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An Ongoing Treasure Hunt : One Library’s Practical Experiences Documenting Post-Cancellation Perpetual Access


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Nancy Donahoo, Serials Manager, Albertsons Library
Arthur Aguilera, MLIS student, University of Washington

Experiences realized by Albertsons Library staff in documenting post-cancellation perpetual access offers practical solutions for implementing a 'controlled approach' to recordkeeping and workflow which focuses on the 'longer run' large purchase deals and packages. While undoubtedly some perpetual access e-journal content may well 'slip through the cracks', on-going access to highly used and/or expensive purchases would be chronicled.

In a 2014 article entitled "Providing Perpetual Access: Results of a Survey", author Sarah Glasser identified 'four top challenges' encountered in efforts to provide post-cancellation perpetual access for e-journal content. These included the "extensive work involved, documentation shortfalls, dealing with transferred titles, and license issues". (Glasser 2014, p.150)

Albertsons Library embarked on a practical effort this past year to document post-cancellation perpetual access for those ejournal titles that had been or were part of large package purchases. It was felt there would be more success to work with vendors and publishers from whom we had purchased content over long periods of time. Documenting content to which we were entitled was challenging, and hampered by limits to accounting records maintained at the Library and University; a change in the Library's ILS system; limited or incomplete access to 3rd party subscription agent order and payment records; and changes or the demise of consortia. Decisions were made to 'work with the known' more recent electronic journal content purchased, and to work backwards from there, using the interest and talents of a graduate MLIS student employed elsewhere in Library. A procedure for creating standardized notation of perpetual access scope by title was devised for use in the ILS cataloging module as well as the Library's ERMS system.

This proposed program at the NASIG conference in Atlanta in June 2018 would provide an opportunity to offer examples of practical workflows and procedures pertaining to documentation of perpetual access while sharing insight into the 'pitfalls' and 'dead-ends' encountered for finding the needed information to claim ongoing access to these electronic resources.

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An Ongoing Treasure Hunt : One Library’s Practical Experiences Documenting Post-Cancellation Perpetual Access

