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Presented at the ALCTS Role of the Professional Librarian in Technical Services Interest Group at the 2012 ALA Midwinter Conference in Dallas, TX
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Perpetual Access: Peaks and PitfallsEugenia Beh
Jane Smith
ALA Midwinter Conference
1/21/2012
Research questions
What is perpetual access? Historical view vs. current practice Ownership vs. Subscription
What do publishers offer? Review of 19 current licenses Publisher survey – clarification of
clauses How to manage perpetual access?
Formats, fees, title transfers, archives Is perpetual access necessary?
Publishers Yes/No FormatsComplimentary Access Fees
Portico - Post Cancellation Access - PDF format Archiving Services Title Transfers Publisher Replies
Elsevier (2010-2014) Yes
downloaded electronic copies may not contain links or other features and functionality associated with online version No
$.081 for each downloaded article, adjusted annually for inflation and cost increases
Yes - 2,537 titles (11/28/2011) CLOCKSS
previous publisher hosts content perpetually - no access to new; previous publisher hosts content for set time period, then transferred; new publisher grants the perpetual access to older content without additional fee (most cases)
Electronic file in CD/DVD/other format
Sage (2010) Yes Yes - 588 titles LOCKSS, CLOCKSS
Springer (2009 - 2011) Yes Free for 2 years
After two years - Undetermined LOCKSS, CLOCKSS
Depends on contract: a) all content is transferred to new publisher;b) only the new content is with the new publisher
CD/DVD/Hard drive formats; $625 annual fee for ongoing online access if institution does not subscribe to any Springer titles
Taylor & Francis (2010-2012) Yes Undetermined Yes - 1,387 titles LOCKSS, CLOCKSS
Depends on contract with new publisher
Wiley (2010) No Nominal Yes - 1,391 titles CLOCKSS
New publisher responsible for content
CD ROM
American Chemical Society (2010-2012)
Yes CD-ROM UndeterminedPreserved in Portico, no PCA rights
Legacy Archives: Portico PCA rights; Web Editions: CD-ROM
American Geophysical Union (2002) Yes No Undetermined Yes - 10 titles TBD
No cost to previously subscribed content
Annual Reviews (2003) Yes Undetermined
Preserved in Portico, no PCA rights, LOCKSS
Access through publisher's server at no cost
Bio One/Two (2011) Yes No Undetermined Yes - 172 titlesBioOne retains content Hard drive or FTP
Poiesis (2004) No
Project Euclid (2003) YesThird party site or PDF files No
Cornell University; Exploring partnership with HathiTrust
Provider's site or Third Party Archive
Project Muse (2005) Yes
DVD or other appropriate media as determined by Project Muse No
LOCKSS; Dark archive at John Hopkins
Project Muse retains content
American Institute of Aeronautics and Astronautics (2009) Yes
Similar to current means of providing access but no guarantee.
archives require annual leasing fee Not yet AIAA retains content
Cambridge (2009) Yes Electronic files 119 titles Duke University Press (2011) Yes 41 titles
Emerald 175 (2011) No 238 titles LOCKSS
New publisher provides perpetual access
Informa Healthcare (2010) Yes
An electronic medium that is compatible with the platform by Publisher's current Online Access Provider
Two years after expiration of the License Term with current subscription to another product 207 titles
New publisher provides perpetual access; may be available on both platforms
Royal Society of Chemistry (2010) Yes
Electronic copies allowed 74 titles CLOCKSS
New publisher provides perpetual access
JSTOR (2010) Yes JSTOR platform Yes Dedicated repositories at participating institutions
Perpetual Access
Clauses
Upon termination of all annual subscriptions, Subscriber may 1) acquire, load and format electronic copy on a server, 2) pay annual access fee for downloaded articles 3) access online, at no additional charge, if Subscriber subscribes to other products
[Publisher] participates in the LOCKSS, CLOCKSS, and PORTICO archiving solutions.
Continuing access free for 2 years, then through server maintenance fee to [Publisher], third party, or through electronic files supplied to Library.
Publisher shall provide continuing access to core subscriptions, unless termination is due to breach of contract by Licensee
[Publisher] will provide online access on [Publisher's] server or provide archival copy in mutually agreed upon electronic medium, for a reasonable, cost-based fee.
Upon request at time of cancellation, Library provided access to content for their subscription period via the one-time provision of a PDF version on CD-ROM.
Publisher will provide archive in mutually agreed upon medium Publisher will provide non-searchable file of content of all issues published during
subscription period on DVD or other appropriate media. The Subscriber may participate in the LOCKSS (Lots of Copies Keeps Stuff Safe) system for archiving digitized publications.
Publisher will try to provide (but cannot guarantee) Licensee with ongoing access to content in a form or format similar to the current means of providing access, unless Publisher terminates the license due to a breach of contract.
Customer may make necessary back-up copies of Publisher Content and host at Customer Sites.
[Publisher] is not obliged to provide continuing access to any part of the Licensed Material
Publisher Survey
Questions
1. How do we acquire an electronic copy?
2. On the Portico website, it is noted that [ ] allows Portico to provide post-cancellation access to previously subscribed titles. We subscribe to Portico. Do you charge us any fees to access that content?
3. Please list all fees associated with access to previously subscribed content.
4. The clause states that access is available through an archival digital copy on mutually agreed upon digital storage medium. What mediums are currently available?
5. How will the publisher provide continuing access?
6. The clause states access will be available in an electronic file in then-current format on medium of Publisher’s choice. What is the medium in use now?
7. When a title in the package is transferred to another publisher, which publisher is responsible for the perpetual access to the content published under your purview?
Sample Publisher
Replies
Electronic non-searchable file in CD/DVD/Hard drive formats
Fee for ongoing online access only if institution does not subscribe to any [Publisher] titles
No cost to access previously subscribed content in Portico
Title transfers: depends on contract at time of sale
Maintaining Perpetual Access
Package codes entered into ILS
Title lists for previous and current subscriptions
Title lists for backfiles
Backfile information in ILS Holdings record
Portico
To Do List (Access Database)
Perpetual Access Workflow
Impact on Cataloging Unit
Impact on Other Technical Services Units
Collection Development Relocate print journals to which we have an
electronic equivalent to off-site storage Cancel print journals to which we have an
electronic equivalent with perpetual access Acquisitions
Prior to 2008, perpetual access was considered when converting print and/or print plus online subscriptions to electronic only
In the Future?
Track individual titles in ERM Currently maintain resource
record for licensed title package with a title list
Contemplating record for each title in licensed title packages to track perpetual access
Where do we go from here?
How to budget for perpetual access in terms of fees and staff time?
Should lack of perpetual access be a deal breaker in license negotiation?
Is perpetual access worth it?
How do you handle perpetual access?
Suggestions, please.
