Perpetual Access: Peaks and Pitfalls


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Presented at the ALCTS Role of the Professional Librarian in Technical Services Interest Group at the 2012 ALA Midwinter Conference in Dallas, TX

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  • Perpetual access workflow touches upon not just the ER UnitOnce we are notified that the title is moving:Staff notifies ER Librarian of any title/package changes, cancellations, cessations, etc. through the To-Do List ER Librarian will contact the new publisher to see if they will honor our perpetual access. ER Librarian updates the SFX team of any necessary action.entered into ILS Report software
  • Title updated in SFXTitle appears in Uncataloged E-Journals ListCataloging Unit creates bib record for new title or new publisher
  • Perpetual Access: Peaks and Pitfalls

    1. 1. Perpetual Access: Peaks and PitfallsEugenia BehJane SmithALA Midwinter Conference1/21/2012
    2. 2.  What is perpetual access?  Historical view vs. current practice  Ownership vs. Subscription  What do publishers offer?Research  Review of 19 current licensesquestions  Publisher survey – clarification of clauses  How to manage perpetual access?  Formats, fees, title transfers, archives  Is perpetual access necessary?
    3. 3. Portico - Post Cancellation Complimentary Access - PDFPublishers Yes/No Formats Access Fees format Archiving Services Title Transfers Publisher Replies previous publisher hosts content perpetually - no access to new; previous publisher hosts content for set downloaded time period, then electronic copies transferred; new may not contain links $.081 for each publisher grants the or other features and downloaded article, perpetual access to functionality adjusted annually for older content without associated with inflation and cost Yes - 2,537 titles additional fee (most Electronic file inElsevier (2010-2014) Yes online version No increases (11/28/2011) CLOCKSS cases) CD/DVD/other formatSage (2010) Yes Yes - 588 titles LOCKSS, CLOCKSS Depends on CD/DVD/Hard drive contract: a) all formats; $625 content is annual fee for transferred to new ongoing online publisher;b) only the access if institutionSpringer (2009 - After two years - new content is with does not subscribe2011) Yes Free for 2 years Undetermined LOCKSS, CLOCKSS the new publisher to any Springer titlesTaylor & Francis Depends on contract(2010-2012) Yes Undetermined Yes - 1,387 titles LOCKSS, CLOCKSS with new publisher New publisher responsible for CD ROMWiley (2010) No Nominal Yes - 1,391 titles CLOCKSS contentAmerican Chemical Legacy Archives:Society (2010-2012) Portico PCA rights; Preserved in Portico, Web Editions: CD- Yes CD-ROM Undetermined no PCA rights ROMAmericanGeophysical Union No cost to previously(2002) Yes No Undetermined Yes - 10 titles TBD subscribed content Preserved in Portico, Access throughAnnual Reviews no PCA rights, publishers server at(2003) Yes Undetermined LOCKSS no cost BioOne retainsBio One/Two (2011) Yes No Undetermined Yes - 172 titles content Hard drive or FTPPoiesis (2004) No Cornell University; Exploring Third party site or partnership with Providers site orProject Euclid (2003) Yes PDF files No HathiTrust Third Party Archive DVD or other appropriate media LOCKSS; Dark as determined by archive at John Project Muse retainsProject Muse (2005) Yes Project Muse No Hopkins content Similar to currentAmerican Institute of means of providingAeronautics and access but no archives requireAstronautics (2009) Yes guarantee. annual leasing fee Not yet AIAA retains contentCambridge (2009) Yes Electronic files 119 titlesDuke UniversityPress (2011) Yes 41 titles New publisher provides perpetualEmerald 175 (2011) No 238 titles LOCKSS access An electronic medium that is compatible with the Two years after New publisher platform by expiration of the provides perpetual Publishers current License Term with access; may beInforma Healthcare Online Access current subscription available on both(2010) Yes Provider to another product 207 titles platforms New publisherRoyal Society of Electronic copies provides perpetualChemistry (2010) Yes allowed 74 titles CLOCKSS accessJSTOR (2010) Yes JSTOR platform Yes Dedicated repositories at participating institutions
    4. 4.  Upon termination of all annual subscriptions, Subscriber may 1) acquire, load and format electronic copy on a server, 2) pay annual access fee for downloaded articles 3) access online, at no additional charge, if Subscriber subscribes to other products  [Publisher] participates in the LOCKSS, CLOCKSS, and PORTICO archiving solutions.  Continuing access free for 2 years, then through server maintenance fee to [Publisher], third party, or through electronic files supplied to Library.  Publisher shall provide continuing access to core subscriptions, unless termination is due to breach of contract by LicenseePerpetual  [Publisher] will provide online access on [Publishers] server or provide archival copy in mutually agreed upon electronic medium, for a reasonable, cost-based fee. Access  Upon request at time of cancellation, Library provided access to content for their subscription period via the one-time provision of a PDF version on CD- ROM. Clauses  Publisher will provide archive in mutually agreed upon medium  Publisher will provide non-searchable file of content of all issues published during subscription period on DVD or other appropriate media. The Subscriber may participate in the LOCKSS (Lots of Copies Keeps Stuff Safe) system for archiving digitized publications.  Publisher will try to provide (but cannot guarantee) Licensee with ongoing access to content in a form or format similar to the current means of providing access, unless Publisher terminates the license due to a breach of contract.  Customer may make necessary back-up copies of Publisher Content and host at Customer Sites.  [Publisher] is not obliged to provide continuing access to any part of the Licensed Material
    5. 5. 1. How do we acquire an electronic copy? 2. On the Portico website, it is noted that [ ] allows Portico to provide post-cancellation access to previously subscribed titles. We subscribe to Portico. Do you charge us any fees to access that content? 3. Please list all fees associated with access to previously subscribed content.Publisher 4. The clause states that access is available through Survey an archival digital copy on mutually agreed upon digital storage medium. What mediums are currently available?Questions 5. How will the publisher provide continuing access? 6. The clause states access will be available in an electronic file in then-current format on medium of Publisher’s choice. What is the medium in use now? 7. When a title in the package is transferred to another publisher, which publisher is responsible for the perpetual access to the content published under your purview?
    6. 6.  Electronic non-searchable file in CD/DVD/Hard drive formats  Fee for ongoing online access Sample only if institution does notPublisher subscribe to any [Publisher] Replies titles  No cost to access previously subscribed content in Portico  Title transfers: depends on contract at time of sale
    7. 7. Maintaining Perpetual Access Package codes entered into ILS Title lists for previous and current subscriptions Title lists for backfiles Backfile information in ILS Holdings record Portico To Do List (Access Database)
    8. 8. Perpetual Access Workflow
    9. 9. Impact on Cataloging Unit
    10. 10. Impact on Other Technical Services Units  Collection Development  Relocate print journals to which we have an electronic equivalent to off-site storage  Cancel print journals to which we have an electronic equivalent with perpetual access  Acquisitions  Prior to 2008, perpetual access was considered when converting print and/or print plus online subscriptions to electronic only
    11. 11. In the Future? Track individual titles in ERM  Currently maintain resource record for licensed title package with a title list  Contemplating record for each title in licensed title packages to track perpetual access
    12. 12. Where do we go from here? How to budget for perpetual access in terms of fees and staff time? Should lack of perpetual access be a deal breaker in license negotiation? Is perpetual access worth it? How do you handle perpetual access? Suggestions, please.
    13. 13. Thank you! Eugenia Beh Jane Smith