License Records

From wsuwiki

Jump to: navigation, search

Return to Collections or Serials Decision Database

Licensing workflow

Addition of a new titles needing site definition or licensing

Sources:
- Blue forms - this are requests from serials acquisitions that are generated from selector requests, new ejournal purchases, etc.
- Collections staff discoveries from publisher list or consortial announcements, etc. New additions discovered by Collections staff are not recorded on a Blue Form
Add title(s) to monthly eResources spreadsheet
- Each title will have the following information:
  - Instructions - Collections will add instructions (add ejournal) and what actions might be required (such as need to activate, etc).
  - Title
  - Site definition (WSU All, WSU Pullman, etc)
  - Remote access allowed (EZProxy) or login/password
  - Either ResourceID or Access Provider
- If available, Collections will add url, start/end date, ISSN/eISSN, Access Provider or ResourceID.
Create a skeletal Resource Record
- Resource Name, Alternate Name (if needed), Licensed (No license, Terms of Use, Signed license, Public Domain)
Create a license record
- Complete the license record for titles with no license, Terms of Use and Public Domain.
- Start the license record for signed license by downloading the Signed license template.
Return Blue Forms to Serial Acquisitions with a date title will appear on monthly eResources spreadsheet.

Signed licenses

Review license and send to Business Affairs.
- Create a Resource Record with Resource Name, Alternate Name (if needed), Licensed = Signed license.
- Download the Signed license template.
Send license to publisher
Sign license and populate the license record.

Converting a Web Page to PDF

For Highwire "Info", etc

Select a random title from the publisher. To determine which titles are published by any given publisher go to the Journal Scope in the OHSU Catalog and type in the name of the publisher. Change the drop down menu to “Resource Name”. Click on the Resource Name and review the list of titles.
Go to the Highwire index at http://highwire.stanford.edu/
Search for the title and Click on the "Info" link associated with it
Click on “File”, “Save page as” and select “Web page complete” for type.
Go to the file, right click, click on “Open With” and select “Adobe 5.0”
Click on “File”, “Save as” and name the file “Year Abbreviation for publisher Platform Terms of Use” (i.e. “2006_AAP_HW Terms of Use”) for the main page and “Year_Abbreviation_Terms_of_use” (i.e. 2006_AAP_Terms_of_use) for any additional terms of use page.
If there is more than one file with the same name, put “a” after the year.
Upload to eRes

Scanning documents from the license files

Login using your personal sign-on
Make sure the scanner is on
Place your document directly on the glass (print side facing down) or use the automatic document feeder (print side facing up)
- note: do not use recycled or old paper that is flaking or falling apart in the automatic document feeder.
Press the button on the far left (see picture) to start your scan. The button is on the scanner.
- Follow the prompts for “save to file save options for the scan doc.”
- File type: choose this from the list, you usually would choose .pdf
- Base file: name your doc; a number will also be attached to your file name. (ex. test scan0001)
- Save location: you can create your own folder and save it to your “H” drive or save it on the “W” drive. If you need an “H’ drive, please request this from systems by submitting a help desk request.
It’s not necessary to turn off the scanner; it will eventually go into a “sleep mode”.
Don’t forget to log out!

