Hi Neil,
That's a very going point - I recently had cause to dig out a very old licence that no-one else seemed to have to ensure that we had the access post-termination that we knew we should have had.
For what it's worth, I print them and am keeping them. It might be 2014, but if I need a quick answer I like to be able to nip to my filing cabinet and find the relevant documentation rather than trying to remember where I saved it on my drive!
Sarah Taylor
Electronic Resources Librarian
The Peter Marsh Library
University of Bolton
Deane Road
Bolton
BL3 5AB
01204 903099
[log in to unmask]
Please note that my normal working days are Mondays, Tuesdays and Thursdays
-----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
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) ('the intended recipient') to whom it was addressed. It may contain information that is privileged & confidential within the meaning of applicable law. If you are NOT the intended recipient please contact the sender and dispose of this e-mail as soon as possible.
-----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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lis-e-resources is a UKSG list - http://www.uksg.org UKSG groups also available on Facebook and LinkedIn Follow us on Twitter: https://twitter.com/UKSG
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