Techniques for Tracking Perpetual Access

Chris BulockElectronic Resources Librarian

Southern Illinois University Edwardsvillecbulock@siue.edu

Perpetual Access: We’ve Got It

Stemper & Barribeau (2003)Zhang & Eschenfelder (2012)

Commitment to Perpetual Access

Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.

Commitment to Perpetual Access

Patrick Carr (2011). The Commitment to Securing Perpetual Journal Access. Library Resources & Technical Services 55(1) 4-17.

Does your library systematically track perpetual access for electronic journals?

http://www.siue.edu/~cbulock/poster.html

Why Track?

Influence renewal decisionsInfluence print decisionsEasily provide access when

necessaryPublishers may not be doing itTrigger events may go unnoticed

Scenarios

A library has a subscription to a journal that ceases publication

A subscription to a journal is canceled by a library A subscription to a journal is sold or transferred to

another publisher The publisher of a journal, or bundle of journals,

goes out of business A bundle of journals has a fluid title list The publisher of a bundle of journals is bought

completely or partially by another publisher A subscription to a bundle of journals is canceled or

not renewed by a library or consortium-Waller and Bird (2006)

Additional Scenarios

A publisher of a journal switches from one content platform to another

A purchased book is replaced with a new edition

DualD FlipFlophttp://bit.ly/1kUKb8D

A subscription to a journal is canceled by a library

• Determine whether PA available at all• Determine what years are available• Adjust holdings info wherever it lives

(ERM, ILS, Link Resolver)

A library has a subscription to a journal that ceases publication

• Find out it has ceased– Usually at renewal time

• Determine what remains available• Add an end date to holdings– Possibly adjust beginning date

A subscription to a journal is sold or transferred to another publisher

• Receive notification from publisher, listserv, or TRANSFER

• Determine what will go where and make the relevant changes to holdings (or wait for global changes to take affect in KB)

The publisher of a journal, or bundle of journals, goes out of business

• Activate archiving provisions if available

• ?

CLOSED

A publisher of a journal switches from one content platform to another

• Determine what perpetual access you had on old platform

• Determine if active on new platform– Notify new platform if not

• Adjust provider/access information

What do you need to know?

If there is perpetual access in the license

If post cancellation access requires a fee

If publisher would allow for archiving, self-hosting, or alternatives

Formats providedWhether the publisher participates in

TRANSFER, LOCKSS, CLOCKSS, Portico

What else?

If PA would apply for all issues accessible during agreement, issues published during agreement, or something else

In a package: if it applies to all journals or a subset

For books: what happens in case of new edition

What system(s) do you use to track journal perpetual access?

http://www.siue.edu/~cbulock/poster.html

ERM Strategies

• Tracking license information– Dedicated fields in license module if

available– Track more than yes/no if relevant

• Tracking current status of resource– Current/Perpetual/Extinct

ERM Strategies

• Title level– Holdings will be most relevant–Wrinkles include title changes, year-to-

year title list variations– Represented as local dates/holdings in

global package or as a library-specific package

– ERM KB may feed directly to other systems

– If perpetual and current grouped under one provider, mark perpetual

ERM example

ILS Strategies

• Marie Kennedy. Sierra: http://orgmonkey.net/?p=1651#sthash.fQGCv14d.KOMSCVNc.dpbs

• Bib records at item level– Perpetual access holdings, possibly

suppressed until needed

• Bib record for package with local notes field

• Item category for Portico titles

ILS Strategies

• Acquisitions module– Order records include PA note– Invoice records include access info

• May just reference order history without any special PA information

ILS Example

Spreadsheet Strategies

• One giant sheet, or broken down by provider

• Sheets for Big Deals may be updated yearly to reflect fluidity of title list

• Many keep a spreadsheet for individual purchases

• Often an intermediary step

Spreadsheet Example

Resolver KB Strategies

• May be used solely for access or also for tracking

• Options– Separate packages for different PA

statuses– Separate package for actively PA items– Stick with global package, but add local

holdings as needed

Resolver KB Example

Other Systems

• Subscription agent platforms• Platform administrator modules• Local databases• Paper copies of invoices

Potential Obstacles

Publisher doesn’t comply with PIE-J, lumps former titles with new titles, deletes former from KBs

Transfer occurs and new publisher decides not to honor PA

Contracts that are silent, terms that change

Thanks!

• Janet Arcand• Amy Castilo• Jen Leffler• Sanjeet Mann• Many Anonymous Participants