Electronic Resources Management Task Group
ERM Task Force Meeting
UM Law Library
August 3, 2006
12:00pm-3:00pm

Present: B. Day (UMCP/ITD), N. Fallgren (ITD), R. Klein (HSHSL), N. Robertson (UM Law), J. Tenney (UMBS), L. Wrubel (ITD, recording)

Topic 1: Review of agenda

The group reviewed Betty's draft agenda.

Topic 2: Ex Libris Update

Ex Libris now thinks a global SFX instance will not be needed to implement the central Verde instance model as originally planned. Ex Libris planning to install version 2 on August 16th. ITD will be having further discussions with Ex Libris to confirm the model will be able to use.

Topic 3: Licenses

Day shared the language that UMCP campus counsel would like us to use in consortial licenses: University of Maryland, College Park for the benefit of the Maryland Digital Library, Maryland Higher Education Commission (MDL, MHEC) and the University System of Maryland and Affiliated Institutions (USMAI) (collectively, Maryland Parties). Day will begin using this text in new and renegotiated licenses.

Reviewing Bugs and Enhancements
See wiki page For the time being, do not create local objects as e-Product records. Version 2.0 will have wizards to guide users in creating appropriate local works, e-packages/standalone, and e-Interface records.

Local practice: When creating licenses licensed by the consortium, for Licensee, choose the Library "Maryland Parties (MDL/USMAI)" (code: MP). This needs to be created as a new record.

Local practice: Use organization Maryland Digital Library (UMDL) with as Licensing Agent for all consortial license. Add E-Content Team and ITD as alternate names.

Robertson gave a brief demonstration of the wiki. The group will use the wiki to collaborate on bug lists or other work, but minutes and other documents will go on the main USMAI page.

Review of list of issues needing discussion

1. Level to attach license: e-Interface or e-Package/Standalone level? Local practice: If confident that future products will probably be in the same interface and have same terms, attach to the e-Interface. Otherwise, attach license at e-Product level. We are uncertain about whether we can move a license from the e-Interface to the e-Product level after the fact.
2. Termination: How do we encode licenses where the breach by licensor plus some clause (e.g., major changes in content)?
   Local practice: Code as Other and provide details in note. Use notes field to log breaches in future, as Verde allows.
3. Execution date: If our copy has no countersign date, just one date by local signer, use that for execution date? Start date?
   Local practice: Enter the date that the license signed by MDL if there is no countersignature. License start date may be earlier than the date signed. If in doubt, use the execution date.
4. 4. Local license negotiator:
   Local practice: Local licensing negotiator will represent the person actually negotiating license, even if they no longer are associated with the Licensee.
5. End date on licenses: the end date is the end of the subscription period.
6. Usage of term notes: see email discussion about only using term note when there is need to alert library staff to certain issues.

Next steps:
Day will lead a discussion of Verde at the August 14th E-Collections Task Group meeting.

Day will schedule a meeting with College Park legal counsel, Anne Bowden, and invite Robertson to review our license interpretation best practices.

Upcoming steps include continuing work with licenses, working on best practices for other Verde records, and planning for individual instances. ML and BC should make sure they have added anything they want added to SFX before the updated SFX files are loaded into Verde. Once the consortial linking is set up, we can work on creating A&I databases in the consortial licenses and pushing those to campus instances.

Topic 4: Next meetings:

No meeting for the week of the August 7th-- continue working on licenses and ITD will continue to plan and enter administrative data.

Thursday, August 17, 12:00-4:00 at UMCP
Wednesday, August 23, 9:00-11:30 at UM Law
Thursday, August 31, 9:00- 12:00 noon at UMCP

Information Technology Division College Park, MD 20742-7011
Please send comments and suggestions to ITD's Webmaster.
Content questions should be directed to Betty Day.