[ERMCommittee] FW: Licenses - experiences and best practices - Deleting licenses
Tolbert, Marisa
marisab2 at uillinois.edu
Fri Dec 1 14:18:34 UTC 2023
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 <alma at exlibrisusers.org>
Sent: Thursday, November 30, 2023 2:08 PM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org>
Cc: Hartwigsen, Jessica <jhartwigsen at calstate.edu>
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
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From: ERES - LIB via Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Date: Thursday, November 23, 2023 at 10:04 PM
To: alma at exlibrisusers.org<mailto:alma at exlibrisusers.org> <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: ERES - LIB <eres-lib at uwa.edu.au<mailto:eres-lib at uwa.edu.au>>
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$ <https://urldefense.com/v3/__https:/ideas.exlibrisgroup.com/forums/308173-alma/suggestions/35568829-delete-unwished-licenses__;!!MWueTNF2!TH27N4HeeFq35w8kp_11rWUaDL3rEMCp0gtXDNgEj_JUp2AkMZVMkwIdImS076a-73bweBmIjIGIcbNjO54XYD8$>
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)
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From: Hana Světelská via Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Sent: Wednesday, 23 August 2023 9:19 PM
To: Erika Folse <efolse at uncc.edu<mailto:efolse at uncc.edu>>
Cc: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>; Hana Světelská <hana.svetelska at ruk.cuni.cz<mailto:hana.svetelska at ruk.cuni.cz>>
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
José Martího 407/2, 162 00 Prague 6
Phone: +420 224 491 649
E-mail: hana.svetelska at ruk.cuni.cz<mailto:hana.svetelska at ruk.cuni.cz>
Web: library.cuni.cz
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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 <efolse at uncc.edu<mailto:efolse at uncc.edu>>
Sent: Wednesday, August 9, 2023 3:02 PM
To: Ex Libris user community discussion list for Alma <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
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 <alma-request at exlibrisusers.org<mailto:alma-request at exlibrisusers.org>> wrote:
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Message: 12
Date: Tue, 8 Aug 2023 13:46:41 +0000
From: Lucie Panchártek Suchá <lucie.panchartek.sucha at ruk.cuni.cz<mailto:lucie.panchartek.sucha at ruk.cuni.cz>>
Subject: [ALMA-L] Licenses - experiences and best practices
To: "alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>" <alma at exlibrisusers.org<mailto:alma at exlibrisusers.org>>
Cc: "admin-eiz at cuni.cz<mailto:admin-eiz at cuni.cz>" <admin-eiz at cuni.cz<mailto:admin-eiz at cuni.cz>>
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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<https://urldefense.com/v3/__https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/090Acquisitions_Infrastructure/Managing_Licenses_and_Amendments__;!!DZ3fjg!_S6-RdWvXiKFL65B44TIdSD-S1Bgm2w9ITJ4BKKL2AqRJ8JdKTNnGNCCbdwXo_zOz2w4_djcASdkYl11nJD10qKJP8Mb-aHu$ <https://urldefense.com/v3/__https:/knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/090Acquisitions_Infrastructure/Managing_Licenses_and_Amendments__;!!MWueTNF2!TH27N4HeeFq35w8kp_11rWUaDL3rEMCp0gtXDNgEj_JUp2AkMZVMkwIdImS076a-73bweBmIjIGIcbNj14EpqdM$>> 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., ç, â...)?
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 Panchártek Suchá
She/Her
Head of the e-resources dept.
Central Library
Ovocný trh 560/5, 116 36 Prague 1
Office: José Martího 407/2, 162 00 Prague 6
+420 224 491 960
lucie.panchartek.sucha at ruk.cuni.cz<mailto:lucie.panchartek.sucha at ruk.cuni.cz><mailto:lucie.panchartek.sucha at ruk.cuni.cz<mailto:lucie.panchartek.sucha at ruk.cuni.cz>>
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