Best Practices: Recording Perpetual Access in Alma (DRAFT)

Background: https://uc-sils.atlassian.net/wiki/spaces/ER/pages/2103017503

PROCEDURES

Steps in Alma for using the CZ portfolio to track perpetual coverage

1. (optional) Leave closed IZ POL attached to electronic portfolio/collection. Add a Note indicating the perpetual/post cancellation access

2. Set the IZ electronic portfolio/collection to “Not Available”

3. Set Access Type to “Perpetual” at either the portfolio or collection level (General tab)

4. Enter Perpetual Date Information on Coverage tab

5. (optional) Add Note “Deactivated so it won't override the CDL coverage”

Example

Open

How to find duplicate activations

Identifying eBooks and eJournals in an IZ that are also activated in NZ

License categories for post-cancellation access (PCA)
University of Minnesota-Minneapolis executed a retrospective analysis of all licenses and found most agreements could be grouped into the following categories for post-cancellation access (PCA):

• third-party preservation entities (e.g., Portico)

• delivered (e.g., jump drive)

• vendor hosted and some with fees

• rolling PCA allowed access to the most recent five years of content, so with every year of subscription more and more content would become inaccessible.

  (Sunshine Carter, “The perpetual access rights ‘problem’,” ELUNA Annual Meeting, Spokane, WA, May 3, 2018, https://documents.el-una.org/id/eprint/1706/ (accessed 5 April 2023)

CDL data available to support campuses perpetual rights tracking for Tier 1, Tier 2 and Tier 3 acquisitions.

• Redacted licenses: https://cdlib.org/services/collections/licensed/resources/redacted-license-agreements/

• Transferred titles: https://cdlib.org/services/collections/licensed/resources/transferred-journals-titles/

• Title list: https://cdlib.org/services/collections/licensed/resources/publisher-package-details-title-lists-at-time-of-renewal/

• There are cases, where resources have not been kept up to date, perhaps as a result of a change in legacy practices following the July 2021 UC Library Network migration