ALPE (Archivio Licenze dei Periodici Elettronici / e-journals license database) is an Italian co-operative project aiming to improve the understanding of the issues raised by ILL clauses of electronic resources license agreements. ALPE is designed to collect all clauses of the licence agreements subscribed by the participating universities and research institutes, with the purpose of building a national archive. ALPE is integrated with NILDE - the Italian service for document exchange -, allows librarians to implement the correct policies for ILL services, leads to the explanation and clarification of the clauses, and at the same time guarantees publishers on the fulfilment of the subscribed agreements. The paper describes how database was conceived and organised, and details the improvements that it made possible in the ILL service. It also describes the ALPE-NILDE integration and presents the results of data analysis of license permitted uses.

1. TO LEND OR NOT TO LEND?
WITH ALPE IS EASIER!
AN ITALIAN COOPERATIVE SYSTEM FOR CHECKING
ILL PERMITTED USES IN E-RESOURCE LICENSES
Franco Bessone, Giovanna Colombo, Elena De Carolis, Gustavo Filippucci, Laura Garbolino,
Enza Gasbarro, Silvana Mangiaracina, Ornella Russo, Elisabetta Tamburini, Alessandro Tugnoli

2. Breaf history of ALPE…
• ALPE (Archivio Licenze Periodici Elettronici) is a national archive of ILL clauses,
extracted from “standard” and negotiated licenses, created to manage, to
publicly share and to check the permitted uses of e-resources for ILL and
document supply
• Born in 2012 of a proposal by CNR Bologna Research Library to support NILDE
librarians to comply with publishers ILL conditions. NILDE is the Italian
network for inter-library document exchange
• Today the ALPE working group is composed of 26 librarians and technicians
from several research and academic institutions
• The success key of the ALPE group is its working model:
• share and collaborate to build a common Knowledge
• create and keep updated a tool useful to ILL librarians day by day
roles are different and everyone is prime
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino2

3. ALPE
•WHY ALPE
•HOW it works
•HOW it helps
•WHAT findings
•WHEN it happens
•WHICH opportunities
•WHO we are
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino3

4. WHY
The policies for e-resources sharing are defined and
conditioned by the license agreement
• Create a national archive of clauses with a standardized
description in order to minimize the risk of subjective
interpretation of the licenses by librarians and to be easily
usable
• Create a integrated system ALPE-NILDE to search and identify
the proper licenses for each document and each library in
lending activity
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino4

5. WHY
• Analysis of the NILDE network transactions shows that ILL
requests for recent publications (i.e. articles published over the
previous five years) account for 47% of the total number of
requests.
• Libraries shifted their collections from printed to e-collections so
we expect an increased use from/of ILL of e-materials. For this
reason the knowledge of ILL conditions in e-journal licenses is
crucial.
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino5

6. WHY
• The problem arises when ILL staff have to manage the service from
different publishers and vendors and they have to correctly identify
the right license for the specific individual article they are lending in a
shortest time.
• ILL librarians have to understand the legal language of license. The
difficulty is also due to the technical and sometimes vague nature of
license wording with respect to ILL clauses.
• For ALPE working group that means that the licensing rights of all
titles need to be communicated to the different ILL staff of over 900
NILDE libraries.
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino6

7. HOW works
• Research the available licenses for an article (using
journal ISSN and pub year) and select the right license
subscribed by one’s istitution.
• Render the textual contents ILL clauses in a schema
• Apply the correct condition in the ILL transaction
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino7

8. HOW works
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino8

9. HOW works
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino9
ALPE
Search
Engine
PUBLISHER 1
www.pub.com
AGGREGATOR 1
www.aggregator1.com
AGGREGATOR 2
www.aggregator2.com
ALPE
Public
Archive
ISSN +
year
2016

10. HOW helps… from the license
• Example of terms and conditions
The Licensee may supply another library within Italy a
single print copy of an electronic original of an individual
document being part of the Licensed Matherias. Supply
shall be by post, fax or secure transmission (using Ariel,
Nilde or its equivalent, whereby the electronic file is
deleted immediatly after printing) for the purposes of
reserach or private study and not for commercial use
(Emerald neg. 2014)
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino10