  1. 1. © 2012 Boise State University 1 An Ongoing Treasure Hunt : One Library’s Practical Experiences Documenting Post-Cancellation Perpetual Access A presentation at NASIG Conference, Atlanta, GA June 9, 2018 Nancy Donahoo, Serials Manager, Albertsons Library Arthur Aguilera, MLIS student, University of Washington
  2. 2. © 2013 Boise State University 2 Putting the idea in context  Writings on perpetual access for some time but little in literature about actual attempts to invoke perpetual access  Skepticism that it is really viable – costs, both monetary and labor-based  Lack of standardization for and many challenges to keeping track of and providing perpetual access.
  3. 3. © 2013 Boise State University 3 Why Perpetual Access now? • Significant moves from print to electronic serials – roughly 4.75% Serials budget represents print subscriptions • Large cancellation projects, including Big Deal cancellations • Discarding of print serial holdings - Access versus ownership • Need to store materials due to lack of space
  4. 4. © 2013 Boise State University 4 Perpetual Access – a double edge sword Limitations to success of providing perpetual access to users: • sheer amount of work involved • record keeping shortfalls • vagueness of license agreements • wide range of ways in which perpetual access can be (and is) offered • uncertain nature of transferred titles Source: Glasser, S. (2014). Providing perpetual access: Results of a survey. Library Resources & Technical Services, 58(3), 144-152. Retrieved from ALCTS: Association for Library Collections & Technical Services web site. Accessed February 2, 2018.
  5. 5. © 2013 Boise State University 5 History and Hindsight • Internet access and use from the mid- 1990s • Began to see some electronic journals as a ‘free addition’ to print subscriptions in the late 1990s • 3rd party subscription agent invoicing for purchased subscriptions often inadequate for verifying formats purchased • Big deals and packages removed unique purchase order records at title level • Tracking electronic purchases using a ‘print’ mentality • Third-party subscription agent billing records online only go back so far
  6. 6. © 2013 Boise State University 6 Order notes and invoicing • Sample PO note: Cambridge Journals Online • General information sheets • Invoice records are kept 7 years only • Migration to new ILS in 2004
  7. 7. © 2013 Boise State University 7 Wiley Package Break-up Reviewed usage data & calculated ‘cost per use’ Top 35 highest used/lowest 35 CPU Wiley package cancelled 12/31/2013
  8. 8. © 2013 Boise State University 8 Wiley Post Cancellation Access Wiley rep indicated PCA access was 2008-2013 only PCA scope noted represented only when e- journal subscriptions were part of the Wiley package order. What about:  Wiley Interscience, individual subscriptions prior to purchase of packages  Previous Blackwell Publishing titles taken over by Wiley in 2007
  9. 9. © 2013 Boise State University 9 Impact of consortial purchasing Licensing at consortial level ESIG, shared access…and other confusions Scope of consortial pkgs change over time Invoicing may not show pkg titles included
  10. 10. © 2013 Boise State University 10 3 Phase Process Verify Online Access Update Records Research Titles
  11. 11. © 2013 Boise State University 11 Phase 1 Download journals list from ERMS database Compared scope notes from vendor with actual online access Used Excel spreadsheets to collect and organize information
  12. 12. © 2013 Boise State University 12 Verifying online access
  13. 13. © 2013 Boise State University 13 Notes and Collections
  14. 14. © 2013 Boise State University 14 Phase 2 Update Records in Voyager ILS & OCLC Connexion Client
  15. 15. © 2013 Boise State University 15 Bibliographic records to improve discoverability!
  16. 16. © 2013 Boise State University 16 Safest place for recording PCA content
  17. 17. © 2013 Boise State University 17 Variations on a theme • BPERP is local holdings location to indicate not a current subscription • The specific ILS backend holdings location appears generically in the OPAC • Additional holdings records created if there is online access through multiple avenues • A next step is to include the file path for the documentation spreadsheet in 999 fields
  18. 18. © 2013 Boise State University 18 Phase 3
  19. 19. © 2013 Boise State University 19 Researching Wiley online content 9/30/1998 • Notified Wiley would be available online in 1999 • Library sent in list of appropriate contacts. 11/11/1998 • Library received first Basic Access License 1/07/1999 • Online access for Wiley journals started.
  20. 20. © 2013 Boise State University 20 Earliest order records for Wiley content
  21. 21. © 2013 Boise State University 21 ESIG Share List-Wiley Interscience
  22. 22. © 2013 Boise State University 22 Let the hunt begin!
  23. 23. © 2013 Boise State University 23 Following Wiley order records Wiley Interscience Blackwell Synergy John Wiley & Sons ESIG License Faxon (bankrupt) Swets (bankrupt) EBSCO Wiley-Blackwell
  24. 24. © 2013 Boise State University 24 Working with VendorsIssue1 Order and payment records not accessible online Issue2 Inconsistent knowledge as an aging sales force retires Issue3 Vendors have not kept records or records not in format or organized to allow access
  25. 25. © 2013 Boise State University 25 EBSCO…working on the problem • Recognizes need for identifying format based orders & payments • Worked over last year to reload order history files • Release target date: Fall 2018
  26. 26. © 2013 Boise State University 26 EBSCO Earliest Detail
  27. 27. © 2013 Boise State University 27 Takeaways… Track and create a new holdings record each time a title moves from one publisher/provider to another Set a policy of how you want to approach PCA – we are focusing on highest used e-journals or when packages break apart…not every e-journal title you have ever had Even when titles go to Open Access, if title access is important, documenting previous paid content is worthwhile…because OA can go away!
  28. 28. © 2013 Boise State University 28 Fine tuning records
  29. 29. © 2013 Boise State University 29 Readings Beh, Eugenia, and Jane Smith. 2012. “Preserving the Scholarly Collection: An Examination of the Perpetual Access Clauses in the Texas A&M University Libraries' Major E-Journal Licenses.” Serials Review. 38 (4), 235-242. Bulock, Chris. 2015. “Techniques for Tracking Perpetual Access.” Serials Librarian. 68 (1/4), 290-298. Glasser, Sara. 2014. “Providing perpetual access: Results of a survey.” Library Resources & Technical Services, 58(3), 144-152. Oparanozie, Teri. 2017. "Tracking e-Journal Perpetual Rights: A Library Case Study". Serials Librarian. 73 (3/4), 226-239. Watson, Jennifer. 2005. “You Get What You Pay for?” Serials Review. 31 (3), 200-205.
  30. 30. © 2013 Boise State University 30 THANK YOU Nancy Donahoo, Serials Manager, Albertsons Library Email, 208.426-4038 Arthur Aguilera, MLIS Student, University of Washington Email, 208.426-1234