The document discusses using project management tools like Trello to manage the license agreement process. It describes the benefits of pulling all elements of a license agreement into one place using a tool like Trello. This allows libraries to document and track the process steps, collaborate with colleagues, and document procedures. The document provides examples of how Trello can be used, including creating boards, lists, cards, checklists and using features like labels. It emphasizes that Trello is a visual and flexible tool that many libraries have found useful for license management.

1. WRANGLE AND CORRAL
THAT LICENSE
AGREEMENT
Alexis Linoski
Licensed Content
Coordinator
Georgia Institute of
Technology
alexis.linoski@library.gate
ch.edu

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. 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. 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. 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. 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. TRELLO HOME PAGE Shows Teams, Highlights,
Starred Boards

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. TRELLO BOARD Can contain as many lists
and cards as needed

10. TRELLO MENU
 Change Background
 Filter
 Access Power-Ups
 More….
 Board Settings, which includes
e-mail for the Board

11. TRELLO CARD

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. A COUPLE OF FEATURES
Free use is limited, but it can still be useful…
L
A
B
E
L
S

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. SAMPLE LICENSE BOARD
A sample board was created for this presentation.
Please e-mail me at alexis.linoski@library.gatech.edu 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. QUESTIONS
After the conference, questions can be e-mailed to
alexis.linoski@library.gatech.edu.
Thank you.

17. Wrangle and “CORAL” that License Agreement
Carolyn Carpan
Collection Strategies Librarian

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. ● 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. ollection Strategies Uni

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. ● “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. ● 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

33. ● Inconsistencies in license names
○ Publisher, Product
● Missing licenses, Missing info
● Terms tool not searchable
○ Difficult to find duplicate SFX targets
● Maintaining CORAL
Challenges

34. ● Fix license name inconsistencies
● Scan paper licenses, download licenses from Consortia
● Maintenance plan
○ SFX targets duplicates report
○ SFX Difference Report
Solutions

35. SFX Targets Duplicates Report

38. ● 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

39. ● 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

40. Halaychik, C.S. and Reagan, B. (2018). Licensing Electronic Resources
in Academic Libraries: A Practical Handbook. Chandos Publishing.
https://doi-org.login.ezproxy.library.ualberta.ca/10.1016/B978-0-
08-102107-1.00006-6.
References

41. Thank You!
Questions?
carolyn.carpan@ualberta.ca