Presented at the ALCTS Role of the Professional Librarian in Technical Services Interest Group at the 2012 ALA Midwinter Conference in Dallas, TX

1. Perpetual Access: Peaks and Pitfalls
Eugenia Beh
Jane Smith
ALA Midwinter Conference
1/21/2012

2.  What is perpetual access?
 Historical view vs. current practice
 Ownership vs. Subscription
 What do publishers offer?
Research  Review of 19 current licenses
questions  Publisher survey – clarification of
clauses
 How to manage perpetual access?
 Formats, fees, title transfers, archives
 Is perpetual access necessary?

3. Portico - Post
Cancellation
Complimentary Access - PDF
Publishers Yes/No Formats Access Fees format Archiving Services Title Transfers Publisher Replies
previous publisher
hosts content
perpetually - no
access to new;
previous publisher
hosts content for set
downloaded time period, then
electronic copies transferred; new
may not contain links $.081 for each publisher grants the
or other features and downloaded article, perpetual access to
functionality adjusted annually for older content without
associated with inflation and cost Yes - 2,537 titles additional fee (most Electronic file in
Elsevier (2010-2014) Yes online version No increases (11/28/2011) CLOCKSS cases) CD/DVD/other format
Sage (2010) Yes Yes - 588 titles LOCKSS, CLOCKSS
Depends on CD/DVD/Hard drive
contract: a) all formats; $625
content is annual fee for
transferred to new ongoing online
publisher;b) only the access if institution
Springer (2009 - After two years - new content is with does not subscribe
2011) Yes Free for 2 years Undetermined LOCKSS, CLOCKSS the new publisher to any Springer titles
Taylor & Francis Depends on contract
(2010-2012) Yes Undetermined Yes - 1,387 titles LOCKSS, CLOCKSS with new publisher
New publisher
responsible for CD ROM
Wiley (2010) No Nominal Yes - 1,391 titles CLOCKSS content
American Chemical Legacy Archives:
Society (2010-2012) Portico PCA rights;
Preserved in Portico, Web Editions: CD-
Yes CD-ROM Undetermined no PCA rights ROM
American
Geophysical Union No cost to previously
(2002) Yes No Undetermined Yes - 10 titles TBD subscribed content
Preserved in Portico, Access through
Annual Reviews no PCA rights, publisher's server at
(2003) Yes Undetermined LOCKSS no cost
BioOne retains
Bio One/Two (2011) Yes No Undetermined Yes - 172 titles content Hard drive or FTP
Poiesis (2004) No
Cornell University;
Exploring
Third party site or partnership with Provider's site or
Project Euclid (2003) Yes PDF files No HathiTrust Third Party Archive
DVD or other
appropriate media LOCKSS; Dark
as determined by archive at John Project Muse retains
Project Muse (2005) Yes Project Muse No Hopkins content
Similar to current
American Institute of means of providing
Aeronautics and access but no archives require
Astronautics (2009) Yes guarantee. annual leasing fee Not yet AIAA retains content
Cambridge (2009) Yes Electronic files 119 titles
Duke University
Press (2011) Yes 41 titles
New publisher
provides perpetual
Emerald 175 (2011) No 238 titles LOCKSS access
An electronic
medium that is
compatible with the Two years after New publisher
platform by expiration of the provides perpetual
Publisher's current License Term with access; may be
Informa Healthcare Online Access current subscription available on both
(2010) Yes Provider to another product 207 titles platforms
New publisher
Royal Society of Electronic copies provides perpetual
Chemistry (2010) Yes allowed 74 titles CLOCKSS access
JSTOR (2010) Yes JSTOR platform Yes Dedicated
repositories at
participating
institutions

4.  Upon termination of all annual subscriptions, Subscriber may 1) acquire,
load and format electronic copy on a server, 2) pay annual access fee for
downloaded articles 3) access online, at no additional charge, if Subscriber
subscribes to other products
 [Publisher] participates in the LOCKSS, CLOCKSS, and PORTICO archiving
solutions.
 Continuing access free for 2 years, then through server maintenance fee to
[Publisher], third party, or through electronic files supplied to Library.
 Publisher shall provide continuing access to core subscriptions, unless
termination is due to breach of contract by Licensee
Perpetual  [Publisher] will provide online access on [Publisher's] server or provide
archival copy in mutually agreed upon electronic medium, for a reasonable,
cost-based fee.
Access  Upon request at time of cancellation, Library provided access to content for
their subscription period via the one-time provision of a PDF version on CD-
ROM.
Clauses  Publisher will provide archive in mutually agreed upon medium
 Publisher will provide non-searchable file of content of all issues published
during subscription period on DVD or other appropriate media. The
Subscriber may participate in the LOCKSS (Lots of Copies Keeps Stuff
Safe) system for archiving digitized publications.
 Publisher will try to provide (but cannot guarantee) Licensee with ongoing
access to content in a form or format similar to the current means of
providing access, unless Publisher terminates the license due to a breach of
contract.
 Customer may make necessary back-up copies of Publisher Content and
host at Customer Sites.
 [Publisher] is not obliged to provide continuing access to any part of the
Licensed Material

5. 1. How do we acquire an electronic copy?
2. On the Portico website, it is noted that [ ] allows
Portico to provide post-cancellation access to
previously subscribed titles. We subscribe to Portico.
Do you charge us any fees to access that content?
3. Please list all fees associated with access to
previously subscribed content.
Publisher 4. The clause states that access is available through
Survey an archival digital copy on mutually agreed upon
digital storage medium. What mediums are currently
available?
Questions 5. How will the publisher provide continuing access?
6. The clause states access will be available in an
electronic file in then-current format on medium of
Publisher’s choice. What is the medium in use now?
7. When a title in the package is transferred to another
publisher, which publisher is responsible for the
perpetual access to the content published under your
purview?

6.  Electronic non-searchable file in
CD/DVD/Hard drive formats
 Fee for ongoing online access
Sample only if institution does not
Publisher subscribe to any [Publisher]
Replies titles
 No cost to access previously
subscribed content in Portico
 Title transfers: depends on
contract at time of sale

7. Maintaining Perpetual Access
 Package codes entered into ILS
 Title lists for previous and current
subscriptions
 Title lists for backfiles
 Backfile information in ILS
Holdings record
 Portico
 To Do List (Access Database)

8. Perpetual Access Workflow

9. Impact on Cataloging Unit

10. Impact on Other Technical Services Units
 Collection Development
 Relocate print journals to which we have an
electronic equivalent to off-site storage
 Cancel print journals to which we have an
electronic equivalent with perpetual access
 Acquisitions
 Prior to 2008, perpetual access was
considered when converting print and/or
print plus online subscriptions to electronic
only

11. In the Future?
 Track individual titles in ERM
 Currently maintain resource
record for licensed title package
with a title list
 Contemplating record for each
title in licensed title packages to
track perpetual access

12. Where do we go from here?
 How to budget for perpetual access in
terms of fees and staff time?
 Should lack of perpetual access be a
deal breaker in license negotiation?
 Is perpetual access worth it?
 How do you handle perpetual access?
 Suggestions, please.

13. Thank you!
 Eugenia Beh
ebeh@library.tamu.edu
 Jane Smith
janeasmith@library.tamu.edu