starting from scratch on perpetual access
TRANSCRIPT
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Starting from Scratch
on perpetual access
Kristin Calvert
E-Resources Librarian
Western Carolina University
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Overview
Analysis
Tracking
Ongoing issues
Workflow
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With one new position and two new librarians…
The absence of a perpetual access plan took a while to notice.
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“If we still have access to subscribed years, update the coverage note in AtoZ Collection Editor.”
This was the only mention of perpetual access anywhere in the documentation.
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Then the budget cut came…
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Examine the Scope of the Project
With the larger number of titles cancelled, from a number of different publishers, this was an opportune time to design a workflow that would be able to accommodate variations and special cases.
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Step 1: Ignore the problem
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Step 2: How much work could it really be?
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Check:EBSCO subscription management
LicenseEBSCO CSR
Publisher
Is perpetual access granted?
95%
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Step 3: What access should we have?
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Invoicing and order records
Poor record keeping turned this simple question into a chore.
Especially problematic for us was when a title switched from print to print+online and whether than online access was paid, or simply included as part of the print subscription.
We had about 4 years of invoices at hand.
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Decide how much due diligence you are willing to do.
How many staff hours are worth X years of access?
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Step 4: What access do we have right now?
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Step 5: Deal with the titles with no perpetual access rights
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We were looking to add value to our Portico membership as a PCA provider
“Everything is on the table.…even the table is on the table.”
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Portico and Post Cancellation Access
190 Cancelled journal titles
62 with no perpetual access
6 with a signed Portico PCA rider
3 titles were approved
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Portico is not a great substitute perpetual access from a publisher But they have amazing customer service and they, unsolicited, reached out to publishers on our behalf.
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Tracking Perpetual Access
Desired Outcomes:Ensure perpetual access is set-up properly when a title is cancelled
Assist with troubleshooting and verifying ongoing access
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Serials review cancellations• Large project spreadsheet
Normal workflow• Regular e-journals
spreadsheet
…by spreadsheet
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Special AtoZ List notes
Does not display to publicUse to download lists of perpetual access titles
…by A-to-Z list
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… by ERM Essentials
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We included the original order number and coverage years for record keeping.
We are using the fund code and ERM order numbers for easy searching and report making.
Subscription term set to never expire to exclude the records from other ERM functionality.
ERM Order record particulars
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Ongoing Issues
• De Gruyter…• Archival storage• Sustainability
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We must overcome roadblocks to keep the process sustainable. ERM data
entry
Clear order history
Long grace period
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Workflow0Title cancelled0Check availability of perpetual access from the publisher
0 If not available, check Portico0Verify order history for paid content0Ensure ongoing access to paid content
0Put process on hold until grace period ends0Contact subscription agent or publisher if there are
discrepancies0Update AtoZ list with coverage dates and perpetual access
note0ERM order entry
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Questions?
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