From marisab2 at uillinois.edu Fri Dec 1 14:18:34 2023 From: marisab2 at uillinois.edu (Tolbert, Marisa) Date: Fri, 1 Dec 2023 14:18:34 +0000 Subject: [ERMCommittee] FW: Licenses - experiences and best practices - Deleting licenses In-Reply-To: References: Message-ID: Sharing with the committee as this thread pertains to the licensing discussion at our 11/27/23 meeting and in the event, anyone missed this or are not on the ELUNA Alma-L mailing list. -Marisa From: Hartwigsen, Jessica via Alma Sent: Thursday, November 30, 2023 2:08 PM To: Ex Libris user community discussion list for Alma Cc: Hartwigsen, Jessica Subject: [ALMA-L] Re: Licenses - experiences and best practices - Deleting licenses There used to be an API we could use to load license terms of use into our licenses using a spreadsheet. It worked great, saved a lot of time enter in TOU but the API broke but Ex Libris wasn?t able to fix it. We are starting a big license project in our consortia so it would be helpful to bring this functionality back. It is a major hurdle not having that option to bulk load TOU. Also, we would love to see the option to delete licenses as well. Someone in our consortia did a presentation on licenses for our Tech Services folks and he mentioned that he was only able to retire licenses his library no longer needed but would rather delete them. -Jessica Jessica Hartwigsen Electronic Resources Manager Systemwide Digital Library Services California State University, Office of the Chancellor [A black text on a white background CSU ASA image] --------------------------------------------------------- CSU Alma/Primo Twitter CSU Alma/Primo Facebook CSU Alma/Primo IG CSU Alma/Primo Threads From: ERES - LIB via Alma > Date: Thursday, November 23, 2023 at 10:04 PM To: alma at exlibrisusers.org > Cc: ERES - LIB > Subject: [ALMA-L] Re: Licenses - experiences and best practices - Deleting licenses [Caution - External Sender] Kaya This item has been sitting in planned since December 2020: https://urldefense.com/v3/__https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/35568829-delete-unwished-licenses__;!!DZ3fjg!_S6-RdWvXiKFL65B44TIdSD-S1Bgm2w9ITJ4BKKL2AqRJ8JdKTNnGNCCbdwXo_zOz2w4_djcASdkYl11nJD10qKJP0OqVOD6$ It would be great to get an idea of just when this will happen. Is it worth creating another item in the Idea Exchange? thanks Louise Louise Driscoll (She/Her) Coordinator, Subscriptions (Collection & Access Services) University Library ? M209, Perth WA 6009 Australia +61 8 6488 7197 ? louise.driscoll at uwa.edu.au MS Teams video or voice call MS Teams instant message Work From Home: Mon & Thurs In Reid: Wed & Fri [The University of Western Australia] [UWA on Facebook] [UWA on Twitter] [UWA on Youtube] [UWA on Linked In] [UWA on Instagram] [UWA Ally] [https://urldefense.com/v3/__https://static.weboffice.uwa.edu.au/visualid/graphics/email/signature-2021/indigenous-acknowledgement-accent.png__;!!DZ3fjg!_S6-RdWvXiKFL65B44TIdSD-S1Bgm2w9ITJ4BKKL2AqRJ8JdKTNnGNCCbdwXo_zOz2w4_djcASdkYl11nJD10qKJPw82_dRl$ ] We acknowledge we are situated on Noongar land, and that Noongar people remain the spiritual and cultural custodians of their land, and continue to practise their values, languages, beliefs and knowledge. We pay our respects to the traditional owners of the lands on which we live and work across Western Australia and Australia. From: Hana Sv?telsk? via Alma > Sent: Wednesday, 23 August 2023 9:19 PM To: Erika Folse > Cc: Ex Libris user community discussion list for Alma >; Hana Sv?telsk? > Subject: [ALMA-L] Re: Licenses - experiences and best practices Dear Erika, Thank you for your answer; it was very helpful! We are still working on the whole process but already tried to arrange some things according to your advice. Timing out To minimize the impact of Alma time-outs, we first want to create an Excel sheet with all the license terms. After that, we can copy them to Alma in one go. (It's easy for us since we haven't started yet, and all license terms are empty.) Deleted licenses We will probably want to keep all old licenses migrated from a legacy system because they can contain historical information, which is nowhere else in Alma. Therefore, being unable to delete them will be no crucial issue for us. But that leads me to another question. If somebody creates a wrong license that shouldn't exist (or, for example, a test license), we would usually delete it. If this is not possible, we thought that rewriting the license name, code, and all contents is a good idea of how to reuse the record we don't need. Do you think it's ok, or do you know about some issues it could cause? Amendments We already have some Amendment type records and haven't run into any troubles yet. We will re-think whether keeping the amendment in the master license record is a better option. However, we had a few EBA purchases, and in this situation, it made sense to create a separate license record for the amendment. We can assign it a different status than the master license (as it contains selected titles with perpetual access). Workflow If you have only one team to receive licenses, lucky you! We