Uploading Files Into eRes

Open ERM so you can copy Resource Names and link the url to the eRes location.
At Main Menu, click on “LIBR100 - Electronic Resources Management (Fall 2007)”.
Log in
Click on the tab "Page Management"
Click on “Documents & Copyright”.
Click on “Add Document”.
If there is no document already listed, click on “Add New Document”. If there is a document set up, click on the name of the document and click on Modify Document."
Type Resource Name for the name of the document. These are written out such as American Academy of Pediatrics. HINT: Copy the Resource Name from the Resource Record and paste in eRes.
Click Save.
Click “Transfer File(s) to Server”.
Browse to locate document file(s) on desktop or in other drive(s). Can do up to 5 files at one time.
In the “Choose file” window generated, highlight the document .pdf. This will move your file into the eRes “Upload Files” window in the “staging area. (Up to five files may be uploaded at a time using this method.)
Once all the files desired are placed in the text boxes on the “Upload Files” window, click “Upload”. (NOTE: Each of the files added with step 10 will be added as a single document on the course page, which, once clicked on by users, will show multiple files if there are such. If you wish to add documents which are a single file each, repeat steps 5 through 12 for each item.)
Close the “Upload Files” window, leaving you at the “Attached Files” tab of your course page, showing as highlighted links in the personal staging area.
To complete the upload to the course page, click on the paper clip icon next to file you wish to add to the document on the course page.
If the uploaded file is not named correctly, rename the file using the following conventions:
- For terms of use: "Year Abbreviation for publisher Platform Terms of Use” (i.e. “2006_AAP_HW Terms of Use”) for the main page and “Year_Abbreviation_Terms_of_use” (i.e. 2006_AAP_Terms_of_use) for any additional terms of use page.
  - If there is more than one file with the same name, put “a” after the year.
- For signed license: "Year Abbreviation for publisher Platform License” (i.e. “2006_AMA_HW_License”)
To find the url to add to the license record, click on the Documents Tab. Open the Document of interest. Click on the Current Associates tab. Copy the url and Paste it in the License Record under INSERT LICENSE LOCATION (y)
To reorder documents got to Page Management -click reorder documents. Find document at bottom of list. Decide what number it should replace. Click on drop down menu of the resource you want to move. Select the number and it will put it where you wanted.

Populating the ERM License Records

Type of agreement: No license

Definition

No license or terms can be located

Resource Record

Licensed = n – No license.
Resource Type = Electronic journal, Electronic journal collection (when titles are purchased as a collection and not picked individually), Database

License Record

Fixed field defaults used in template:

Confidential = unknown
Auto Renew = unknown
Status = Null
Type = None
Breach Cure = blank
Warranty = unknown
Disability Compliance = unknown
Indemnification = unknown
Law & Revue = Null
User confide = unknown
Concurrent users = 9999 (if unlimited access)
Suppress = Normal display

Do not populate variable fields

Licensee
Licensor
Negotiator

Do populate variable and fixed fields

Site Definition
Authentication method
Authorized users
Perpetual access
Archival rights
Official archive
Terms of Use (Patron)
- Print limited
- Download limited
Terms of use (Staff)
- No Ill Allowed (or ask publisher)
License note
- When all of the fixed and variable fields have been completed, add a license note such as "7/30/2008: License record complete. djc"

Type of agreement: Terms of Use

Definition

Guidelines or terms of use are posted on a website
No signed license
Includes click-on agreement to gain access

Resource Record

Licensed = T – Terms of Use.
Resource Type = Electronic journal, Electronic journal collection (when titles are purchased as a collection and not picked individually), Database

License Record

Fixed field defaults used in template:

Confidential = n (no)
Auto Renew – leave black
Status = None
Type = Click thru
Breach Cure = 30
Perpetual Access Rights = unknown
Archiving Rights = unknown
Warranty = unknown
Disability Compliance = Unknown
Indemnification = unknown
Law & Revue = unknown
Official archive = unknown
User confide = unknown
Concurrent users = 9999 (if unlimited access)

Do not populate variable fields

Licensee
Licensor
Negotiator
Remote access

Do populate variable fields

License location (from eRes folder)
Authentication method
Site Definition
Authorized Users
Terms of Use (User)
- Print limited
- Download limited
Terms of Use (Staff)
- No commercial use if stated in ILL rights and restrictions
- When ILL rights are permitted, use Ariel ILL unless restrictions on method of delivery are stated
License note
- When all of the fixed and variable fields have been completed, add a license note such as "7/30/2008: License record complete. djc"

Type of agreement: Open Access

Definition

No signed license
Articles freely available on the internet

Resource Record

Licensed = p = Public domain
Resource Type = Electronic journal, Electronic journal collection (when titles are purchased as a collection and not picked individually), Database

License Record

Fixed field defaults used in template:

Confidential = unknown
Auto Renew = Null
Status = Null
Type = Null
Breach Cure = 0
Perpetual Access Rights = Null
Archiving Rights = Null
Warranty = Null
Disability Compliance = Null
Indemnification = Null
Law & Revue = Null
Official archive = Null
User confide = Null
Concurrent users = 9999 (if unlimited access)

