Licensing in the Real World: the Ins & Outs of Licensing Agreements
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Licensing in the Real World:the Ins & Outs of Licensing Agreements
Edith Starbuck & Jane Thompson
AIT&L Health Sciences Library
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Key Licensing Definitions (Vary from Vendor to Vendor)
= UC Med Center
ORAll of UC?
= Here?
There?
Everywhere?
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Model License
Online Journals Access by IP address Permits remote access Includes all of UC All the contents immediately available No ILL restrictions Updateable by local account
administrator
Full-text and database resources Access by IP address Permits remote access Includes all of UC
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Important Licensing Details
Archival access maintained?Provide usage statistics?What are the specific conditions of use?Is there a stipulation for confidentiality and what does that mean?What are the repercussions for license violation?
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Licensing Differences Between Formats
Volume of license agreements Many more for individual online journals
& journal collections than for full-text & database resources
Restrictions Generally more restrictive for online
journals than for full-text & database resources
Process Most journal licenses are very simple Online journal license approvals stay
within the library whereas full-text & database resources require legal counsel input
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Licensing Similarities Between Formats
Technical set-up Generally the same level of complexity
Process Generally the same basic elements in
the license agreements Requires same monitoring process for
renewals
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Licensing ManagementOnline Databases & Texts
In 1994, mostly CDs, very few texts Licensing straightforward – library
use only License agreement handled within
the library Exceptions: campus wide database
access via a CD tower AIT&L CD tower access not possible
after switch to Windows
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Licensing ManagementOnline Databases & Texts
Became UC Health Sciences policy (’97) to move to web whenever possible
License agreements became more complicated (online journals too) Everyone uncertain how to best handle
web resources License agreements varied from vendor
to vendor Systems not as stable then
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Licensing ManagementOnline Databases & Texts
Initially licensing still handled in-house
Currently all licensing agreements must be approved by a lawyer
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Licensing Management:Online Journals—Early Days
The First Electronic Journal! (1998)
What are IP addresses?
Why can’t people get into JBC?
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Licensing Management:Journals—The Middle Years
Honeymoon time of free access
The shoe drops—Big Time!
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Licensing Management:Getting Real
Take Charge of the Text
Get it in Writing
Document Everything
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Licensing Challenges
May be restricted to a workstation, the library, a building, etc.
Lose control of licensing process when it must leave the library to be approved by the lawyer
Licenses can be very restrictive & expensive
Determining what you are licensingTrying to find the license…Decision – is it worth it?
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Licensing Challenges (cont.)
Numerous originators of institutional licenses at UC UC – HSL for all UC - Langsam for all Langsam for East & West
campuses only HSL for East & West campuses
only Either for select groups on both
East & West campusesToo many cooks?
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Online Subscription Challenges
Not notified when URL changes Not notified when publisher
changes & can no longer access journal or journal updates
Subscriptions expire throughout the year, publisher may or may not notify before discontinuing access
When publishers change the pricing formula, sometimes requires redoing the license completely
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Horror Stories
Vendor manipulates us into subscribing to a very expensive collection…
CD ROM product with several titles on one CD
Web vendor requires a “live” email address to be used for the username
Web vendor does not provide access by IP address but is upset with the idea of posting the username/password to the web page
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Horror Stories from the “serial killer”
NatureWileyAmerican Society for MicrobiologyBMJ
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Recommendations
Cultivate relationships with those involved with the licensing process
Learn as much as possible about how to make the process go smoothly, especially if legal counsel is involved
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Recommendations (cont.)
Strengthen relationship with your user groups Create an efficient notification process
(email distribution list) Communicate copying restraints to ILL
Document, documentDatabase helps to track everythingRecognize the time commitment
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And Finally…
Cool heads prevail!