will need to give some license roles to e-resources people in faculty libraries, as they also work with licenses regularly. Codes and names Our decentralization also affects the codes and names. Generic licenses are easy enough, but not the rest. At least a faculty abbreviation must be included, as faculty libraries can have different licenses for the same content. Due to this, we're still struggling with the methodology a little bit. ILL It's a good idea to have two fields in Alma - the complete statement and the simplified version. It can probably work for other terms as well. And we like the concept of an Analytics report for ILL people throughout the university - we will also try to create something like this! Thank you once more; all your help is really appreciated! We will get in touch if we run into some more license questions, and you can definitely contact us anytime as well. On behalf of the Alma team of Charles University Hana Svetelska [cid:image012.png at 01DA1EDE.F643EA70] Hana Svetelska Electronic Resources Central Library Jos? Mart?ho 407/2, 162 00 Prague 6 Phone: +420 224 491 649 E-mail: hana.svetelska at ruk.cuni.cz Web: library.cuni.cz Attention: Unless expressly stated otherwise in this message, this e-mail message or its attachments are for informational purposes only. Neither this report nor its annexes in any way bind Charles University. The text of this report or its annexes is not a proposal to conclude a contract, nor to accept any proposal to conclude a contract or any other legal action aimed at concluding any contract and does not constitute a pre-contractual liability of Charles University. If this e-mail or any of its attachments contains personal information, please follow the rules of the European GDPR when processing it (especially when archiving). The text of this message and its attachments cannot be considered as a proposal to conclude a contract, nor the acceptance of a proposal to conclude a contract, nor any other legal act leading to concluding any contract; nor does it create any pre-contractual liability on the part of Charles University. If this e-mail or any of its attachments contains personal data, please be aware of data processing (particularly document management and archival policy) in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council on GDPR. From: Erika Folse > Sent: Wednesday, August 9, 2023 3:02 PM To: Ex Libris user community discussion list for Alma > Subject: [ALMA-L] Re: Licenses - experiences and best practices Hi Charles University Alma Team! I wouldn't call myself an expert, but I'm happy to share my thoughts on this! Overall, I think Licenses in Alma are good for record-keeping and making sure folks have easy access to highly-requested license fields (i.e. Interlibrary Loan). However, I do personally feel it's a fairly tedious and cumbersome set-up. My main critiques: ? Alma times out after so often: so if you're reading through a lengthy license and begin filling out a field in an Alma license, you could lose everything unless you remembered to save after every sentence or pause you might take. This happens to me very frequently, as someone who is new to licensing. ? Amendments: I can appreciate how Ex Libris was trying to keep Amendment files separate from Master Licenses, but I don't particularly like that adding a new Amendment file creates a brand new License listing. It makes everything look SO cluttered and I also prefer being able to have our amendments & master license in the same License record ? Inability to create in-house License Statuses: If I can make in-house "License REVIEW statuses", I should be able to do the same for general statuses ? Inability to create in-house License Sections: I would LOVE to be able to create sections that make more sense for our licenses and disable ones that don't ? Deleted licenses are there forever: I've been working on a big clean-up project and I just wish there was a way to PERMANENTLY delete licenses that I've deleted, but I can't. ? Custom License Terms are great (I'll mention those later), but reordering is obnoxious: The reordering system for custom license terms is absolutely ridiculous and I'll just leave it at that. A tad bit more on the Amendments: I don't use the Amendments function at all. I just attach amendments to the existing license it applies to and update the License Name to include "(Amendment)". I also created a couple of custom term fields: one is a drop-down yes/no field called "Amended" and the second is a free-text field labeled "Amendment Details" so I can specify anything I need to about the amendment (including the name of it) and if there are any major changes to take note of. Now onto what you asked specifically! Licenses statuses I never thought about a good License Status for Perpetual content, so this was interesting to come across! As of this morning, I opted to create a "License Review Status" that I'm labeling "Accepted - Perpetual" so I'll have some notion that the license is accepted and will perpetually stay that way for the content it applies to. I do frequently use "Inactive" as a