Do not populate variable fields

Licensee
Licensor
Negotiator
Authentication method
Authorized users

Do populate variable fields

Site Definition - Unrestricted
Perpetual access = Yes; Add a Perpetual access note "This is open access and there is no guarantee this will be accessible in perpetuity.
Archival rights = No
Official archive = Electronic
Terms of Use (Patron)= <a href=" http://publishing.wsu.edu/copyright/fair_use/" target="_new"> Fair use applies</a>
- If copyright law mentions (CONTU, etc), list Fair Use clause (add target="_new" to html before closing bracket to open new window)

License note
- When all of the fixed and variable fields have been completed, add a license note such as "7/30/2008: License record complete. djc"

Type of agreement: Signed License

Definition

License agreements, contracts or terms that are signed by one or both parties

Resource Record

Licensed = l– Terms of Use.
Resource Type = Electronic journal, Electronic journal collection (when titles are purchased as a collection and not picked individually), Database

License Record

Fixed field defaults used in template:

Confidential = unknown
Auto Renew = Yes
Status = Active
Type = Site license
Changes to Contract = unknown
Perpetual Access Rights = unknown
Archiving Rights = unknown
Warranty = unknown
Disability Compliance = Unknown
Indemnification = unknown
Law & Revue = silent
Suppression = Normal display
Official archive = unknown
User confidentiality = unknown
Breach Cure = 30
Concurrent users = 9999 (if unlimited access)

Populate these fixed fields

Licensee Sign Date = Date WSU authorized officer signed the contract
Licensor Sign Date = Date publisher or other party signed the contract
Contract Start Date = Date contract is in effect; may be the same or different than the subscription period
Contract End Date = Only enter if contract is for a specific term

Do populate variable fields

Site Definition
IP address
License location (from eRes folder)
Licensee- Location or office of person who negotiated the license; WSU Pullman or GWLA
Licensor - Name and company (John Smith, Nature publishing)
Negotiator - Use drop down menu; name on most recent signed license
Authentication method - Default to EZProxy; IP Range
Authorized Users - Default to Faculty, staff, undergraduates, graduate students, walk-ins
Terms of Use (User)
- If copyright law mentions (CONTU, etc), list Fair Use clause (add target="_new" to html before closing bracket to open new window)
- Print limited
- Download limited
- Scholarly sharing – only if stated in the license
- Any uses and or copies of this Journal in whole or in part must include the customary bibliographic citation, including author attribution, date, article title, name of online journal, and the URL for the journal and MUST include a copy of the copyright notice.
Terms of Use (Staff)
- No commercial use if stated in ILL rights and restrictions
- When ILL rights are permitted, use Ariel ILL unless restrictions on method of delivery are stated
License note
- When all of the fixed and variable fields have been completed, add a license note such as "7/30/2008: License record complete. djc"

Table of ERM Resource Record Codes and Definitions used in populating licenses

Diane Carroll, Head Collections

Resource Record Fields	.	.
Fixed Field	Definition	Default Values and instructions
Licensed	n = no license	No license or terms can be located
.	p=public domain	No signed license; Articles freely available on the internet
.	l=signed license	License agreements, contracts or terms that are signed by one or both parties
.	t=terms of use	Guidelines or terms of use are posted on a website; No signed license; Includes click-on agreement to gain access
Access Provider	Click on field and search for contact	This is different than the vendor record

Variable Fields	Code	Definition	Default Values and instructions
Resource Name	t	Publisher name or name on the license	Do not confuse the provider or platform with the Resource Name.
Alternative Resource Name	x	Other names that may help you locate this resource	In some cases this will be the name of the platform, a common name of the product, etc. EX: ScienceDirect
Resource Type	v	Electronic Journal; Electronic Journal Collection, Database, Image collection, Electronic book, Electronic book collection	Think through how this is to be used before decided to add it.

