Intota: Glossary of Resource Management Terms

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Product: Intota

Is there a glossary of terms used in Intota?

Following is a list of terms and definitions used in Intota. Many of these terms come from the Report of the DLF ERM Initiative. DLF is the Digital Library Federation.

Click one of the following links to jump to that section:

License Fields

--- License Details
--- Access
--- Archiving
--- Inter-Library Loan
--- Legal Terms
--- Termination
--- Uses

Additional Statistics Management

Payment

--- General
--- Invoice
--- Other Details

Resource administration and renewal --- see Administration and Renewal Details for your Resources

License Fields

LICENSE DETAILS

Field	Description
Name	The name assigned to the license agreement by the licensee - this can be anything that helps the person identify the license agreement.
License Type	The nature of the license agreement: "Click-on" or "Click-through" License: See Shrinkwrap Agreement below. Manifest Assent: A type of license that states that by using the licensed resources, the user is agreeing to abide by certain conditions. Negotiated: Certain terms of the agreement have already been worked out with the publisher. Shrinkwrap Agreement: A type of license that states that upon opening the product's packaging (software, in particular, is often packaged in a plastic wrap called "shrinkwrap"), the user is agreeing to abide by the license agreements that are inside the package. This term also covers "click-through" or "click-on" license agreements, which require the user to click on a button to confirm their acceptance of a particular software product before installing and using it. Custom Type: Your library may have created additional License Types using the Admin > Menu Settings Feature.
License Status	Current status in the workflow of the license: Active: The license is currently in effect. Pending: Not yet decided; the license is awaiting some action before going into effect. Retired: The license has terminated. Custom Status: Your library may have created additional License Types using the Menu Settings feature available in the Admin menu bar.
Vendor URL	The online location of the vendor license. See Local URL field for entering online location of the local license. Include the full URL syntax (for example, use http://www.mylibrary.edu/licenses/ instead of /licenses/). To open the location, copy the URL and paste it into your browser (clicking on the link in most cases is not sufficient).
Date Signed	Use this field for an online license that has differing dates for when the license was agreed upon (Date Signed) versus when the license became active (Execution Date). The Vendor URL field must be populated in order for the Date Signed value to be saved on the License Details page.
Second Vendor URL	Optional field for additional online location of the vendor license.
Local URL	The online location of the local license. Include the full URL syntax (for example, use http://www.mylibrary.edu/licenses/ instead of /licenses/). To open the location, copy the URL and paste it into your browser (clicking on the link in most cases is not sufficient).
Second Local URL	Optional field for additional online location of the local license.
Physical Location	Where the license physically exists (in what office, for example).
Reviewer	A person who reviews the license for the local institution.
Reviewer Notes	Any comments about the license, recorded by the reviewer.
License Replaced By	The license agreement that takes the place of a previous agreement.
License Replaces	The license agreement that came before the current agreement.
Execution Date	The date on which the license was signed, or otherwise confirmed by the licensee (for example, the click-through date on an online license).
Coverage Dates	Coverage date: Start: The date the license agreement goes into effect. End: The date the license agreement terminates.
Duration	The period of time that the license lasts.
Advance Notice in Days	The number of days before a license expires that a librarian is alerted to renew.
License Note	Any extra comments about the license.

LICENSE: ACCESS

Field	Description
Authorized Users	Anyone who is, according to the license agreement, allowed to access the licensed materials.
Authorized User Note	Enter any extra notes related to authorized users.
Concurrent Users	The number of simultaneous users the license allows for one resource, or when shared across an interface.
Concurrent Users Note	Enter any extra notes related to concurrent users.
Remote Access	The right for an authorized user to access a licensed electronic resource from an offsite location (off-campus, for example).
Remote Access Note	Enter any extra notes related to remote access.
Perpetual Access Right	The right to have permanent access to the license material, after the license has terminated.
Perpetual Access Holdings	The coverage dates for which ongoing access (after license termination) is agreed upon in the license agreement.
Perpetual Access Note	Enter any extra notes related to perpetual access.

