starting from scratch on perpetual access

Starting from Scratch

on perpetual access

Kristin Calvert

E-Resources Librarian

Western Carolina University

kcalvert@wcu.edu

Overview

Analysis

Tracking

Ongoing issues

Workflow

With one new position and two new librarians…

The absence of a perpetual access plan took a while to notice.

“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.

Then the budget cut came…

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.

Step 1: Ignore the problem

Step 2: How much work could it really be?

Check:EBSCO subscription management

LicenseEBSCO CSR

Publisher

Is perpetual access granted?

95%

Step 3: What access should we have?

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.

Decide how much due diligence you are willing to do.

How many staff hours are worth X years of access?

Step 4: What access do we have right now?

Step 5: Deal with the titles with no perpetual access rights

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.”

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

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.

Tracking Perpetual Access

Desired Outcomes:Ensure perpetual access is set-up properly when a title is cancelled

Assist with troubleshooting and verifying ongoing access

Serials review cancellations• Large project spreadsheet

Normal workflow• Regular e-journals

spreadsheet

…by spreadsheet

Special AtoZ List notes

Does not display to publicUse to download lists of perpetual access titles

…by A-to-Z list

… by ERM Essentials

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

Ongoing Issues

• De Gruyter…• Archival storage• Sustainability

We must overcome roadblocks to keep the process sustainable. ERM data

entry

Clear order history

Long grace period

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

Questions?

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