Table of ERM License Record Codes and Definitions for WSU

Fixed length fields

License Record Fields	Code	Definition	Default Values and instructions
Fixed Length Fields	.	.	.
Confidential	.	Does contract require confidentiality?	p = Price Only; c = All Confidential; a = All but Stats; o = Other, n = No; s = Silent; u=Unknown
Auto Renew	.	Does signed license automatically renew when subscription renewed?	y = Yes; n = No; s = Silent; u = Unknown
Status	.	Status of licensing process	a = Active; n = Negotiation; e = Expired; r = Replaced; u = Unknown; - = None
Type	.	Type of license; use x for terms of use on the web but no signed license	s = Site license; c = Consortium; x = Clickthru/web; y = Shrinkwrap; m = Creative Comm; u = Unknown; - None
Perpetual Access	.	The right to permanently access the licensed materials online paid for during the period of the license agreement.	y = YES; n = NO; u=Unknown (have not researched yet)
Archiving Right	.	The right to permanently retain an electronic copy of the license materials. If available in LOCKSS put yes even though we do not have LOCKSS at this time. Add LOCKSS to Archiving Format. When "yes" is entered, add an Archiving Format variable field.	n = No; y = YES; u=Unknown (have not researched yet)
Warranty	.	Does the publisher warrant against copyright infringement?	y = Yes: n = No; u = Unknown
Disability Compliance	.	Is there a clause addressing ADA requirements?	n = No; y = Yes; s = Silent; Unknown
Indemnification	.	Is there a clause describing indemnification of either party?	p = Provider; w = By WSU; m = Mutual; u = Unknown; s = Silent
Law & Venue	.	Governing law for signed licenses	w = Washington; n = U.S.; s = Silent; o = Other see note
User Confidentiality	.	Is there a clause assuring confidentiality of info on individual users?	n = No; y = YES; s = Silent; u = Unknown
Suppression	.	Should information from this record display? Note: which fields to display - and to who is controlled by other settings?	minus (-) = Display Normal; n = No Display
Official Archive	.	What is the format of the official archive? Official = copy that needs preservation	p = print; e=electronic (The electronic format will be detailed in the variable field calls archiving format.)
Title Changes	.	Do you have a cancellation clause?	b = Cancel/Exchange; n = None Allowed; e = Exchange; d = Must Keep Dups; o = Other See Note; s = Silent; u = Unknown; c = Cancel Allow
Termination Procedure	.	Are the termination terms included in the license?	y = Yes; n = No; u = Unknown
Changes to Contract	.	Do you want to make a change in the license at the next renewal?	y = Yes; n = No; u = Unknown
Concurrent Users	.	Number of simultaneous users allowed	Use 9999 for unlimited users. Displays the word unlimited in OPAC
Breach Cure Period	.	Days to cure breach	Number
Licensee Sign Date	.	Date of the most current signed document (license, amendment or addendum). When more than one signed document is available on eRes, add an explanation to the License Note.	Add date
Licensor Sign Date	.	Date signed	Add date
Contract Start Date	.	May be different from subscription period	Add date
Contract End Date	.	May be different from subscription period	Add date
Expiration Date	.	We need a definition here.	Add date

