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Wrangle and Corral that License Agreement

NASIG 2018. Covers licensing workflow using Trello and Coral.

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Wrangle and Corral that License Agreement

  1. 1. WRANGLE AND CORRAL THAT LICENSE AGREEMENT Alexis Linoski Licensed Content Coordinator Georgia Institute of Technology alexis.linoski@library.gate
  2. 2. THE LICENSE PROCESS For example:  Receive the license agreement from the vendor  Review the license  Track needed changes  Send changes to vendor  Get signatures  Finalize
  3. 3. WHY USE A PROJECT/TASK MANAGEMENT TOOL? Advantages of a project management tool:  Pull all elements of the license agreement into one place  License requirements  Document/track process steps  Collaborate with colleagues  Document processes and procedures
  4. 4. PICK WHAT WORKS FOR YOU  Many options available  No one way to manage a process  Several different tools available, including:  Trello  Asana  Don’t be afraid to upgrade
  5. 5. WHY TRELLO?  It’s visual  It has checklists!  Variety of power-ups (plug-ins) and integrations available  See what’s been done at a glance  Many ways to streamline & automate tasks  So much more!
  6. 6. THE DOWNSIDE OF TRELLO  Free version has some limitations  Not everyone is on board with using Trello for collaboration  Some of the power-ups aren’t free  Does involve some time in keeping items up-to-date
  7. 7. TRELLO HOME PAGE Shows Teams, Highlights, Starred Boards
  8. 8. HOW TRELLO WORKS Boards  Contain one or more Lists  Lists  Contain one or more Cards  Cards  Contain information and activity for each task
  9. 9. TRELLO BOARD Can contain as many lists and cards as needed
  10. 10. TRELLO MENU  Change Background  Filter  Access Power-Ups  More….  Board Settings, which includes e-mail for the Board
  11. 11. TRELLO CARD
  12. 12. TRELLO TIPS & TRICKS  Copy cards – can be used to create templates  Use the Labels  Explore the Power-ups  Custom Fields  Butler  E-mail to boards – create cards by e-mail  E-mail to cards – great way to keep discussions linked to a license  Attach documents – useful when used to collaborate or forward tasks
  13. 13. A COUPLE OF FEATURES Free use is limited, but it can still be useful… L A B E L S
  14. 14. GETTING STARTED  Ease into it – start slow  Take a process that needs wrangling and begin with it  Think about what you need, then create the board, the lists and cards  Don’t be afraid to experiment  Be patient - it may take a bit to get the hang of it, but the payoff is worth it.
  15. 15. SAMPLE LICENSE BOARD A sample board was created for this presentation. Please e-mail me at if you’d like to be added to this board. This will allow you to see how I use it and to copy the board if you’d like.
  16. 16. QUESTIONS After the conference, questions can be e-mailed to Thank you.
  17. 17. Wrangle and “CORAL” that License Agreement Carolyn Carpan Collection Strategies Librarian
  18. 18. About the University of Alberta Libraries ● Member library of ARL and CARL ● 6 subject libraries on main campus, 2 interdisciplinary libraries on satellite campuses ● 8.7M print volumes; 1.3M ebooks ● $26M CAD collections budget ○ $20M for subscriptions ○ $4M for monographs ○ $2M for cataloguing, digitization, shipping, etc.
  19. 19. ● Centralized Collection / Acquisitions Units in April 2016 ● Roles include: ○ Coordinator ○ 4 Collection Strategies Librarians ○ 2 Support Teams (4 people each) ■ Electronic Acquisitions - 1 supervisor, 3 staff ■ Monograph Orders - 1 supervisor, 3 staff Collection Strategies Unit
  20. 20. ollection Strategies Uni
  21. 21. “Licenses are contracts...The general functions of a contract are to: 1. Allocate risk from one party to another; 2. Set forth how the parties will behave during routine interactions; 3. Set forth the rights and obligations of each party; and 4. Describe the parties’ remedies if things go wrong.” (Halaychik and Reagan, p.1) What is a License?
  22. 22. ● “Process improvement” (Halaychik and Reagan, p. 128) ○ Go digital: get rid of paper ○ Implement a contract management system ○ Implement an electronic signature software ● Find licenses and license terms quickly ● Display usage rights to users Why Do We Need a Licensing Database?
  23. 23. ● CSU inherited 2 licensing databases ○ CORAL ○ Our Usage Rights (OUR) ■ Licensed from Scholar’s Portal at OCUL ● 2017 Project - Licensing usage rights ○ Eliminate one usage rights database ○ All usage rights coming from one database ○ Customize usage rights on display CORAL Licensing Database
  24. 24. ● Inconsistencies in license names ○ Publisher, Product ● Missing licenses, Missing info ● Terms tool not searchable ○ Difficult to find duplicate SFX targets ● Maintaining CORAL Challenges
  25. 25. ● Fix license name inconsistencies ● Scan paper licenses, download licenses from Consortia ● Maintenance plan ○ SFX targets duplicates report ○ SFX Difference Report Solutions
  26. 26. SFX Targets Duplicates Report
  27. 27. ● Only one licensing database to maintain ● All usage rights will be stored and displayed from one database ● More ILL information now available ○ Fewer requests for ILL permissions ● Customize usage rights on display Benefits
  28. 28. ● Make the Terms Tool searchable ● Make it easier to create licensing reports ● Make it possible to add more than one document to parent document ○ Example - Agreement and Order Form Suggestions for CORAL Development
  29. 29. Halaychik, C.S. and Reagan, B. (2018). Licensing Electronic Resources in Academic Libraries: A Practical Handbook. Chandos Publishing. 08-102107-1.00006-6. References
  30. 30. Thank You! Questions?