Terminology

Creating a new Agreement and/or License

Some initial notes: 

1. My new motto is "PERFECTION PREVENTS COMPLETION".  We definitely want to be accurate and complete, but we also want to be complete as in done. Generally speaking, to make this happen, I believe we should start with the best balance of largest and easiest collections (of course those often conflict; we need to choose carefully), and then work from there. Leave the most complex and smallest collections for last, as the fewest individuals will be impacted by them.
2. something here

Overall goals:

For a resource to be "done", as in "good enough to move on to the next one" (Jesse's words, Feb 14, 2020), we must do the following, to the greatest extent reasonably possible:

1. Create a (reasonably) complete Agreement
2. Have a License attached to a (reasonably) complete Agreement
3. Have an Organization attached to that Agreement
4. Have a Database or Resource attached to that Agreement, when appropriate

Instructions to complete each of these steps are described below. Completing the steps above requires work in a different order than that shown above.

1. Create or locate an Organization

   1. The Organization is sometimes called the "Vendor", but a Vendor is one to whom we pay money. An Organization is a group that supports our access to the resource in some manner. That may be as a content provider, as a subscription agent, as a vendor, or some other way. In some cases, we'll identify an individual Organization as having multiple roles, so one Org may be both a "vendor", if we pay them directly for the service, and a "content provider" if they host the product and provide access to it for us.

   2. Look for duplicate vendors, and clean them up if necessary. For instructions on this, see here. 

   3. When you go to edit an Organization for the first time, you'll see that it doesn't have a Provider Code yet, and that these are required. We have agreed that, for the time being, we'll use the pre-existing Serials Solutions provider codes, at least for the time being, until we find a better, or more definite solution. So drag the PRV* code into the "Code" field, so that you can save the record. 

      

   4.  If you have a username and password that can be added for this resource, now is a great time to do that. The spreadsheet in Box.com, titled Resource_Administrative_Information_COO-2020-01-02.xlsx, has much of this information in it. To add username and password information, create a new interface by clicking on the "Add interface" button under "Interface".

      If you're logged into a password manager, you might want to log out before accessing the Interface area, as it can grab and store passwords that are automatically pasted into the fields by the password manager.

      Be sure you click "Save & Close" before clicking "Add" anywhere, if it's present at the bottom of the screen when you open up any other windows. If you go to a section in which you can create a new entry, like "Contacts" or "Interface", you won't be able to click on "New" and create a new one, without either losing your changes to the Organization record or needing to go back and save those changes.

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   6. some more steps, if needed

      
      

2. Locate the appropriate license

   1. We assume that the license information taken from Intota is sufficiently accurate for our use here. If we find errors over time, we will correct them then. Licenses will generally have a same or similar name to the resource in question.  

   1. Or should we be attaching organizations to licenses at this step? - only if the org is with whom we have the licesning agreement, as the options here are "Licensee", "Licensor", "Consortium", and "Consortium Administrator". I guess if we know that some portion of the license comes via NERL, WALDO, or another Consortium, we can record that here.

   2. Should we be adding start and end dates to licenses?

   3. 
      

   2. Add a link to the "core documents". Core documents are the past or current active licenses, terms, and title lists, etc. We should not include negotiation drafts or proposals in this area – only those items that were signed (ideally counter-signed) and are or were active. Most of these are now available in one of several box.com folders. The final home for these is in one of the folders in the "AERLS License Storage" folder. Most of the files waiting to be sorted there are in the "Foreign Vendor Agreements" folder, but from there the documents could be in any of them. There are dozens and dozens of folders, and hundreds of files in a few of the folders. 
      
      
       
   3. You can try searching for the license in question by using the box.com search box, then choosing "Folder Location" and limiting the search to the "Foreign Vendor Agreements" folder, as noted below. You could also limit the Type to PDF, if that would help.
      
      
      
      
   4. If this doesn't work, then, as always, the best plan of action is to ask Liisa. 
      
      
   5. complete this section, re connecting a core doc to a license
      
      
      

3. Create a (reasonably) complete Agreement

1. We're not currently creating default agreements, so you'll need to create one. Open the Agreements app, then click "New". Add the Name, Description, Status, etc., as you see fit.

2. Agreement periods are required for each Agreement. You might be able to find this on the license itself; it should be a reflection of what we currently are using. You can leave the End Date open if you're not certain of it. If the license or agreement states that it will automatically renew if we do not notify the vendor of cancellation, then add a "Cancellation deadline" to the entry. 

   1. We need some identifier for when we don't know the Agreement start date. 

   2. We need a lot more about what an Agreement Period is and how we measure it and such; when do we add additional periods, etc.?

3. Add a License to the Agreement by clicking on the eponymous button, then click "Link license". Add the license that was enhanced or created above, and then do the same for the Organization. Click "Save & close", and you've created the Agreement. 
   
   

4. Attach Resources or Databases from eHoldings to the Agreement

   1. add this stuff here

E-HOLDINGS

Once an agreement has been created, it can be added to a resource through e-holdings.  

Tags - seem like a good idea, but need more investigation, as they appear across the system