This is a great topic. We only keep hard copies of the past 3 years of invoices, but are exploring maintaining scanned copies of invoices longer.

 

I have had success with some publishers who are willing to accept my word that we paid for these particular years.  Most often this occurs when a journal title transfers from one publisher to another.  Taylor & Francis and Sage are the publishers I most recently have had success with.  We consult our internal payment records in our ILS, where we often have a note about  “e-only 2009+” and then can tell when we cancelled.  When we had print+”free” online we treat the print as our perpetual access entitlement and don’t ask for online.

 

I had suggested we start a “perpetual access entitlement” field in our previous ERM right before we decided to make a change and we haven’t gone back to this idea in our current one.

 

I also agree that it would be great if our subscription agents could retain order/payment info longer—even if they end up microfilming it!

 

Susan

 

 

Susan Davis

Interim Head of Acquisitions

University at Buffalo (SUNY)

134 Lockwood Library

Buffalo, NY 14260-2210

716-645-2784

716-645-5955 fax

unlsdb@buffalo.edu

http://libweb.lib.buffalo.edu/staff/index.asp?ID=124

 

 

 

 

I have brought this issue to Ebsco, as our main subscription agent, stating that they really need to save payment history for all journals with a digital format given the nature of pca requirements.  I don’t expect to be able to access 20 plus years of payment history through Ebsconet, but I would like to know that they could pull it from a server somewhere, if needed.  If others are concerned, please share this with your agents so they understand the need.

 

Thanks for bringing up this issue.

 

Julie

 

 

 

I encountered this problem recently when submitting a request to Portico. Portico requires proof of purchase, so we asked EBSCO to provide our order history for the specific journal. EBSCO came back and said they only save 5 years (I think!) worth of order history. Fortunately, we still had hardcopies of the invoices and were able to scan the proper invoices all the way back to 2006. At the time I thought, “There’s got to be a better way.”

 

While this isn’t the cure-all everyone’s been looking for, we have had some success using the open-source ERMS CORAL (http://coral-erm.org/). Each journal we subscribe to has a resource record where we can track the price history, jot any kind of change notes, link to a publisher record, and a view which license it’s under. If we cancel a subscription, we archive the journal record but it’s still available for us to search on if we ever needed to remember which publisher(s) had backfile rights. We don’t upload every invoice, but each journal record has that capability – that is, to attach documents to the journal record, such as entitlement lists or invoice documents. In the future, I might consider having a student scan and upload the invoice history for me. But for now, that seems like a ton of work we don’t have time for.

 

Katherine Swart
Collection Development Librarian
Calvin College | Hekman Library
---------------------------------------
1855 Knollcrest Circle SE
Grand Rapids, MI 49546-4402
phone: 616-526-6311
email: kswart20@calvin.edu

 

------------------------------

 

Date:    Fri, 23 Sep 2016 21:13:23 +0000

From:    Mandi Schwarz <Mandi.Schwarz@UNBC.CA>

Subject: Re: how do you track perpetual ownership rights to serials?

 

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

 

 

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Diane Westerfield

Sent: Tuesday, September 20, 2016 7:44 AM

To: SERIALST@LISTSERV.NASIG.ORG

Subject: Re: [SERIALST] how do you track perpetual ownership rights to serials?

 

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<mailto: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<mailto:SERIALST@LISTSERV.NASIG.ORG>

Subject: Re: [SERIALST] how do you track perpetual ownership rights to serials?

 

I am just starting to get a handle on this, but here's what I've done so far.

We use EBSCO as a subscription agent. I had EBSCO send me a spreadsheet of their record of our electronic access titles. This obviously does not include titles we subscribe to elsewhere, but it's the majority. The spreadsheet did include our cancelled EBSCO titles, though. It included all sorts of information, but not information on perpetual access rights. I then added columns for access terms and "date last checked" (because terms and publishers do change). I went into EBSCO and manually checked our current (and recently cancelled) titles for the content of the "access" field in their "Access and Registration" tab. I pasted that into the spreadsheet. I color code the titles that are open access (usually with an embargo) and have a separate sheet for titles with no perpetual access. I try to check to make sure the information is up to date when I'm checking anything related and when the publisher changes. It's also now a line item in my "Cancelled Titles" checklist. I want to recreate this information in our ERM, but I'm not sure if it's worth the time and energy.

I like that there is a specific place I can go to find this information quickly, and without having to log in to EBSCO or contact a publisher or dig through a license.

 

This is obviously not foolproof and not very efficient. I think this will become a hotter topic than it is right now and am surprised there aren't already related vendor services. I too will be interested to hear what others are doing.

Melissa

 

On Mon, Sep 19, 2016 at 12:00 PM, Melissa Belvadi <mbelvadi@upei.ca<mailto:mbelvadi@upei.ca>> wrote:

As we continue to cancel individual journals due to budget shortfalls, it is getting harder and harder to track what volumes of what journals we have perpetual access rights to, and on what platform.

For instance, if a journal changes ownership years after we've closed our holdings, we may have to go out of our way to activate our ownership rights on the new platform. Sometimes the older volumes follow the new owner, sometimes not. Sometimes third party platforms like IngentaConnect are involved.

 

Then there are the Big Deals, some of which include perpetual access rights to just "core" titles, some to the entire packages, and the titles going in and out of all those every year.

 

How is everyone managing all this? In catalogue records? In spreadsheets? In ERMs?

 

And if there's a dispute 10 years down the road, can you find the purchasing/licensing documentation to prove your claim to those volumes?

 

I'd love to hear from someone who feels fairly confident that they stay on top of these changes, to please share your secrets!

 

--

Melissa Belvadi

Collections Librarian

University of Prince Edward Island

mbelvadi@upei.ca<mailto:mbelvadi@upei.ca> 902-566-0581<tel:902-566-0581>

 

 

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