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Legend: NOT STARTED IN PROGRESS STALLED DECIDED

Status

STALLED

Description

Sharing of E-resource Licensing Information across UC
(SILS Phase 4 Deliverable)

Decision summary

Escalate to OT
Coordinating at ERES subteam level is problematic:

  • Solution involves improving communication involving positions that make collection development decisions and leverage license negotiation processes

  • ERES has summary, but unable to identify appropriate target audience and communicate this decision status upward to all stakeholder in the UC Library Network (no formally recognized group).

Decision summary:
Centralize focus on facilitating communication around licensing. Replace UCD listserv and migrate to a centralized, CDL created and managed listserv to leverage licensing dialogue, with goal to increase communication around terms negotiations, pricing, wording in licenses, advocacy with licenses (ADA, etc) Moderator to list will include collection development staff and those directly involved in licensing. Additionally, CDL will work to determine the appropriate legal process for sharing local licenses between campuses and CDL, document compliance workflow. Additionally, CDL will host website in support of SILS initiative and creation of web content by ERES and CDL Shared Licensing.

Owning group

ERES +@ERES Natalee Bell Carla Arbagey Judy Keys

Approver

Consulted

Informed

Decision-making process

Priority

Target decision date

Date 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 be sharing information about license negotiations that have failed and reasons why.

Licensing - AEFG Handoff Document

ERES Discussion
After discussion on June 2, 2022, the ERES Subteam questions the true benefit of a central repository for Tier 3 licenses. 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. Also, if redaction was desired, that would create additional work for campuses.

Instead, the ERES Subteam recommends that facilitating access to licenses and licensing staff at all campuses would meet the need for sharing licenses across the UCs. Information about listserv and communication best practices. Survey of campus needs? Current listserv is under publicized and hosted at UC Davis rather than CDL: uclr@ucdavis.edu

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.

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.

Issues involved:

Perhaps end goal might be better met to focus on facilitating communication around licensing. Leverage the listserve for licensing dialogue. Increased communication around terms negotiations, pricing, wording in licenses, advocacy with licenses (ADA, etc) Should CDL host listserv rather than UCD? Moderator to list: include collection development staff and those directly involved in licensing.

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.

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.

Recommendation

Impact

Stakeholder group

Impact

Local campus librarians who have licensing responsibilities

Feedback as users and target audience

Collection Development roles at local campus

Feedback as users and target audience

CDL Shared Licensing

Coordinator of workflow content in sharing licenses, listserv moderator (add, delete and screen member access), and communications moderator to identify beneficial opportunities on behalf of the campuses

Reasoning

Background

Options Considered [remove if not needed]

Option 1

Option 2

Description

Pros

Cons

Dependencies

Questions to consider

Action Log

Action/Point Person

Expected Completion Date

Notes

Status

CDL / Lisa Mackinder

STALLED

CDL / Sherry Lochhaas

STALLED
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