Sally Rumsey, eServices Librarian, LSE

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Managing eResources licences at LSE

• Sally Rumsey, eServices Librarian, LSE
• July 2006

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Focus

• Case study
• Previous situation
• Where we are now
• The future

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LSE local setup

• One library
• Single site institution

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Life BM (Before Meridian)

• Multiple sources of information
• Licences legal documents
• Danger of missed deadlines
• Paper for SMG

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The need for an ERMS for licences

• Problems with current management of licences
  storage of information in disparate locations
  lack of procedures a large and growing
  collection of resources which needs managing
  danger of multiple interpretations of the
  licence finding information quickly and reliably
• Contravening a licence can result in legal
  action, financial penalties or termination of the
  agreement
• Meridian is a means of managing this important
  and complex area
• Meridian has the capability to run management
  reports such as resources available on the
  visitor PCs

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Garnering support

• The purpose of the paper
• To document significant changes of
  responsibilities when a library provides access
  to large amounts of electronic resources as part
  of its collections
• To explain the need for Meridian for licence
  management, including the problems and risks
  involved with the current practice
• to agree workflows, responsibilities and
  resources for inputting licence data into
  Meridian and the creation of appropriate
  documentation
• to agree practice and procedures for maintenance
  after initial implementation

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Features of Meridian for managing licences

• Assign roles to vendors
• Access details
• Licence terms and conditions
• Reports/alerts

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Vendor Roles
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Licence terms conditions

• Based on DLF/ERMI work
• MANY fields
• US bias

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Access Details
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Licence link
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Restrictions
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Whats involved

• Entering data
• Disparate locations of data
• Which fields need completing?
• Who does what and procedures

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Progress at LSE

• Staff buy-in
• Selection criteria for eResources
• Mandatory fields for LSE
• Standard questions for suppliers
• Scanning and file conversion
• Workflow for adding licences
• Guidelines and training
• Progress so far

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Licence files
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Problems

• Consistency of terminology
• Time
• Setting up reports and alerts

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Reports and Alerts

• Need to know the fields
• Alerts for expiry of licences
• Set up reports to be delivered to staff

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What wed like

• AUTOMATION
• More INTEGRATION with other library systems
• Machine readable and standardised access details

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Who will use Licence information on Meridian?

• Limited numbers
• Full access
• Limited access
• Read only access

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Is it worth it?

• Sorting out basics
• High hopes
• Continue to work with Endeavor