I conducted a survey in 2013 to determine whether libraries were tracking their perpetual access entitlements, but it did not thoroughly explore how librarians were managing this process. This program will build on that survey and explore specific techniques for tracking perpetual access. The session will focus on commonly used systems as identified in my survey, including integrated library systems, electronic resource management systems, OpenURL knowledgebases, and spreadsheets. The program will discuss what information should be tracked, how best to leverage different sorts of systems, and how to address challenges identified in previous research. These recommendations will be developed through correspondence and interviews with other professionals, as well as the existing literature and best practices. Chris Bulock Electronic Resources Librarian, Southern Illinois University Edwardsville Chris Bulock is currently the Electronic Resources Librarian at Southern Illinois University Edwardsville. He has been a NASIG member since 2011, and is on the Electronic Communications Committee. Chris is the chair of the Commercial Products Committee of the Consortium for Academic and Research Libraries in Illinois.

1. Techniques for Tracking
Perpetual Access
Chris Bulock
Electronic Resources Librarian
Southern Illinois University Edwardsville
cbulock@siue.edu

2. Perpetual Access: We’ve Got It
Stemper & Barribeau (2003)
Zhang & Eschenfelder (2012)

3. Commitment to Perpetual
Access
Patrick Carr (2011). The Commitment to Securing Perpetual Journal
Access. Library Resources & Technical Services 55(1) 4-17.

4. Commitment to Perpetual
Access
Patrick Carr (2011). The Commitment to Securing Perpetual Journal
Access. Library Resources & Technical Services 55(1) 4-17.

5. Does your library systematically
track perpetual access for
electronic journals?
http://www.siue.edu/~cbulock/poster.html

6. Why Track?
Influence renewal decisions
Influence print decisions
Easily provide access when necessary
Publishers may not be doing it
Trigger events may go unnoticed

7. Scenarios
 A library has a subscription to a journal that
ceases publication
 A subscription to a journal is canceled by a
library
 A subscription to a journal is sold or transferred
to another publisher
 The publisher of a journal, or bundle of journals,
goes out of business
 A bundle of journals has a fluid title list
 The publisher of a bundle of journals is bought
completely or partially by another publisher
 A subscription to a bundle of journals is canceled
or not renewed by a library or consortium
-Waller and Bird (2006)

8. Additional Scenarios
A publisher of a journal switches from
one content platform to another
A purchased book is replaced with a
new edition
DualD FlipFlop
http://bit.ly/1kUKb8D

9. A subscription to a journal is
canceled by a library
• Determine whether PA available at all
• Determine what years are available
• Adjust holdings info wherever it lives
(ERM, ILS, Link Resolver)

10. A library has a subscription to a
journal that ceases publication
• Find out it has ceased
– Usually at renewal time
• Determine what remains available
• Add an end date to holdings
– Possibly adjust beginning date

11. A subscription to a journal is
sold or transferred to another
publisher
• Receive notification from publisher,
listserv, or TRANSFER
• Determine what will go where and
make the relevant changes to holdings
(or wait for global changes to take
affect in KB)

12. The publisher of a journal, or
bundle of journals, goes out of
business
• Activate archiving provisions if
available
• ?
CLOSED

13. A publisher of a journal switches
from one content platform to
another
• Determine what perpetual access you
had on old platform
• Determine if active on new platform
– Notify new platform if not
• Adjust provider/access information

14. What do you
need to know?
If there is perpetual access in the
license
If post cancellation access requires a
fee
If publisher would allow for archiving,
self-hosting, or alternatives
Formats provided
Whether the publisher participates in
TRANSFER, LOCKSS, CLOCKSS, Portico

15. What else?
If PA would apply for all issues
accessible during agreement, issues
published during agreement, or
something else
In a package: if it applies to all
journals or a subset
For books: what happens in case of
new edition

16. What system(s) do you use to
track journal perpetual access?
http://www.siue.edu/~cbulock/poster.html

17. ERM Strategies
• Tracking license information
– Dedicated fields in license module if
available
– Track more than yes/no if relevant
• Tracking current status of resource
– Current/Perpetual/Extinct

18. ERM Strategies
• Title level
– Holdings will be most relevant
– Wrinkles include title changes, year-to-
year title list variations
– Represented as local dates/holdings in
global package or as a library-specific
package
– ERM KB may feed directly to other
systems
– If perpetual and current grouped under
one provider, mark perpetual

19. ERM example

20. ILS Strategies
• Marie Kennedy. Sierra:
http://orgmonkey.net/?p=1651#sthas
h.fQGCv14d.KOMSCVNc.dpbs
• Bib records at item level
– Perpetual access holdings, possibly
suppressed until needed
• Bib record for package with local notes
field
• Item category for Portico titles

21. ILS Strategies
• Acquisitions module
– Order records include PA note
– Invoice records include access info
• May just reference order history
without any special PA information

22. ILS Example

23. Spreadsheet Strategies
• One giant sheet, or broken down by
provider
• Sheets for Big Deals may be updated
yearly to reflect fluidity of title list
• Many keep a spreadsheet for
individual purchases
• Often an intermediary step

24. Spreadsheet Example

25. Resolver KB Strategies
• May be used solely for access or also
for tracking
• Options
– Separate packages for different PA
statuses
– Separate package for actively PA items
– Stick with global package, but add local
holdings as needed

26. Resolver KB Example

27. Other Systems
• Subscription agent platforms
• Platform administrator modules
• Local databases
• Paper copies of invoices

28. Potential Obstacles
Publisher doesn’t comply with PIE-J,
lumps former titles with new titles,
deletes former from KBs
Transfer occurs and new publisher
decides not to honor PA
Contracts that are silent, terms that
change

29. Thanks!
• Janet Arcand
• Amy Castilo
• Jen Leffler
• Sanjeet Mann
• Many Anonymous Participants