Sharing of E-resource Licensing Information across UC

See Best Practices for Decision Pages and Tags for groups

Legend: NOT STARTED IN PROGRESS STALLED DECIDED

Background

Phase 4 delegated workplan deliverable:
Create a shared storage space where the entire license documents for UC Tier 1-3 e-resource licenses can reside, so that we can compare terms obtained previously within the system. It would be of additional benefit to share information about ongoing license negotiations, as well as those that have failed and reasons why.

• CDL has already implemented the display of Tier 1/2 license terms in Primo

• There is no collective project to display Tier 3 license terms – this may be locally determined as campuses are at different phases of their implementation and familiarity with Alma Licensing

• E-resources team assumes that the project to display license terms is a different discussion than actually uploading license documents for sharing

Licensing - AEFG Handoff Document

Recommendations

CENTRAL REPOSITORY

After discussion on June 2, 2022, the ERES Subteam questions the true benefit of a central repository for Tier 3 licenses.

• We do not recommend that the entire UC Library System store all their licenses in the same drive

• Some pitfalls discussed included the fact that campuses may not be able to accurately locate the license of another campus that would meet their needs or find the part of said license without the guidance of the owning campuses staff

• A central repository would also require significant bandwidth from campuses to move and rename licenses according to new naming conventions.

• If redaction was desired, that would create additional work for campuses.

• The team understands that the CDL Redacted License Agreements website (https://cdlib.org/services/collections/licensed/resources/redacted-license-agreements/ ) serves as the central repository for Tier 1 and 2 agreements.

Questions to consider

• Are there legal issues with sharing specific negotiated license terms among campuses? Need to find out legal ramifications, if any. If necessary to invoke CA Public Records Act - outline that process of having a formal record on file prior to sharing documents.

• Are there legal issues to sharing actual license documents to parties that are not named in Tier 3 contracts?

• Would it suffice to share only Alma license terms and not actual documents?

COMMUNICATION

Perhaps end goal might be better met to focus on facilitating communication around licensing; leverage a listserv or other shared platform for licensing dialogue. Increased communication around terms negotiations, pricing, wording in licenses, advocacy with licenses (ADA, etc).

• Review UC documentation/website in support of new librarians understanding the cross-campus community/eco-system of licensing as a whole. Make listserv information centrally available.

• Current listserv is under publicized and hosted at UC Davis rather than CDL: uclr@ucdavis.edu

• We recommend centralizing communication about licensing through Slack Community channel (or similar)

• We recommend adding interested non-Technical Services staff (including liaison librarians)

Questions to consider

• Who should be included in a Slack channel or listserv

• Who should be included in a CKG?

• Should listserv be hosted by CDL Shared Collections?

COLLECTION DEVELOPMENT

Additionally, if SCLG, or another group would like a review of all or specific Tier 3 vendors or licenses in order to identify candidates for renegotiated Tier 1 or 2 agreements, the ERES Subteam recommends that a project team be established to conduct the review and gather all relevant information.

Impact

Reasoning

Background

Options Considered [remove if not needed]

Dependencies

Action Log