Starting from scratch on perpetual access


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

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Starting from scratch on perpetual access

  1. 1. OverviewAnalysisTrackingOngoing issuesWorkflow
  2. 2. With one newposition andtwo newlibrarians…The absence of aperpetual accessplan took a while tonotice.
  3. 3. This was the only mention of perpetual accessanywhere in the documentation. “If we still have access to subscribed years, update the coverage note in AtoZ Collection Editor.”
  4. 4. Then the budget cut came…
  5. 5. 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.
  6. 6. Step 1: Ignore the problem
  7. 7. Step 2: How much work could it really be?
  8. 8. Is perpetual accessgranted? EBSCO subscription 95% Check: management License EBSCO CSR Publisher
  9. 9. Step 3: What access should we have?
  10. 10. Poor record keeping turned this simplequestion into a chore.Especially problematic for us was when atitle switched from print to print+onlineand whether than online access waspaid, or simply included as part of theprint subscription.We had about 4 years of invoices at hand. Invoicing and order records
  11. 11. Decide how muchdue diligence you arewilling to do.How many staffhours are worth Xyears of access?
  12. 12. Step 4: What access do we have right now?
  13. 13. Step 5: Deal with the titles with no perpetual access rights
  14. 14. We were looking toadd value to ourPortico membershipas a PCA provider “Everything is on the table. …even the table is on the table.”
  15. 15. Portico and Post Cancellation Access190 Cancelled journal titles 62 with no perpetual access 6 with a signed Portico PCA rider 3 titles were approved
  16. 16. Portico is not a great substitute perpetual accessfrom a publisherBut they have amazing customer service andthey, unsolicited, reached out to publishers on ourbehalf.
  17. 17. Tracking Perpetual Access Desired Outcomes: Ensure perpetual access is set-up properly when a title is cancelled Assist with troubleshooting and verifying ongoing access
  18. 18. …by spreadsheet Serials review cancellations • Large project spreadsheet Normal workflow • Regular e-journals spreadsheet
  19. 19. …by A-to-Z list Special AtoZ List notesDoes not display to publicUse to download lists ofperpetual access titles
  20. 20. … by ERM Essentials
  21. 21. ERM Order recordparticularsWe included the original ordernumber and coverage years forrecord keeping.We are using the fund code andERM order numbers for easysearching and report making.Subscription term set to neverexpire to exclude the recordsfrom other ERM functionality.
  22. 22. Ongoing Issues • De Gruyter… • Archival storage • Sustainability
  23. 23. We must overcomeroadblocks to keep theprocess sustainable. ERM data entry Clear order history Long grace period
  24. 24. Workflow0 Title cancelled0 Check availability of perpetual access from the publisher 0 If not available, check Portico0 Verify order history for paid content0 Ensure ongoing access to paid content 0 Put process on hold until grace period ends 0 Contact subscription agent or publisher if there are discrepancies0 Update AtoZ list with coverage dates and perpetual access note0 ERM order entry
  25. 25. Questions?
  26. 26. All images courtesy of : morgueFile free photos are allowed to copy, distribute, transmit the work and to adapt the work.Attribution is not required. You are prohibited from using this work in a standalone manner. License summary