I would agree with Louise, it is very important to retain all "perpetual licence" in perpetuity. Also all journal (and e-book) licences as proof of perpetual rights.
In Jisc Collections we keep licences for subscribed content (no archival rights) for seven years.
However, if you have licences for resources which are likely to have "parts and/or images" embedded in teaching materials I would be inclined to keep the licences longer. You will often find that the terms of use clauses, survive the termination of licence. This might be useful information in the event of a dispute about a breach.
Kind regards
Lorraine
Sent from my iPad
On 10 Feb 2014, at 15:13, "Cole, Louise" <[log in to unmask]> wrote:
> Absolutely agree with this - it is always down to us to show we have archival rights, not the publisher!
> Best
> Louise
>
> -----Original Message-----
> From: An informal open list set up by UKSG - Connecting the Information Community [mailto:[log in to unmask]] On Behalf Of Neil Beagrie
> Sent: 10 February 2014 14:54
> To: [log in to unmask]
> Subject: Re: [lis-e-resources] Keeping licenses in print and scanned format
>
> 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
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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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