Variable Length Fields

Variable Length Fields	.	.	.
Licensee	e	Licensing office/officer responsible for WSU side negotiations	WSU Energy; WSU ICN; WSU Pullman; WSU Spokane; WSU TriCities; WSU Vancouver; BCR; GWLA; Orbis-Cascade; SOLINET; UW-WSU; WSCLP
Licensor	l	Licensing office/officer responsible for publisher permanent signature copy of license	.
Negotiator	o	Licensing office/officer responsible for library side negotiations	List of names are in the drop down menu
License Location	y	Link to license or terms of use on eRes.	.
License Notes	n	Records of contract-specific information obtained via email, phone, fax, etc.	When all fixed and variable fields have been added, put note "7/30/2008: License record complete. djc"
Authentication Method	a	Technical means by which provider makes resource available to authorized users	minus (-) ; EZProxy; Username/Password; IP range; NetID; Other
Site Definition	f	Specific geographically-allowed sites. Labeled "Available at" on OPAC display. This field will display in the public OPAC so no initials or notes should be added to this field.	WSU All; WSU Energy; WSU ICN; WSU Pullman; WSU Spokane; WSU TriCities; WSU Vancouver; WSU All on campus only; WSU Energy on campus only; WSU ICN on campus only; WSU Pullman on campus only; WSU Spokane on campus only; WSU TriCities on campus only; WSU Vancouver on campus only; WSU All in Library use only; WSU Energy in Library use only; WSU ICN in Library use only; WSU Pullman in Library use only; WSU Spokane in Library use only; WSU TriCities in Library use only; WSU Vancouver in Library use only; Unrestricted
Pooled Users	p	We need a definition here.	.
Authorized Users	u	Specific groups of authorized users;	Faculty, staff, undergraduates, graduate students, walk-ins, administrators
.	.	.	Faculty, staff, undergraduates, graduate students, walk-ins
.	.	.	Faculty
.	.	.	Staff
.	.	.	Undergraduates
.	.	.	Graduate students
.	.	.	Walk-ins
.	.	.	Administration
.	.	.	Other
.	.	.	Unknown
.	.	.	Silent
IP addresses	b	Activated IP addresses; delete old information on IP addresses when new IP addresses have been sent and confirmed activated	Date: list IP addresses that have been activated by WSU staff or the publishers. initials
.	.	For username/password activation where no IPs are required. Insert note and change the Resource Record Administration field to Username/Password if needed.	Date: No IPs required, username/password. initials
Terms of Use (Patron)	t	Common uses permitted for patrons. Labeled "Terms of Use" on OPAC display	Download limited portions
.	.	.	Print limited portions
.	.	.	Share for scholarly purposes
.	.	.	No Commercial Uses
.	.	.	No Republishing including Web
.	.	.	<a href=" http://publishing.wsu.edu/copyright/fair_use/" target="_new">Fair use applies</a>
.	.	.	Print Reserves
.	.	.	Electronic Reserves
.	.	.	Electronic Reserves Linking
.	.	.	Reserves any format
.	.	.	Direct linking to pages in journal not permitted Print CoursePacks
.	.	.	Electronic CoursePacks
.	.	.	CoursePack Linking
.	.	.	CoursePacks any format
Terms of Use Notes (Patron)	v	Common uses permitted for patrons	.
Terms of Use (Staff)	w	Common library uses permitted or restricted. Labeled "Library staff notes" on OPAC display.	Ariel ILL
.	.	1. List all permissions granted and denied.	Print and Fax ILL
.	.	.	Loansome Doc
.	.	2. Add "Fair Use" clause to Terms of Use Patron when the copyright law/CONTU is referenced in the license/Terms of Use	No Commercial Use
.	.	.	No ILL allowed
.	.	Do not use this term. Contact the publisher and get rights or use "No ILL Allowed".	Use of electronic copy of ILL unknown
Terms of Use Notes (Staff)	x	Detailed explanations or exact text of the license that is not displayed to the users. A note will be included in the Terms of Use (Staff) field that indicates more information is available in Millennium for staff.	If you add a Terms of Use Staff Note, go to Terms of Use Staff and add �See Staff Notes�.
Res. Mgt. Tickler	z	We need a definition here.	Name; Date (YYYMMDD); Send to: Subject; Header; Footer
Tickler Log	c	We need a definition here.	Name; Event Date; Fixed Field Date; Sent to; Subject; Header
Perpetual Access Notes	m	Free text field to describe detailed information from the license on perpetual access.	.
Archiving Format	g	The format of the archival copy. Multiple choices are allowed.	Portico = Publisher uses Portico for archiving but does not use them for post-cancellation access Portico and post-cancellation access = Publisher uses Portico for both archiving and to deliver post-cancellation access
Archival Notes	h	Detailed notes about archival formats, agreements, etc	.
Notice Requirements	i	Details on how licensee and licensor will communicate changes	.

Setting up the AutoStat Configuration Table sh

Adding Entries to ERM AutoStat Configuration Table. See also Page # 107126 of the III Manual

Retrieved from "http://wiki.wsu.edu/wsuwiki/License_Records"

Category: WSULibraries

License Records

From wsuwiki

Contents

Licensing workflow

Addition of a new titles needing site definition or licensing

Signed licenses

Converting a Web Page to PDF

Scanning documents from the license files

Uploading Files Into eRes

Populating the ERM License Records

Type of agreement: No license

Resource Record

License Record

Type of agreement: Terms of Use

Resource Record

License Record

Type of agreement: Open Access

Resource Record

License Record

Type of agreement: Signed License

Resource Record

License Record

Table of ERM Resource Record Codes and Definitions used in populating licenses

Table of ERM License Record Codes and Definitions for WSU

Fixed length fields

Variable Length Fields

Setting up the AutoStat Configuration Table sh

Views

Personal tools

Navigation

Search

Toolbox