Presenters: 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.

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. © 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. © 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. © 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. http://dx.doi.org/10.5860/lrts.58n3.144

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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

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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

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Wiley Package Break-up
Reviewed usage data
& calculated ‘cost per
use’
Top 35
highest
used/lowest
35 CPU
Wiley package
cancelled
12/31/2013

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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

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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

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3 Phase Process
Verify Online
Access
Update Records Research Titles

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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

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Verifying online access

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Notes and Collections

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Phase 2
Update Records in Voyager
ILS & OCLC Connexion Client

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Bibliographic records to improve
discoverability!

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Safest place for recording PCA content

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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

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Phase 3

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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.

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Earliest order records for Wiley
content

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ESIG Share List-Wiley Interscience

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Let the hunt begin!

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Following Wiley order records
Wiley Interscience
Blackwell Synergy
John Wiley & Sons
ESIG License
Faxon (bankrupt)
Swets (bankrupt)
EBSCO
Wiley-Blackwell

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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

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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

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EBSCO Earliest Detail

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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!

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Fine tuning records

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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.
https://doi.org/10.1080/00987913.2012.10765472
Bulock, Chris. 2015. “Techniques for Tracking Perpetual Access.” Serials Librarian. 68 (1/4), 290-298.
https://doi.org/10.1080/0361526X.2015.1017711
Glasser, Sara. 2014. “Providing perpetual access: Results of a survey.” Library Resources & Technical Services, 58(3), 144-152.
http://dx.doi.org/10.5860/lrts.58n3.144
Oparanozie, Teri. 2017. "Tracking e-Journal Perpetual Rights: A Library Case Study". Serials Librarian. 73 (3/4), 226-239.
https://doi.org/10.1080/0361526X.2017.1383964
Watson, Jennifer. 2005. “You Get What You Pay for?” Serials Review. 31 (3), 200-205.
https://doi.org/10.1080/00987913.2005.10764985

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THANK YOU
Nancy Donahoo, Serials Manager, Albertsons Library
Email nancydonahoo@boisestate.edu, 208.426-4038
Arthur Aguilera, MLIS Student, University of Washington
Email arthuraguilera@boisestate.edu, 208.426-1234