11. HOW helps… to the schema
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino11
Mail, fax or secure electronic delivery
(ARIEL, NILDE and equivalent systems)
Mail, fax or secure electronic delivery
(unspecified systems)
Mail, fax or electronic delivery
ILL clause
ILL clause text
ILL permitted
Delivery allowed conditions
Document format to supply
Obligations for requesting library
Type of requesting library
Obligations for supplying
library
Public notes
Mail and fax
Mail, fax or secure electronic delivery (only
ARIEL, excluding other systems)
Mail, fax or secure electronic delivery (ARIEL
and equivalent systems)
License Data
Type of license
Name of publisher/vendor
URL of e-Resources Platform
Access
Rights holder
License duration
Subscription type
Subscribed
organization/library
Data for identifying the license
Data of license signed libraries

12. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino12
HOW helps

13. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino13
HOW helps…
ALPE steps into NILDE interface

14. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino14
HOW helps
…ALPE steps
into NILDE
interface

15. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino15
HOW helps
…ALPE steps
into NILDE
interface

16. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino16
HOW helps
…ALPE steps
into NILDE
interface

17. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino17
HOW helps
…ALPE steps
into NILDE
interface

18. WHAT findings
ALPE licenses by year
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino18
0
20
40
60
80
100
120
2013 2014 2015 2016 2017
3
50
104 103 103
0 1
26 28
9
3
49
78 75
94
n. of License n. of License with ILL negotiated clause n. of License with ILL standard clause

19. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino19
WHAT findings
How many licenses valid in year 2017?
130
Publishers
114 (64%)
LicensewithILL
standardclause
64 (36%)
License with ILL
negotiated clause178
valid licenses
at the 2017

20. WHAT findings
ILL permitted uses in ALPE licenses
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino20
ILL permitted
134 licenses (75%)
ILL not specified
24 licenses (14%)
ILL not permitted
20 licenses (11%)
Only mail or fax
delivery
14 licenses (10%)
Electronic delivery
120 licenses (90%)
SEDD not NILDE
8 licenses (7%)
SEDD with NILDE
77 licenses (64%)
Electronic delivery
35 licenses (29%)

21. WHAT findings
ALPE in NILDE lending work-flow
90 licenses used from ALPE in
July 2017
11.781 lending requests fulfilled
4.096 (47%)  print - not subject
to license
2.810 (24%)  license found and
applied
2.162 (18%)  license not found
1.315 (11%)  license found but
not applied
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino21

22. 2012 2013 2014 I SEM 2014 II SEM 2015 2016 2017 2018
WHEN
ALPE is a growing organism
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino22
START
PROJECT
Request for
comments
LICENCE
ANALYSIS
& START
SW
DEVELOP-
MENT
LICENCE
MANAGE-
MENT
APPLICATION
BUILDING
COMMUNITY
ALPE WG
ILL
CLAUSE
SHARED
SCHEMA
ALPE
ARCHIVE
POPULATED
ALPE NILDE
INTEGRATI
ON
SEARCH
ENGINE
BUILDING
INTERNATIONAL
PARTNERSHIP
STRESS
TEST
ARCHIVE
API
UPDATE
ARCHIVE
UPDATE
ARCHIVE
SW
Community
LOGS
ANALYSIS

23. WHICH… opportunities
• Growth of knowledge and awareness about copyright issues
and permitted uses in electronic resources
• Opportunity to ask ALPE working group for help and support
about licenses
• Become member of ALPE working groups
• An institution can negotiate more favorable clauses by knowing
the existence of better situations
• By applying the clauses, institutions are guaranteed to be
compliant with the clauses for the access to the subscribed
content
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino23

24. 6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino24
Laura
Garbolino
Gustavo
Filippucci
Silvana
Mangiaracina
Elena
De Carolis
Elisabetta
Tamburini
Enza
Gasbarro
Alessandro
Tugnoli
Franco
Bessone
Ornella
Russo
Giovanna
Colombo

25. Thanks!
Contact us at
alpe-support@area.bo.cnr.it
ALPE public archive
https://nilde.bo.cnr.it/licenze.php
ALPE API
https://nilde.bo.cnr.it/doc/api/#licenses
6 October 2017 ILDS 2017 PARIS With ALPE is easier! Laura Garbolino25