review status, particularly during major clean-up projects. Licenses workflow The general workflow that actually applies to Alma falls to me. Once my team and I have received a final, countersigned license, I'm the one that handles the Alma work: uploading it, defining the terms, etc. The folks involved with licenses and our A.D. have License Manager roles, but I'm the one that manages the record-keeping aspect of this. Licenses code and name methodology This is my favorite part for licenses! The bare minimum for general license names: [Vendor Name] [Year(s) the license applies to] Ex. American Psychological Association (APA) 2018 Sometimes I might specify the license name that is found in the document, but I think it's straight forward usually. For Licenses that apply to a specific resource format: [Vendor Name] [Format] [Year(s) the license applies to] Ex. Cambridge Journal License 2019 For other instances, I'll include any other specific characteristic like Perpetual or something. Since we can't permanently delete Licenses, I add "z[INACTIVE]" to the very front of the Alma license/amendment record so it will always always appear at the end of the Results list when someone first navigates to the Alma Licenses area. For license codes, I keep everything lowercase and stick with just the vendor's name/abbreviation: Ex. accessiblearchives If a resource is branched from a different vendor or a big consortium deal, I include that: Ex. nclive_gale If a vendor has separate licenses for different content (i.e. a license for eBooks and one for journals), I'll put the vendor name and specify that. Ex. cup_journals | cup_books I don't add years to vendor codes since I try to use the same License Record for updating. Inter-Library Loans For Alma licenses, I created a few other license terms: - "Domestic Lending" which works with the "permitted, prohibited, silent" drop-down menu; - "International Lending" which works the same way as the one above - "Interlibrary loan license statement": I use this to record the ENTIRE Interlibrary Loan license statement and applicable terms. There's another pre-made term called "Interlibrary Loan Note" and that's where I'll put the straightforward, simplified explanation of the terms. For example "Chapter lending only; non-commercial use only". Ideally, I'd like to have an Analytics report set up that will display these for our ILL team to easily see. I'm not sure how much this helps, but I love talking about how I use the licenses module and how others use it. I'm attaching a few screenshots relevant to some of the things I've mentioned. I hope more people share their experiences! Good luck, and reach out if you have any other questions! Erika Boardman On Tue, Aug 8, 2023 at 5:00?PM > wrote: [Caution: Email from External Sender. Do not click or open links or attachments unless you know this sender.] Message: 12 Date: Tue, 8 Aug 2023 13:46:41 +0000 From: Lucie Panch?rtek Such? > Subject: [ALMA-L] Licenses - experiences and best practices To: "alma at exlibrisusers.org" > Cc: "admin-eiz at cuni.cz" > Message-ID: > Content-Type: multipart/related; boundary="_004_GV1PR07MB836526 5F2DD964F862838762990DAGV1PR07MB8365eurp_"; type="multipart/alternative" Dear Alma-friends! We send greetings from Charles University, Czech Republic, go-live since 09/2021! As we are still quite newbies, we want to ask more experienced colleagues about license management in Alma. Can you share your experiences, best practices (as well as dead ends) regarding these fields with us? Licenses statuses We are familiar with the documentation> but are interested in the real true, and raw experience. Mainly which statuses do you use for e-resources with perpetual access/archive access (backfiles, subscription with perpetual, etc.)? Does your license management/workflow involve "review status"? Did you take advantage of the configuration and use your own statuses? Licenses workflow Can you describe your license workflow? How many people are responsible for this agenda? If you have decentralized e-resources administration, how do you handle this agenda? Who is responsible for what? To whom do you assign the "License Manager" and "License Viewer" roles? Licenses code and name methodology Do you use a unified methodology for license codes and license names? Based on what? Or do you prefer "as long as it can be found, nobody cares about name and/or code"? How do you manage the "non-standard" characters (e.g., ?, ?...)