My big project this summer was to move our EBSCO e-journal subscription access off of EBSCO EJS and set everything up on each individual publisher’s platform. My working list was a KBART file from the EBSCO EJS file, which itemized all the access EBSCO thought we should have. I added 6 additional columns at the end of the spreadsheet: Active/Perpetual; Resource record (to track which record it will be attached to); Multi-consortial? (because we are treating EBSCO like a consortium for e-journal subscriptions; so if we had access to other titles on that platform through a different consortium, this column got a Y); SerSol Database (to track the database I turned it on in); Separate resource record? (for titles which are hosted on one platform but their administration is handled by another platform); and Notes.

 

We also have Innovative’s ERM (we’re now on Sierra, so we have that version instead of Millennium). I set up the resource and license records in much the same way as Diane has – create a resource record for each platform, and where we have signed a license I have added that info and filed a digital and a paper copy. For the moment we are not tracking unsigned/default licenses in house; we consult EBSCOnet when we have a question about these ones. I also soft-linked our order records for each title to the resource records.

 

We are no longer archiving or deleting the order records for EBSCO e-journals in our ILS, and we have each invoice from 2012 to present. When I tried to claim perpetual access for a cancelled title from a publisher, they often asked for proof of payment. Our finance department abides by the CRA audit requirements of keeping 7 years plus current; and it sounds like EBSCO matches this as well. So for titles we cancelled in 2008, we had no proof of payment and could not get our perpetual access reinstated. I’m hoping we can find a solution for this going forward.

 

At the journal title level, I am tracking perpetual access in 3 places, and none of it is terribly pretty or easy to reference. I noted it in the added column in the KBART file for Active/Perpetual; I noted it in the resource record through a combination of setting a fixed field to “perpetual access” and adding a note in the record; and when I turned the title on in Serials Solutions, I added a note to say “We have perpetual access to [YEARS] due to a previous subscription via EBSCO.” This is kind of a shotgun approach: put notes in each place someone would probably look, and hope that when a question arises, someone finds at least one of the notes. This is FAR from ideal, and now that I’ve worked through this setup, I’m hoping we can devise something a little more elegant.

 

All this to say: we don’t have an efficient solution, either.

 

Mandi

 

Mandi Schwarz
Library Assistant – Electronic Resources
University of Northern British Columbia
250-960-6455; Mandi.Schwarz@unbc.ca

 

 

 

 

When I started my job in 2008, I went through the old paperwork and created a resource record in the Millennium ERM module for each journal platform, database, etc. I continue to do this with newly acquired e-resources.

 

I scanned in the licenses and filled in the license records to the best of my ability. (Not a lawyer, and our small private college doesn’t care as much about legal stuff as a state school would). There’s a perpetual access field, which I enter something for if I have definite evidence in the license, and then put the relevant license language in a note field. The licenses are all scanned onto a shared drive that can be accessed whenever they need to be consulted. We thought about putting the licenses in our digital repository with password protection, but at the moment we don’t have a good way to secure them.

 

I would assume the open source ERMs have something for this as well, or you should be able to create your own fields. You might be able to attach license PDFs to resource records in some ERMs. Unfortunately the Millennium ERM doesn’t have this feature.

 

Also EBSCONET may have a report that would tell you which of your subscriptions are listed as perpetual access, rather than having to check each one individually. If there isn’t a canned report that does this, you may be able to request a customized one.

 

Diane Westerfield, Electronic Resources & Serials Librarian

Tutt Library, Colorado College

diane.westerfield@coloradocollege.edu

(719) 389-6661

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Melissa Hill
Sent: Tuesday, September 20, 2016 6:55 AM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] how do you track perpetual ownership rights to serials?

 

 

To unsubscribe from the SERIALST list, click the following link:
http://listserv.nasig.org/scripts/wa-NASIG.exe?SUBED1=SERIALST&A=1

 

To unsubscribe from the SERIALST list, click the following link:
http://listserv.nasig.org/scripts/wa-NASIG.exe?SUBED1=SERIALST&A=1