Nathan D.M. Robertson Using ERM Systems and Standards to Communicate Rights and Permissions “The Changing Standards Landscape: Creative Solutions to Your Information Problems” NISO/BISG Forum Washington, DC 22 June 2007

License Management—The Old Way What staff can and can’t do What users can and can’t do

License Management—The New Way ERM System !!?! ? Oh, good! I can use this for ILL! I’m not supposed to it to my friends? ( whatever, I’ll do it anyway...)

License Interpretation Can the library use the resource to fulfill Interlibrary Loan requests? LICENSE AGREEMENT … Blah. blah blah blah Interlibrary Loan. Institution may not use Electronic Titles for purpose of interlibrary loans More Blah. blah blah blah. LICENSE AGREEMENT …. 4. PROHIBITED USES. Licensee may not: a) blah blah… b) sell, supply or otherwise distribute data retrieved from the Licensed Resource to third parties; c) blah blah blah….. LICENSE AGREEMENT 1. License: i) blah blah… ii) …you will not re-distribute the materials retrieved from the products to other libraries or third parties… blah blah blah….. v) Notwithstanding the above restrictions, this license shall not restrict your rights to use of the materials under the copyright law of the United States and the doctrine of “fair use.” LICENSE AGREEMENT 1)blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah … 2)blah blah blah blah blah blah blah blah blah blah blah blah blah blah… !!?! ?

ERMI Terms of Use Fields  Authorized User Definition  Local Authorized User Definition Indicator  Fair Use Clause Indicator  All Rights Reserved Indicator  Database Protection Override Clause Indicator  Citation Requirement Detail  Digitally Copy*  Print Copy*  Scholarly Sharing*  Distance Education*  Interlibrary Loan Print or Fax*  Interlibrary Loan Secure Electronic Transmission*  Interlibrary Loan Electronic*  Course Reserve Print*  Course Reserve Electronic/ Cached Copy*  Electronic Link*  Course Pack Print*  Course Pack Electronic*  Remote Access*  Concurrent Users  Pooled Concurrent Users  Other User Restriction Note  Other Use Restriction Note

ERMI Permission Encodings  Permitted (explicit)  Prohibited (explicit)  Permitted (interpreted)  Prohibited (interpreted)  Silent (no interpretation)  Not applicable

Making the encoding process easier…  Decide which terms are relevant to your institution and needs.  Decide whether you care about “explicit” vs. “interpreted.”  Suggestion: If not, use “interpreted” for all encodings.  Make a License Interpretation Guidelines document for your institution.  Review with consortial partners.  Get approval of guidelines from university legal counsel.

Sample License Interpretation Guide Field NameDLF ERMI DefinitionUSMAI Best Practice Notes ILL print or fax The right to provide the licensed materials via interlibrary loan by way of print copies or facsimile transmission If the license is silent on ILL but includes an explicit "fair use" statement, encode all ILL permissions as “permitted (interpreted)” even if there is a specific statement forbidding sharing with third parties. If the license is silent on ILL and there is no “fair use" statement, encode all ILL permissions as “permitted (interpreted)” unless there is a specific statement forbidding sharing with third parties. If the license is silent on ILL, contains no “fair use” statement, and explicitly prohibits sharing with third parties, encode as “prohibited (interpreted).” If electronic ILL is explicitly permitted but “secure electronic” is not mentioned, encode “ILL Secure Electronic” as “permitted (explicit)” ILL secure electronic transmission The right to provide the license materials via interlibrary loan by way of secure electronic transmission ILL electronic The right to provide the licensed materials via interlibrary loan by way of electronic copies …… … Electronic link The right to link to the licensed material Explicit language addressing linking is now rare in licenses. Usually encoded as “permitted (interpreted)”.

License Interpretation—Still Hard Work ERM System !!?! Aha! Guidelines Bah. No help. ?

Future Developments  License Expression Standard  “ONIX for Publications License”  XML standard for communicating license information   Shared E-Resources Understanding (SERU)  NISO Initiative.  Shared understanding of terms of an e-resource deal.  therefore… NO LICENSE! 

XML License Expression Standard ERM System ONIX-PL Encoding Confirm interpretations ? ? ? ONIX PL

Consortium XML License Expression Standard ERM System ERM System ERM System ONIX PL

Shared E-Resource Understanding  Scope of authorized user group.  The vendor can suspend service if it detects large-scale systematic downloading, but will restore service after the problem is resolved.  Libraries can ILL.  Etc.

Conclusions  Clearly communicating license permissions and prohibitions to staff and users is hard.  There are tools and techniques available today to make it easier.  The future will bring additional standards and tools to reduce some of the difficulties.

Nathan D.M. Robertson Questions and Comments…