1. Licensing in the Real World: the Ins & Outs of Licensing Agreements Edith Starbuck & Jane Thompson AIT&L Health Sciences Library

2. Key Licensing Definitions ( Vary from Vendor to Vendor) = UC Med Center OR All of UC? = Here? There? Everywhere?

3. Model License Online Journals Access by IP address Permits remote access Includes all of UC All the contents immediately available No ILL restrictions Updateable by local account administrator Full-text and database resources Access by IP address Permits remote access Includes all of UC

4. Important Licensing Details Archival access maintained? Provide usage statistics? What are the specific conditions of use? Is there a stipulation for confidentiality and what does that mean? What are the repercussions for license violation?

5. Licensing Differences Between Formats Volume of license agreements Many more for individual online journals & journal collections than for full-text & database resources Restrictions Generally more restrictive for online journals than for full-text & database resources Process Most journal licenses are very simple Online journal license approvals stay within the library whereas full-text & database resources require legal counsel input

6. Licensing Similarities Between Formats Technical set-up Generally the same level of complexity Process Generally the same basic elements in the license agreements Requires same monitoring process for renewals

7. Licensing Management Online Databases & Texts In 1994, mostly CDs, very few texts Licensing straightforward – library use only License agreement handled within the library Exceptions: campus wide database access via a CD tower AIT&L CD tower access not possible after switch to Windows

8. Licensing Management Online Databases & Texts Became UC Health Sciences policy (97) to move to web whenever possible License agreements became more complicated (online journals too) Everyone uncertain how to best handle web resources License agreements varied from vendor to vendor Systems not as stable then

9. Licensing Management Online Databases & Texts Initially licensing still handled in-house Currently all licensing agreements must be approved by a lawyer

10. Licensing Management: Online JournalsEarly Days The First Electronic Journal! (1998) What are IP addresses? Why cant people get into JBC?

11. Licensing Management: JournalsThe Middle Years Honeymoon time of free access The shoe dropsBig Time!

12. Licensing Management: Getting Real Take Charge of the Text Get it in Writing Document Everything

13. Licensing Challenges May be restricted to a workstation, the library, a building, etc. Lose control of licensing process when it must leave the library to be approved by the lawyer Licenses can be very restrictive & expensive Determining what you are licensing Trying to find the license… Decision – is it worth it?

14. Licensing Challenges (cont.) Numerous originators of institutional licenses at UC UC – HSL for all UC - Langsam for all Langsam for East & West campuses only HSL for East & West campuses only Either for select groups on both East & West campuses Too many cooks ?

15. Online Subscription Challenges Not notified when URL changes Not notified when publisher changes & can no longer access journal or journal updates Subscriptions expire throughout the year, publisher may or may not notify before discontinuing access When publishers change the pricing formula, sometimes requires redoing the license completely

16. Horror Stories Vendor manipulates us into subscribing to a very expensive collection… CD ROM product with several titles on one CD Web vendor requires a live email address to be used for the username Web vendor does not provide access by IP address but is upset with the idea of posting the username/password to the web page

17. Horror Stories from the serial killer Nature Wiley American Society for Microbiology BMJ

18. Recommendations Cultivate relationships with those involved with the licensing process Learn as much as possible about how to make the process go smoothly, especially if legal counsel is involved

19. Recommendations (cont.) Strengthen relationship with your user groups Create an efficient notification process (email distribution list) Communicate copying restraints to ILL Document, document Database helps to track everything Recognize the time commitment

20. And Finally… Cool heads prevail!