NASIG 2018. Covers licensing workflow using Trello and Coral.

1. WRANGLE AND CORRAL
THAT LICENSE
AGREEMENT
Alexis Linoski
Licensed Content
Coordinator
Georgia Institute of
Technology
alexis.linoski@library.gate
ch.edu

2. THE LICENSE PROCESS
For example:
 Receive the license agreement from the vendor
 Review the license
 Track needed changes
 Send changes to vendor
 Get signatures
 Finalize

3. WHY USE A PROJECT/TASK
MANAGEMENT TOOL?
Advantages of a project management tool:
 Pull all elements of the license agreement into one place
 License requirements
 Document/track process steps
 Collaborate with colleagues
 Document processes and procedures

4. PICK WHAT WORKS FOR YOU
 Many options available
 No one way to manage a process
 Several different tools available, including:
 Trello
 Asana
 Don’t be afraid to upgrade

5. WHY TRELLO?
 It’s visual
 It has checklists!
 Variety of power-ups (plug-ins) and integrations available
 See what’s been done at a glance
 Many ways to streamline & automate tasks
 So much more!

6. THE DOWNSIDE OF TRELLO
 Free version has some limitations
 Not everyone is on board with using Trello for collaboration
 Some of the power-ups aren’t free
 Does involve some time in keeping items up-to-date

7. TRELLO HOME PAGE Shows Teams, Highlights,
Starred Boards

8. HOW TRELLO
WORKS
Boards
 Contain one or more Lists
 Lists
 Contain one or more Cards
 Cards
 Contain information and
activity for each task

9. TRELLO BOARD Can contain as many lists
and cards as needed

10. TRELLO MENU
 Change Background
 Filter
 Access Power-Ups
 More….
 Board Settings, which includes
e-mail for the Board

11. TRELLO CARD

12. TRELLO TIPS & TRICKS
 Copy cards – can be used to create templates
 Use the Labels
 Explore the Power-ups
 Custom Fields
 Butler
 E-mail to boards – create cards by e-mail
 E-mail to cards – great way to keep discussions linked to a license
 Attach documents – useful when used to collaborate or forward
tasks

13. A COUPLE OF FEATURES
Free use is limited, but it can still be useful…
L
A
B
E
L
S

14. GETTING STARTED
 Ease into it – start slow
 Take a process that needs wrangling and begin with it
 Think about what you need, then create the board, the lists and
cards
 Don’t be afraid to experiment
 Be patient - it may take a bit to get the hang of it, but the payoff
is worth it.

15. SAMPLE LICENSE BOARD
A sample board was created for this presentation.
Please e-mail me at alexis.linoski@library.gatech.edu if you’d like to
be added to this board. This will allow you to see how I use it and to
copy the board if you’d like.

16. QUESTIONS
After the conference, questions can be e-mailed to
alexis.linoski@library.gatech.edu.
Thank you.

17. Wrangle and “CORAL” that License Agreement
Carolyn Carpan
Collection Strategies Librarian

18. About the University of Alberta Libraries
● Member library of ARL and CARL
● 6 subject libraries on main campus, 2 interdisciplinary libraries on
satellite campuses
● 8.7M print volumes; 1.3M ebooks
● $26M CAD collections budget
○ $20M for subscriptions
○ $4M for monographs
○ $2M for cataloguing, digitization, shipping, etc.

19. ● Centralized Collection / Acquisitions Units in April 2016
● Roles include:
○ Coordinator
○ 4 Collection Strategies Librarians
○ 2 Support Teams (4 people each)
■ Electronic Acquisitions - 1 supervisor, 3 staff
■ Monograph Orders - 1 supervisor, 3 staff
Collection Strategies Unit

20. ollection Strategies Uni

21. “Licenses are contracts...The general functions of a contract are to:
1. Allocate risk from one party to another;
2. Set forth how the parties will behave during routine interactions;
3. Set forth the rights and obligations of each party; and
4. Describe the parties’ remedies if things go wrong.”
(Halaychik and Reagan, p.1)
What is a License?

22. ● “Process improvement” (Halaychik and Reagan, p. 128)
○ Go digital: get rid of paper
○ Implement a contract management system
○ Implement an electronic signature software
● Find licenses and license terms quickly
● Display usage rights to users
Why Do We Need a Licensing Database?

23. ● CSU inherited 2 licensing databases
○ CORAL
○ Our Usage Rights (OUR)
■ Licensed from Scholar’s Portal at OCUL
● 2017 Project - Licensing usage rights
○ Eliminate one usage rights database
○ All usage rights coming from one database
○ Customize usage rights on display
CORAL Licensing Database

33. ● Inconsistencies in license names
○ Publisher, Product
● Missing licenses, Missing info
● Terms tool not searchable
○ Difficult to find duplicate SFX targets
● Maintaining CORAL
Challenges

34. ● Fix license name inconsistencies
● Scan paper licenses, download licenses from Consortia
● Maintenance plan
○ SFX targets duplicates report
○ SFX Difference Report
Solutions

35. SFX Targets Duplicates Report

38. ● Only one licensing database to maintain
● All usage rights will be stored and displayed from one database
● More ILL information now available
○ Fewer requests for ILL permissions
● Customize usage rights on display
Benefits

39. ● Make the Terms Tool searchable
● Make it easier to create licensing reports
● Make it possible to add more than one document to parent
document
○ Example - Agreement and Order Form
Suggestions for CORAL Development

40. Halaychik, C.S. and Reagan, B. (2018). Licensing Electronic Resources
in Academic Libraries: A Practical Handbook. Chandos Publishing.
https://doi-org.login.ezproxy.library.ualberta.ca/10.1016/B978-0-
08-102107-1.00006-6.
References

41. Thank You!
Questions?
carolyn.carpan@ualberta.ca