Access Problem Solving (digprob)
DRAFT: Cancelled Ejournals: Procedures for Vera
We've agreed that we should not immediately hide the record from the public, though the question still remains as to how long it should remain visible after we no longer have access (perhaps six months? Ellen will check with NERD).
Note: Serials Solutions Records are not part of this whole process. We need to figure out a way to find the "right" record when doing this. How to say that succinctly and yet cover all the bases...?
We won't bring DigAcq into the serform workflow. Instead, Kim can provide a list of cancelled titles from Commitments, and we can check Vera based on that list.
First, check the Perpetual Access field. It will either say Yes, No, or be Blank. As of January 14, 2003, there are 5,030 non-Hidden records for ejournals; for 729 of those records, the Perpetual Access field is Yes, for 247 No, and for 4,054 it is blank. This means that most of the time you'll need to consult Ellen first to determine what our access rights are.
A. Perpetual Access = <Blank>
If the Perpetual Access field is blank, we haven't yet coded the record with our rights in this area. Consult with Ellen before proceeding.B. Perpetual Access = Yes
If the Perpetual Access field is Yes, we should still have access to at least some portion of the online holdings. Check the Licensed Notes field for details (e.g., Licensed Notes could say "Perpetual Access 1993-1997," or something similar), or check with Ellen. If there is no information on the individual record for the title, check for information in the package level record.1. Title Note
Add a Title Note as follows:
The MIT Libraries cannot provide access to issues of this title published after 2003.
Adjust the date of 2003 as appropriate. In some cases, we may have a "more info" link as well (e.g., with Wiley titles in 2004, we lost access to roughly half of the titles, and provided a link to a web page explaining the situation.).
2. URL
Keep the URL as is.
3. Licensed Notes
Add a note explaining why access to current issues is no longer available.
4. Coverage Field
Close the coverage dates with the year only, and report coverage change to SerCat immediately, explaining that they should change the coverage in Barton immediately (so Nicole's coverage import won't overwrite our work in Vera).
C. Perpetual Access = No
If the Perpetual Access field is No, we do not have the rights to access any content in perpetuity. This would be the case, for example, with a Taylor and Francis title at Ingenta. We have no signed license with Ingenta, and our "agreement" is that we have access to the online as long as we maintain an active subscription to the print. If we cancel the print, we cancel all the online.1. Title Note
Add a Title Note as follows:
The MIT Libraries can no longer provide access to issues of this title.
In some cases, we may have a "more info" link as well (e.g., with Wiley titles in 2004, we lost access to roughly half of the titles, and provided a link to a web page explaining the situation.).
2. URL
Move the URL to the Licensed Notes field, as part of the note "URL was: "
3. Licensed Notes
Add a note explaining why access to the title is no longer available.
4. Coverage Field
Wipe out the coverage field entirely, leaving it blank. Report the change to SerCat immediately, so they can remove holdings from Barton entirely before the next coverage load from Barton.
Action Item: Document some cases so we have some examples / precedents to help explain.