? Inter-Library Loans Where will you look for the information if you (or your colleague) want to provide an e-resource ILL? Primo or Alma? We entirely understand that every institution is unique, and some workflows can not be transferable. Thank you very much for sharing. If you want to meet us online (and see our desperate faces and records migrated from Verde), it is 100% possible. Or we can meet in Leuven! Thank you again! On behalf of the Alma team of Charles University [cid:image001.png at 01D9CA0E.B4D71E10] Lucie Panch?rtek Such? She/Her Head of the e-resources dept. Central Library Ovocn? trh 560/5, 116 36 Prague 1 Office: Jos? Mart?ho 407/2, 162 00 Prague 6 +420 224 491 960 lucie.panchartek.sucha at ruk.cuni.cz> library.cuni.cz Disclaimer: If not expressly stated otherwise, this e-mail message (including any attached files) is intended purely for informational purposes and does not represent a binding agreement on the part of Charles University. The text of this message and its attachments cannot be considered as a proposal to conclude a contract, nor the acceptance of a proposal to conclude a contract, nor any other legal act leading to concluding any contract; nor does it create any pre-contractual liability on the part of Charles University. If this e-mail or any of its attachments contains personal data, please be aware of data processing (particularly document management and archival policy) in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council on GDPR. -------------- next part -------------- A message part incompatible with plain text digests has been removed ... Name: not available Type: text/html Size: 8551 bytes Desc: not available -------------- next part -------------- A message part incompatible with plain text digests has been removed ... 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Name: image001.jpg Type: image/jpeg Size: 17815 bytes Desc: image001.jpg URL: -------------- next part -------------- An embedded and charset-unspecified text was scrubbed... Name: ATT00001.txt URL: From rhofstetter at roosevelt.edu Tue Dec 12 15:29:01 2023 From: rhofstetter at roosevelt.edu (Robin Hofstetter) Date: Tue, 12 Dec 2023 15:29:01 +0000 Subject: [ERMCommittee] Meetings Message-ID: Hello ERM Committee, Unfortunately, I missed the November meeting because I had the flu and will miss this Friday's meeting because it conflicts with the Faculty Senate meeting here at RU. I'm sorry to miss these meetings! Have a Happy New Year. Thanks, Robin Robin Hofstetter Director of Libraries Murray-Green Library Roosevelt University 430 S. Michigan Ave. Chicago, IL 60605 312-341-2125 rhofstetter at roosevelt.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: From ehollendonner at millikin.edu Tue Dec 12 19:36:44 2023 From: ehollendonner at millikin.edu (Elizabeth Hollendonner) Date: Tue, 12 Dec 2023 19:36:44 +0000 Subject: [ERMCommittee] Agenda Updates? Message-ID: Hello Everyone! Just a reminder that our December meeting is this Friday at 10am. We will have other CARLI staff as our guests to discuss OCLC and Alma integration and communication questions. If you have to miss it for some reason but have a question you want ask, please send those questions to me and I'll make sure they get asked. Otherwise, does anyone have anything else to add to an agenda? Thanks, Liz Hollendonner, MLIS Assistant Professor Staley Library Research/Instruction Librarian Access Services/Electronic Resources/Technical Services 217-424-3709 Responsibility - Input - Restorative - Achiever - Intellection -------------- next part -------------- An HTML attachment was scrubbed... URL: From aimre at siu.edu Fri Dec 15 18:07:59 2023 From: aimre at siu.edu (Imre, Andrea) Date: Fri, 15 Dec 2023 18:07:59 +0000 Subject: [ERMCommittee] IP registry publishers Message-ID: Hello, A quick follow up that if you have access to your institution's IPregistry account, then you can view all the publishers using your IPregistry data at https://urldefense.com/v3/__https://app.theipregistry.org/Organisation/PublishersReceivingOrganisationUpdates__;!!DZ3fjg!4mQd23jsVpBHiaSZW7-Kq-x6_xopdW9C2IugfOipR5u75cuAJSv8PxWP70zGXYl70DTnmVGcve15mx3KQADTy2Lk$ I am always surprised how many publishers are joining all the time. Andrea ******************************** Andrea Imre Associate Professor Electronic Resources Librarian Southern Illinois University Carbondale Morris Library - MC6632 605 Agriculture Dr Carbondale, IL 62901 phone: 618-453-4339 fax: 618-453-3452 e-mail: aimre at lib.siu.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: From marisab2 at uillinois.edu Fri Dec 15 20:13:18 2023 From: marisab2 at uillinois.edu (Tolbert, Marisa) Date: Fri, 15 Dec 2023 20:13:18 +0000 Subject: [ERMCommittee] Today's meeting recording 12/15/23 Message-ID: Good afternoon, As promised, here is the URL to review the recording of today's meeting: https://illinois.zoom.us/rec/share/D-pAYybetoO7cfSMUfC67ZaySeznIChTJU-PJkKzim3Te1qhaR308MvC5JbueDFI.fVIHzUqlJeQbwqGT. The link will expire in 30 days. I have also attached the chat transcript. Thank you again to our CARLI guest presenter, Ted Schwitzner and to our CARLI guests, Annie Serrano and Jen Masciadrelli for answering questions! Marisa Tolbert Library Services Coordinator Consortium of Academic and Research Libraries in Illinois (CARLI) https://www.carli.illinois.edu/ 217.333.6850 | marisab2 at uillinois.edu Pronouns: they/she Under the Illinois Freedom of Information Act (FOIA), any written communication to or from University of Illinois employees regarding U of I business is a public record and may be subject to public disclosure. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- An embedded and charset-unspecified text was scrubbed... Name: ERMC OCLC chat transcript 121523.txt URL: