
1.315 (11%)  license found but
not applied
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino21
2012 2013 2014 I SEM 2014 II SEM 2015 2016 2017 2018
WHEN
ALPE is a growing organism
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino22
START
PROJECT
Request for
comments
LICENCE
ANALYSIS
& START
SW
DEVELOP-
MENT
LICENCE
MANAGE-
MENT
APPLICATION
BUILDING
COMMUNITY
ALPE WG
ILL
CLAUSE
SHARED
SCHEMA
ALPE
ARCHIVE
POPULATED
ALPE NILDE
INTEGRATI
ON
SEARCH
ENGINE
BUILDING
INTERNATIONAL
PARTNERSHIP
STRESS
TEST
ARCHIVE
API
UPDATE
ARCHIVE
UPDATE
ARCHIVE
SW
Community
LOGS
ANALYSIS
WHICH… opportunities
• Growth of knowledge and awareness about copyright issues
and permitted uses in electronic resources
• Opportunity to ask ALPE working group for help and support
about licenses
• Become member of ALPE working groups
• An institution can negotiate more favorable clauses by knowing
the existence of better situations
• By applying the clauses, institutions are guaranteed to be
compliant with the clauses for the access to the subscribed
content
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino23
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino24
Laura
Garbolino
Gustavo
Filippucci
Silvana
Mangiaracina
Elena
De Carolis
Elisabetta
Tamburini
Enza
Gasbarro
Alessandro
Tugnoli
Franco
Bessone
Ornella
Russo
Giovanna
Colombo
Thanks!
Contact us at
alpe-support@area.bo.cnr.it
ALPE public archive
https://nilde.bo.cnr.it/licenze.php
ALPE API
https://nilde.bo.cnr.it/doc/api/#licenses
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino25

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Franco Bessone, Giovanna Colombo, Elena De Carolis, Gustavo Filippucci, Laura Garbolino, Enza Gasbarro, Silvana Mangiaracina, Ornella Russo, Elisabetta Tamburini and Alessandro Tugnoli : To lend or not to lend? With ALPE it is easier!

  • 1. TO LEND OR NOT TO LEND? WITH ALPE IS EASIER! AN ITALIAN COOPERATIVE SYSTEM FOR CHECKING ILL PERMITTED USES IN E-RESOURCE LICENSES Franco Bessone, Giovanna Colombo, Elena De Carolis, Gustavo Filippucci, Laura Garbolino, Enza Gasbarro, Silvana Mangiaracina, Ornella Russo, Elisabetta Tamburini, Alessandro Tugnoli
  • 2. Breaf history of ALPE… • ALPE (Archivio Licenze Periodici Elettronici) is a national archive of ILL clauses, extracted from “standard” and negotiated licenses, created to manage, to publicly share and to check the permitted uses of e-resources for ILL and document supply • Born in 2012 of a proposal by CNR Bologna Research Library to support NILDE librarians to comply with publishers ILL conditions. NILDE is the Italian network for inter-library document exchange • Today the ALPE working group is composed of 26 librarians and technicians from several research and academic institutions • The success key of the ALPE group is its working model: • share and collaborate to build a common Knowledge • create and keep updated a tool useful to ILL librarians day by day roles are different and everyone is prime 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino2
  • 3. ALPE •WHY ALPE •HOW it works •HOW it helps •WHAT findings •WHEN it happens •WHICH opportunities •WHO we are 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino3
  • 4. WHY The policies for e-resources sharing are defined and conditioned by the license agreement • Create a national archive of clauses with a standardized description in order to minimize the risk of subjective interpretation of the licenses by librarians and to be easily usable • Create a integrated system ALPE-NILDE to search and identify the proper licenses for each document and each library in lending activity 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino4
  • 5. WHY • Analysis of the NILDE network transactions shows that ILL requests for recent publications (i.e. articles published over the previous five years) account for 47% of the total number of requests. • Libraries shifted their collections from printed to e-collections so we expect an increased use from/of ILL of e-materials. For this reason the knowledge of ILL conditions in e-journal licenses is crucial. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino5
  • 6. WHY • The problem arises when ILL staff have to manage the service from different publishers and vendors and they have to correctly identify the right license for the specific individual article they are lending in a shortest time. • ILL librarians have to understand the legal language of license. The difficulty is also due to the technical and sometimes vague nature of license wording with respect to ILL clauses. • For ALPE working group that means that the licensing rights of all titles need to be communicated to the different ILL staff of over 900 NILDE libraries. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino6
  • 7. HOW works • Research the available licenses for an article (using journal ISSN and pub year) and select the right license subscribed by one’s istitution. • Render the textual contents ILL clauses in a schema • Apply the correct condition in the ILL transaction 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino7
  • 8. HOW works 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino8
  • 9. HOW works 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino9 ALPE Search Engine PUBLISHER 1 www.pub.com AGGREGATOR 1 www.aggregator1.com AGGREGATOR 2 www.aggregator2.com ALPE Public Archive ISSN + year 2016
  • 10. HOW helps… from the license • Example of terms and conditions The Licensee may supply another library within Italy a single print copy of an electronic original of an individual document being part of the Licensed Matherias. Supply shall be by post, fax or secure transmission (using Ariel, Nilde or its equivalent, whereby the electronic file is deleted immediatly after printing) for the purposes of reserach or private study and not for commercial use (Emerald neg. 2014) 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino10
  • 11. HOW helps… to the schema 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino11 Mail, fax or secure electronic delivery (ARIEL, NILDE and equivalent systems) Mail, fax or secure electronic delivery (unspecified systems) Mail, fax or electronic delivery ILL clause ILL clause text ILL permitted Delivery allowed conditions Document format to supply Obligations for requesting library Type of requesting library Obligations for supplying library Public notes Mail and fax Mail, fax or secure electronic delivery (only ARIEL, excluding other systems) Mail, fax or secure electronic delivery (ARIEL and equivalent systems) License Data Type of license Name of publisher/vendor URL of e-Resources Platform Access Rights holder License duration Subscription type Subscribed organization/library Data for identifying the license Data of license signed libraries
  • 12. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino12 HOW helps
  • 13. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino13 HOW helps… ALPE steps into NILDE interface
  • 14. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino14 HOW helps …ALPE steps into NILDE interface
  • 15. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino15 HOW helps …ALPE steps into NILDE interface
  • 16. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino16 HOW helps …ALPE steps into NILDE interface
  • 17. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino17 HOW helps …ALPE steps into NILDE interface
  • 18. WHAT findings ALPE licenses by year 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino18 0 20 40 60 80 100 120 2013 2014 2015 2016 2017 3 50 104 103 103 0 1 26 28 9 3 49 78 75 94 n. of License n. of License with ILL negotiated clause n. of License with ILL standard clause
  • 19. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino19 WHAT findings How many licenses valid in year 2017? 130 Publishers 114 (64%) LicensewithILL standardclause 64 (36%) License with ILL negotiated clause178 valid licenses at the 2017
  • 20. WHAT findings ILL permitted uses in ALPE licenses 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino20 ILL permitted 134 licenses (75%) ILL not specified 24 licenses (14%) ILL not permitted 20 licenses (11%) Only mail or fax delivery 14 licenses (10%) Electronic delivery 120 licenses (90%) SEDD not NILDE 8 licenses (7%) SEDD with NILDE 77 licenses (64%) Electronic delivery 35 licenses (29%)
  • 21. WHAT findings ALPE in NILDE lending work-flow 90 licenses used from ALPE in July 2017 11.781 lending requests fulfilled 4.096 (47%)  print - not subject to license 2.810 (24%)  license found and applied 2.162 (18%)  license not found 1.315 (11%)  license found but not applied 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino21
  • 22. 2012 2013 2014 I SEM 2014 II SEM 2015 2016 2017 2018 WHEN ALPE is a growing organism 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino22 START PROJECT Request for comments LICENCE ANALYSIS & START SW DEVELOP- MENT LICENCE MANAGE- MENT APPLICATION BUILDING COMMUNITY ALPE WG ILL CLAUSE SHARED SCHEMA ALPE ARCHIVE POPULATED ALPE NILDE INTEGRATI ON SEARCH ENGINE BUILDING INTERNATIONAL PARTNERSHIP STRESS TEST ARCHIVE API UPDATE ARCHIVE UPDATE ARCHIVE SW Community LOGS ANALYSIS
  • 23. WHICH… opportunities • Growth of knowledge and awareness about copyright issues and permitted uses in electronic resources • Opportunity to ask ALPE working group for help and support about licenses • Become member of ALPE working groups • An institution can negotiate more favorable clauses by knowing the existence of better situations • By applying the clauses, institutions are guaranteed to be compliant with the clauses for the access to the subscribed content 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino23
  • 24. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino24 Laura Garbolino Gustavo Filippucci Silvana Mangiaracina Elena De Carolis Elisabetta Tamburini Enza Gasbarro Alessandro Tugnoli Franco Bessone Ornella Russo Giovanna Colombo
  • 25. Thanks! Contact us at alpe-support@area.bo.cnr.it ALPE public archive https://nilde.bo.cnr.it/licenze.php ALPE API https://nilde.bo.cnr.it/doc/api/#licenses 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino25