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    Configuring Copyright Management

    Translatable

    For Leganto customers, also see Configuring Leganto Copyright-Related Procedures and Enabling Integration with the CCC.

    Configuring Digitization and Copyright Rules

    To configure digitization and copyright rules, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    When requests for digitization and/or copyright approval enter Alma, Alma checks digitization and copyright rules to determine how to handle the request. Each rule is checked in order; the first rule that evaluates to true is applied and all subsequent rules are ignored. Alma includes a default rule that is applied if all other rules fail. This rule can be modified.
    You configure digitization and copyright rules on the Digitization Workflow Rules List page (Configuration Menu > Fulfillment > Copyright Management > Digitization and Copyright Rules). For more information about rules tables, see Rules Tables.
    Digitization Workflow Rules List New UI.png
    Digitization Workflow Rules List Page
    When a rule is applied, the rules determines:
    • Whether the request requires manual approval or is automatically approved. When automatically approved, no task is added to the task list.
    • Whether the request requires manual copyright clearance, or the copyright is assumed to be automatically approved. When automatically approved, no task is added to the task list.
    • Whether, for the above manual approval tasks, digitization
      • Can continue while waiting for approval. Of course, the digitized contents cannot be added to the inventory or delivered before final approval is given.
      • Must wait until approval is given.
      • Is automatically approved. The purpose of this option is that a task is added to the task list with the status Approved. This is useful for recording purposes.
    • Whether the delivery to the requester will be:
      • By a link in an email
      • By an attachment in an email
      • By adding the digitized document to the library's inventory (and then sending a link to the inventory by email)
    Each rule contains a number of clauses, all of which must evaluate to true in order for the rule to evaluate to true. There are three types of clauses:
    • Evaluation clause - A property of the request is evaluated against a text or a value from a list.
    • Comparison clause - A property of the request is evaluated in comparison to all other requests that have not been filtered out by a filter clause.
    • Filter clause - This clause always evaluates to true. It is used to reduce the number of requests to which a comparison clause is evaluated. The operator and values for these clauses are ignored.
    • Clauses in a rule are not evaluated in order; all filter clauses are evaluated first. The remaining clauses are then evaluated in an internal order. Regardless, all clauses must evaluate to true in order for the rule to be applied.
    • Clauses are not marked evaluation, comparison, or filter; see the below table for this information.
    For example, you can configure a rule so that digitization requests for a single chapter pass through manual approval and copyright clearance, but are not added to the inventory; the digital file is sent directly to the patron. You can configure another rule so that full digitization requests pass through all steps: manual approval, copyright clearance, and added to the digital inventory.
    The following actions can be performed on this page:
    • Add a rule (see Adding a Digitization and Copyright Rule)
    • Edit a rule (select Edit from the row actions list)
    • Delete a rule (select Delete from the row actions list)
      You cannot delete the default rule.

    Adding a Digitization and Copyright Rule

    The digitization and copyright rules that you define apply to all libraries within the institution.
    To add a new digitization and copyright rule:
    1. On the Digitization Workflow Rules List page (Configuration Menu > Fulfillment > Copyright Management > Digitization and Copyright Rules), select Add Rule. The Digitization Workflow Setup page appears.
      Digitization Workflow Setup Page
      To create a copy of an existing digitization and copyright rule, select Duplicate from the row actions list. Once you have copied the rule, you can edit it, as required.
    2. In the Digitization Workflow Rule Editor section, enter a name (required) and description (optional) for the rule.
    3. In the Input Parameters section, enter clauses for the rule. Each clause has a clause type (Name), Operator, and Value. A clause may look like User group = Graduate student or Publication date contains 2010. The clause list is as follows:
      Digitization and Copyright Rule Clause Types
      Name Type Description Operators Values
      Article Title Exists Comparison Check if the requested article is already requested by another copyright clearance request. The article is identified by ISSN, volume, issue, and pages. =
      • true
      • false
      Articles in Issue Evaluation Check the total number of articles in the journal issue.
      • >
      • =
      • <
      • Not Equals
      Number
      Available in Electronic Evaluation Check if an electronic copy exists for the material. =
      • true
      • false
      Chapter Already Requested Comparison Check if the requested chapter is already requested by another copyright clearance request. The chapter is identified by ISBN. =
      • true
      • false
      Citation Material Type Evaluation Check the material type.
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      The current list of material types (for example, Abstract, Anthology, and so forth).
      Copyright Agency Approval Permission Evaluation Check regional copyright licensing agency approval for the material. Select all values for a valid match. InList
      • Digital Approved
      • Scanning Approved
      • Digital Declined
      • Scanning Declined
      Copyright Previously Approved Comparison Check if the requested material is already approved by another copyright clearance request. The material is identified by various factors, such as ISBN or ISSN. Required, but has no effect Required, but has no effect
      Copyright Record Related to Course Filter Restricts comparison checks to existing copyright clearance requests that are associated with a course. =
      • true
      • false
      In the Same Course Filter Restricts comparison checks to existing requests associated with the same course as the request.
      At least one of the following additional rules must be defined: Article Title Exists, Articles in Issue, Chapter Already Requested, Total Copyright Number of Chapters, Total Copyright Work Percentage.
      =
      • true
      • false
      Material Required Dates Filter Restricts comparison checks to existing requests that overlap the Date Available From/To date range of the request. If this date range is missing, use the course's date range. If there is no associated course, use today's date as the start date with no end date.
      At least one of the following additional rules must be defined: Article Title Exists, Articles in Issue, Chapter Already Requested, Total Copyright Number of Chapters, Total Copyright Work Percentage.
      =
      • true
      • false
      Number of Requests Comparison Compare the number of previous copyright clearance requests to a value. The number of requests considered are only those that evaluate to true according to the Time Span (In Calendar Years) clause.
      • >
      • =
      • <
      • Not Equals
      Number
      Partial Digitization Evaluation Evaluate whether this is a partial digitization request.
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      • true
      • false
      Patron Status Evaluation Evaluate the requester's active status.
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      • Active
      • Inactive
      Publication Date Evaluation Evaluate the publication status of the requested item.
      • >
      • =
      • <
      • Not Equals
      Number
      Publisher Evaluation Check the publisher against a pre-defined list of publishers.
      Enter the list of publishers in the Copyright Publishers code table (see Configuring Copyright Publishers).
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      Publisher
      Request Type Evaluation Check the request type.
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      • Borrowing resource sharing digitization request
      • Course related digitization
      • Lending resource sharing digitization request
      • Patron digitization
      • Staff digitization
      Required Pages Evaluation Check the number of pages requested by the current request.
      • >
      • =
      • <
      • Not Equals
      Number
      Resource Total Pages Evaluation Check the total number of pages of the entire work (how many total pages are in the item being requested).
      • >
      • =
      • <
      • Not Equals
      Number
      Time Span (In Calendar Years) Evaluation Check that the request was made within / before the indicated number of years. This value also acts as a filter clause for the Number of Requests clause.
      • >
      • <
      Number
      Total Copyright Number of Chapters Comparison Check the total number of chapters requested, including previous requests. Alma looks at the ISBN, then looks at all outstanding and overlapping requests with the same ISBN, extracts which chapters are being / have been requested, and sums them up to get this value.
      • >
      • =
      • <
      • Not Equals
      Number
      Total Copyright Work Percentage Comparison Check the percentage of the work requested, including previous requests. Alma looks at the ISBN, then looks at all outstanding and overlapping requests with the same ISBN, extracts which pages are being / have been requested, and sums them up to get this value.
      This rule evaluates to false if the number of pages is not specified.
      • >
      • =
      • <
      • Not Equals
      Number between 0 and 100
      User Group Evaluation Evaluate the user group of the requester.
      The list of values includes all user groups.
      • =
      • InList
      • Is Empty
      • Is Not Empty
      • Not Equals
      • NotInList
      • contains
      A user group
      Example:
      • Clauses:
        • Total Copyright Work Percentage < 10 Material
        • Material Required Dates = True
        • Request Type = Course related digitization
        • Copyright Record Related to Course = True
        Existing, Previous Request:
        • ISBN 1-86189-411-2
        • Dates 1/1/2016 - 30/1/2016
        • Pages 15-20 (6 pages)
        • Status Approved
      • New Request 1:
        • ISBN 1-86189-411-2
        • Dates 10/1/2016 - 2/2/2016
        • Pages 35-40 (6 pages)
        • Total Resource Pages 220
        Expected Result: Rule is applied, because total percentage is still less than 10% (12 pages / 220 in resource)
      • New Request 2:
        • ISBN 1-86189-411-2
        • Dates 15/1/2016 - 3/2/2016
        • Pages 40-60 (21 pages)
        • Total Resource Pages 220
        Expected Result: Rule is not applied, because total percentage for same item is now over 10% (27 pages / 220 pages in resource)
    4. Select Add Parameter. The clause is added to the rule.
    5. Repeat the previous two steps to add additional clauses.
    6. Under Workflow Setup, select the digitization target. For more information, see Digitization Processing.
      • Digital inventory (representation) – The digitized files are added to titles. Enter the following additional fields:
        • The usage type and access rights policy can be changed when adding the digital file to the record, but the collection cannot.
        • When creating digital inventory, you can determine if a representation is remote.
        • Active / Inactive – determines if the representation is discoverable.
        • Default Collection – The default collection to which to assign the title (if not already assigned).
        • Usage Type­ – Whether the representation is the Master copy or a Derivative. (The master is the original copy and the derivative is, for example, a copy with a lower resolution.)
        • Access Rights Policy – The policy that defines the permissions that patrons have to request digital resources.
      • Document delivery - attachment – The digitization request requires only a portion of the resource to be digitized. For details on configuring document delivery, see Configuring Electronic Document Delivery Rules.
      • Document delivery - link – Allows the operator to upload files to an document storage folder and send the file link to the patron. If multiple files are uploaded, they are stored in the folder as a .zip file and will download to the customer as a .zip file. When this option is selected, another field appears, Maximum views. Enter the number of times the patron may access this link before it is automatically deleted from the server. Note that if no value is entered in this field, the file link will not be sent to the patron.

      Note that if this option is used for resource sharing requests, and the borrowing partner is not a member of the same network zone as the lender institution (or there is no network zone set up for the institutions) then it is required to configure the Institution Code on the borrower partner record of the borrower. The field must be populated with the borrower's institution code. See Resource Sharing Partners.

    7. Under Approval/Copyright Clearance Processing, select:
      • Approval – The request requires approval by a user with the Digital Approval Operator role.
      • Copyright clearance – The request requires copyright clearance by the Digitization Manager.
    8. If you select either of the two previous options, select how the approval affects the digitization workflow:
      • In parallel to digitization workflow - The digitization workflow is activated without waiting for the approval task to be approved, but does not finish until the approval task is approved. This is the default option.
      • Blocks digitization workflow - The request workflow is activated only after the approval is completed.
      • Automatically approved - A new approval task is created as Approved, and the request workflow continues.
        Select an approval reason from the drop-down list. For the list of reasons, see Approving/Rejecting a Request for Digitization.
    9. (Leganto only) Select Submit CLA/DCS Request to automatically send a request to the DCS when this rule triggers. For more information, see Integrating with the UK's Digital Content Store (DCS).
    10. Select Save to store the new rule.
    If you define more than one rule, use the Move Up and Move Down arrows to set the order of the rules. The order of the rules is important, as the system will apply the first (and only the first) appropriate, enabled rule. If no appropriate rule is found, the system uses the default rule.

    Configuring Access Rights Policies for Digital Objects

    To configure access rights, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    Access rights define the conditions that must be fulfilled in order for patrons to access digital resources. If no access rights policy is assigned to a digital object, access is denied or allowed depending on the setting of the configuration parameter access_right_default_policy. For more information, see Configuring Other Settings. For an overview of digital resources, see Working with Digital Resources - Overview.
    You can define rules for access rights that restrict patron access to specific digital objects. These policies are available to apply when configuring a representation (see Editing Representation Metadata and Content), when configuring a digital import profile (see Creating/Editing a Digital Import Profile: Bibliographic Record Level), or when running a job on digital titles (see Global Representation Changes).
    For example, for a specific digital resource, you can define rules that disable access in all scenarios except the following:
    • Patrons from a specified user group, such as post-graduate students
    • Patrons who access the resource from within the university computer system, based on IP addresses
    • Patrons with specific user IDs
    You configure access rights on the Access Rights List page (Configuration Menu > Fulfillment > Copyright Management > Access Rights). Access rights can be configured at the institution level only.
    Access Rights List New UI.png
    Access Rights Policy List Page
    Access rights can be configured at the institution level only. Select the required institution from the Configuring filter on the Fulfillment Configuration page.
    The following actions can be performed on this page:
    • Add access rights policies, including configuring rules to restrict access to specific digital resources (see Adding an Access Rights Policy)
    • Edit access rights (select Edit from the row actions list)
    • Duplicate an access rights policy (select Duplicate from the row actions list and modify the relevant fields)
    • Delete an access rights policy (select Delete from the row actions list)
    • Find related digital titles with the same access rights

    Adding an Access Rights Policy

    The access rights polices that you define apply to the entire institution.
    To add an access rights policy:
    1. On the Access Rights List page, select Add Access Rights. The Access Rights Policy page appears.
      access_rights_policy.png
      Access Rights Policy Page
    2. Enter a name for the access rights policy (mandatory).
    3. In Copyrights, select a copyright declaration to associate with the access rights policy. When a user requests to view the object, this declaration appears. For information on configuring copyrights, see Configuring Digital Resource Copyright Declarations. To have the copyrights declaration appear before a user can view the object, select Obtrusive Copyrights.
      Only copyright declarations in the /copyrights folder are available to select here.
      For a video describing this feature see Display Copyrights by Default.
    4. Enter a description.
    5. In the Denied Note field, enter the default note you want to appear when access is denied.
    6. Select Add Rule. The Access Rights Rule page appears. For more information about rules tables, see Rules Tables.
      access_rights_policy.png
      Access Rights Rule Page
      1. Enter a name (mandatory) and a description (optional) for the rule.
      2. Under Expressions, select Add Parameter and specify the components of the parameter (Name, Operator, and Value). A parameter may look like this: User group = Graduate student or Embargo before 31/12/2010.
        The available Name parameters include the following:
        • Concurrent User – Access is permitted for the number of users in the specified time frame.
          Once a user is granted access to a representation, access is granted again as long as the user's delivery session is alive, regardless of the access right condition.
        • DNS – Access is permitted only for the specified domain name. The value must contain a valid regular expression, for example: /.*google(bot)?\.com$/
        • Embargo – Access is denied relative to a specified date. Select one of the following values for the base date:
          • Additional Publication Year
          • Fixed Date
          • MMS Creation Date
          • Publication Year
          • Representation Creation Date
          Enter a number of additional weeks, months, or years to add to the base date. The object assigned this policy is not accessible until the specified date.
        • IP Range – Access is permitted/denied based on the specified IP address or range of addresses. Select = or Not Equals and enter one of the following values.
          • A single IPV4 address (such as: 172.0.0.0)
          • An IP range, separated by a hyphen (such as: 172.0.0.0 - 173.0.0.0)
        • Leganto User – Access is permitted/denied based on whether the user is a Leganto user (has logged in to Leganto at least once). Select = and select True or False for the value.
        • Registered – Access is permitted/denied based on whether the user is registered and authenticated (= True is the same as Not Equals False).
        • Restricted For All –
        • User Group – Access is permitted/denied based on the specified user group. Select an operator and then (depending on the operator) select one or multiple user groups. Note: When using this condition with a 'not in' operator, it is recommended to add a 'Registered=True' condition if guest access should be prevented.
        • User ID – Access is permitted/denied based on the primary user identifier. Select an operator and enter a matching ID or pattern.
      3. Select Add Parameter. The parameter is added to the list of parameters for the access rights rule.
      4. Repeat the previous two steps to add all the required parameters for the rule.
        All of the parameters must be fulfilled in order for the rule to be applied. If all of the parameters are not fulfilled, the default rule is applied.
      5. Under Output, clear the Allow Download check box to prevent downloading the file from the viewer – the Download, Save As, and Print buttons do not appear.
      6. Select Save to save the rule.
    7. Repeat the steps for adding a rule to add all of the required rules to the policy.
      If you define more than one rule, the order of the rules is important: only the first (and only the first) appropriate, enabled rule applies. If no appropriate rule is found, the default rule (If no match) applies.
    8. Select Save to save the policy.

    Configuring Digital Resource Copyright Declarations

    To configure digital resource copyright declarations, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can configure digital resource copyright declaration to display to a user before displaying the digital resources. The declarations are defined as follows:
    Form Name File Name Purpose
    Digitization Request Copyright Declaration form DigitizationRequestCopyrightDeclaration.html This declaration is displayed on the Primo digitization request form.
    Resource Sharing Copyrights form resourceSharingCopyrights.html This declartation is displayed on the Primo resource sharing request form.
    Leganto Digitization Request Copyright Declaration form LegantoDigitizationRequestCopyrightDeclaration.html This declaration is displayed in Leganto to students attempting to access citation materials.
    Copyrights 1 copyrights1.html Depending on the configured access rights, this declaration is displayed when a digital resource is shown in Primo.
    Copyrights 2 copyrights2.html Depending on the configured access rights, this declaration is displayed when a digital resource is shown in Primo.
    • Copyright declarations do not support HTML tags.
    • It is possible to create declarations in different languages. A language must be preceded by the following syntax: --<language code>--- For example: --fr--
    You configure copyright declarations on the Copyright Declarations Configuration Files page (Configuration Menu > Fulfillment > Copyright Management > Copyright Declarations).
    Copyright Declarations
    To configure copyright declarations:
    1. On the Copyright Declarations Configuration Files page, select Customize for a declaration. The following, for example, appears:
      Copyright Declaration
    2. Edit the copyright declaration, if you want, and select Customize.
      After you edit a copyright declaration the following actions are available:
      • Edit – Edit the copyright declaration
      • Restore – Restore the copyright declaration to the default
      • View Default – View the default copyright declaration
    The example shown above is the Digitization Request Copyrights Declaration. Entering content in this form causes a check box to appear in Primo that requests patrons to confirm that they have read the copyright agreement before submitting a Primo digitization request form.

    Configuring a Resource Sharing Copyright Declaration

    To configure a resource sharing copyright declaration, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    See also Configuring Resource Sharing Copyright Statuses.
    You can configure a resource sharing copyright declaration that is displayed to patrons before they request an item from a partner.
    You configure the declaration on the Configuration File page (Configuration Menu > Fulfillment > Copyright Management > Resource Sharing Copyright Declaration).
    Resource Sharing Copyright Declaration Configuration File Page
    A resource sharing copyright declaration can be configured at the institution level only. Select the required institution from the Configuring filter on the Configuration page.
    To enter a resource sharing copyright declaration:
    1. In the Content field, enter the text that you want to display to patrons.
    2. From the Enabled drop-down list, select Yes.
    3. Select Customize to store the declaration in the system.

    Configuring Copyright Publishers

    To configure copyright publishers, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can create a list of publishers against which to compare the publishers associated with digitization requests. These comparisons can be used in digitization and copyright rules during automatic copyright approval (see Adding a Digitization and Copyright Rule). The list of publishers in the Copyright Publishers code table (Configuration Menu > Fulfillment > Copyright Management > Copyright Publishers). For more information about code tables, see Code Tables.
    Copyright Publishers Code Table
    You can add, edit or remove publishers from the list. For information about this page, see Code Tables.

    Configuring the Citation Default Copyright Status

    To configure the default copyright status of reading list citations, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can configure the default copyright status for all reading list citations on the Citations Copyright Default Status mapping table (Configuration Menu > Fulfillment > Copyright Management > Citation Default Copyright Status). For more information about working with mapping tables, see Mapping Tables.
    Citation Copyright Default Status Page
    This default can differ for repository (digital, electronic, or physical), non-repository, and brief citations.
    The status you select appears as the default value for Copyright status when creating a new reading list citation, such as on the Add Non-Repository Citation Page. For more information, see Adding Citations to a Reading List.
    Add Non-Repository Citation Page

    Configuring Resource Sharing Copyright Statuses

    To configure the copyright statuses, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You can configure the descriptions for the resource sharing copyright statuses on the Resource Sharing Copyright Statuses code table (Configuration Menu > Fulfillment > Resource Sharing > Copyright Status). This option appears only if the parameter rs_borrower_copyright_management is set to true (see Configuring Other Settings). For more information about code tables, see Code Tables.
    Resource Sharing Copyright Statuses
    You can only change descriptions on this page. You cannot add, remove, enable, or disable statuses.
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