Matthew
A word of warning though.If you have perpetual/continuing access rights in
the licence these will persist after termination of the agreement.
Publishers may not retain licence copies. The burden of proof may rest with
the library later to show it has post-cancellation rights to access content
in an e-Journal archive (e.g. Portico) or in the event of titles
transferring between publisher platforms, etc.
See page 9 (licensing) in Preservation, Trust and Continuing Access for
e-Journals http://dx.doi.org/10.7207/twr13-04
See also BIP 0008-1:2008 Evidential weight and legal admissibility of
information stored electronically, and the Cabinet Office
(http://www.thecabinetoffice.co.uk/page28.html ) for legal guidance on
digitisation of paper sources if originals are to be destroyed.
Hope that helps
Best
Neil
Neil Beagrie
Director of Consultancy
Charles Beagrie Ltd
www.beagrie.com
Tel: +44 (0)1722 338482
Charles Beagrie Ltd is a company registered in England and Wales Company No.
04481473
Registered Office: 2 Helena Terrace, Salisbury SP1 3AN.
-----Original Message-----
From: An informal open list set up by UKSG - Connecting the Information
Community [mailto:[log in to unmask]] On Behalf Of Carolyn
Alderson
Sent: 10 February 2014 14:08
To: [log in to unmask]
Subject: Re: [lis-e-resources] Keeping licenses in print and scanned format
Matthew
My colleague, Craig Moran, has written:
"Physical copies of licences are only required to be kept if an actual
signature is present on there. If a licence is accepted electronically then
this is only required to be kept electronically.
For signed agreements you can archive offsite the physical copy and have a
scanned copy saved in an electronic repository. It is also good policy to
review the termination dates of agreements for these can be destroyed seven
years after the expiry of that agreement. For electronic copies it is worth
moving them into an e-archive after they have terminated for reference
only."
Craig Moran I Operations Manager I Jisc Collections
T: 02030066035 I SKYPE: cmoran72
W: www.jisc-collections.ac.uk
Mobile: 07776 648 6203
Best,
Carolyn
Carolyn Alderson I Acting Head of Licensing I Jisc Collections I UKSG
Education Officer
A division of Jisc Collections and Janet Ltd
T: 01223 460755 I M: 07585 967687 I Twitter: caldycam I Skype:
carolynalderson
W: www.jisc-collections.ac.uk
Jisc Collections is a trading name of Jisc Collections and Janet Limited, a
not-for-profit company which is registered in England under No. 2881024 and
whose Registered Office is at Lumen House, Library Avenue, Harwell Oxford,
Didcot, Oxfordshire. OX11 0SG. VAT No. 614944238
This email is confidential and intended solely for the use of the person(s)
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-----Original Message-----
From: An informal open list set up by UKSG - Connecting the Information
Community [mailto:[log in to unmask]] On Behalf Of Cole, Louise
Sent: 10 February 2014 13:58
To: [log in to unmask]
Subject: Re: [lis-e-resources] Keeping licenses in print and scanned format
Matthew
We tend to keep paper copies plus scanned copies in our ERM. However
assuming the system in which our scanned copy sits is robust I can't see a
reason why we would have to retain the paper copies other than the fact that
it is traditional to do so; I am not aware of any legal or audit
requirement.
Best wishes
Louise
Louise Cole
Senior Information Advisor
Library and Learning Services
Kingston University
Kingston upon Thames
KT2 7LB
Email [log in to unmask]
Tel 0208 417 5383 / 7074
-----Original Message-----
From: An informal open list set up by UKSG - Connecting the Information
Community [mailto:[log in to unmask]] On Behalf Of Rey Patricia
Sent: 10 February 2014 13:18
To: [log in to unmask]
Subject: Re: [lis-e-resources] Keeping licenses in print and scanned format
Matthew
Several of the licences I have were sent to me electronically, anyway. I
haven't printed them out.
Regards
Tricia Rey
Library
Queen Victoria Hospital
Holtye Road
East Grinstead
West Sussex
RH19 3DZ
01342 414266
-----Original Message-----
From: An informal open list set up by UKSG - Connecting the Information
Community [mailto:[log in to unmask]] On Behalf Of Matthew
Barnes
Sent: 10 February 2014 10:27
To: [log in to unmask]
Subject: [lis-e-resources] Keeping licenses in print and scanned format
Hello All
Does anyone know if there is a requirement to keep physical copies of
licenses or will scanned versions do? We are wondering if it is possible to
replace our bulging filing cabinet of paper copies with a digital store.
Can't find a definitive answer.
Any help much appreciated
Regards
Matthew Barnes
Senior Library Assistant (Acquisitions & E-resources) Lancaster University
Library Lancashire
LA1 4YH
e-mail: [log in to unmask]
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