By now, you’ve probably attended several sessions to learn and understand what should and shouldn’t be in an electronic resource license agreement. It can be a daunting task to keep track of everything – what items does your university/state require in the license agreement, what can’t be in license agreement, and where exactly are you in that process? Is it under review? Sent for signature? With the General Counsel’s Office? Waiting on the vendor? The possibilities are endless. And, once you’ve got everything squared away, the job isn’t done. Is it in the ERM? Is it filed (either print or electronic or both)?
As anyone who’s worked with License agreements knows, the process of managing the workflow for a license agreement is almost as daunting as reviewing the license agreement. In this session, two librarians will present how they manage the licensing workflow from start to finish.
Alexis Linoski will share how she uses Trello to manage the license workflow from receipt to entry in the ERM. Checklists will be shared as will criteria for choosing what data from each license agreement is entered in the ERM. While the workflow will vary from institution to institution, and in some cases will vary depending on the type of license (i.e. locally negotiated agreement vs a consortial agreement), this process can be modified to meet any workflow need and accommodate collaboration and process management with team members. In addition, it will include a high level overview of some of the features of Trello.
Carolyn Carpan will share the how the Collection Strategies Unit at the University of Alberta Libraries inherited two licensing databases, one of which displays usage rights to users and how they merged the two database, using CORAL for their combined product. She will discuss why libraries would build a licensing database and display usage rights for licensed materials to users, how to use the CORAL licensing database for this purpose, discuss advantages and limitations of the CORAL licensing database over other products, and make recommendations for enhancements to the CORAL licensing module.
