Sharing of E-resource Licensing Information across UC

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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 to groups involving positions that make collection development decisions and leverage license negotiation processes, which is outside of ERES subteam’s scope ERES has summary, but unable to identify appropriate target audience and communicate this decision status upward to formally recognized stakeholders group in the UC Libraries or CDL Possible solutions may involve additional discussion and research to identify specific groups and/or goals that would benefit from these solutions Decision summary: Centralize focus on facilitating communication around licensing. Replace UCD listserv and migrate to a centralized, CDL created and managed listserv/slack channel and/or CKG 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. If appropriate, CDL will host website in support of SILS initiative and creation of web content by ERES and CDL Shared Collections.
Owning group
Approver
Consulted	Operations Team, E-resources subteam, Acq subteam
Informed
Decision-making process
Priority
Target decision date	25 Aug 2022
Date decided	13 Apr 2023

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

Issues involved and recommendations

CENTRAL REPOSITORY

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.

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.
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 through Slack Community channel (or similar)

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	25 Aug 2022		STALLED
CDL / Sherry Lochhaas	16 Jun 2022		STALLED