LICENSE: ARCHIVING

Field	Description
Archiving Right	The right for the licensee to permanently keep an electonic copy of the licensed materials.
Archiving Format	The format of the archived material.
Archiving Note	Enter any extra notes related to archiving rights, content, or format.
Pre-Print Archive Allowed	The ability for the institution (or licensee) to archive an article that is pre-refereed.
Pre-Print Archive Conditions	The conditions that state when it is permitted to archive pre-refereed material.
Pre-Print Archive Restrictions	The time period for any delay on the licensed material.
Pre-Print Archive Note	Enter any extra notes related to the pre-print conditions and restrictions.
Post-Print Archive Allowed	The ability for the institution (or licensee) to archive an article that is post-refereed.
Post-Print Archive Conditions	The conditions that state when it is permitted to archive post-refereed material.
Post-Print Archive Restrictions	The time period for any delay on the licensed material.
Post-Print Archive Note	Enter any extra notes related to the post-print conditions and restrictions.

LICENSE: INTER-LIBRARY LOAN

Field	Description
ILL General	The right for the licensee to provide the licensed materials via ILL (interlibrary loan), and the specified format and other details.
ILL Secure Electronic	The right for the licensee to provide the licensed materials via ILL (interlibrary loan) by way of secure electronic transmission.
ILL Electronic (email)	The right for the licensee to provide the licensed material via ILL (interlibrary loan) by way of email transmission.
ILL Record Keeping	The requirement to keep records of ILL (interlibrary loan) activity and provide reports to the licensor at periodic intervals, or upon request.
ILL Record Keeping Note	Enter any extra notes related to the ILL record keeping.

LICENSE: LEGAL TERMS

Field	Description
Terms Note	Enter any notes about the agreement or license itself.
Local Use Terms Note	Enter any notes related to terms, for local use. This is particularly helpful for consortia libraries, where there are additional terms, not covered above, that apply to the local library.
Governing Law	The jurisdiction whose law will be applied in the event of a dispute over the license agreement.
Governing Jurisdiction	Enter the name of the venue or jurisdiction to be used in the event of an alleged breach of contract.
Applicable Copyright Law	If a national copyright law is agreed to in the contract, refer to the copyright law here.
Cure Period for Breach	In the event of a breach of contract, this is the amount of time the contractor has to cure the breach in order to continue the agreement. Otherwise, it is terminated.
Fair Use	The right to use copyrighted materials for certain purposes (such as criticism, news, teaching, scholarship, and research) as covered in the United States Copyright Act.
Fair Use Clause Indicator	This clause affirms statutory fair use rights under US copyright law, or affirms that the agreement does not restrict the rights of the licensee or its user community under the copyright law. Fair use rights include, but are not limited to, printing, downloading, and copying.
Database Protection Override Clause Indicator	A clause that provides fair use protections within the context of assertions of database protection or additional proprietary rights related to database content not currently covered by U.S. copyright law. If the licensed materials are database, compilation, or collection of information, authorized users are permitted to use information contained in the database for educational, scientific, or research purposes. This includes using the materials for the purpose of illustration, explanation, example, comment, criticism, teaching, research, or analysis. The point of the Override Clause is to permit activities of this nature that otherwise may be prohibited in database protection law.
All Rights Reserved Indicator	This states that all rights not explicitly granted to the licensee in the agreement are retained by the licensor.
Renewal Type	Specify whether the renewal of the license agreement is automatic or explicit (meaning renewal details must be stated).
Non-Renewal Notice Period	If the licensee does not wish to renew the subscription, this is the amount of time they have to give advanced notice before renewal time. Note: This is only necessary if the renewal type is automatic.

LICENSE: TERMINATION

Field	Description
Licensee Termination Right	The ability of the licensee to terminate access to a licensed resource during a contract period.
Licensee Termination Condition	The conditions that state when it's permitted for the licensee to terminate access to a licensed resource during a contract period.
Licensee Termination Condition Note	Enter any extra notes related to Licensee Termination Condition.
Licensee Notice Period for Termination	The amount of advanced notice required before a licensee can terminate the contract.
Licensor Termination Right	The ability of a licensor to terminate an access to a licensed resource during a contract period.
Licensor Termination Condition	The conditions that state when it's permitted for a licensor to terminate access to a licensed resource during a contract period.
Licensor Termination Condition Note	Enter any extra notes related to Licensor Termination Condition.
Licensor Notice Period for Termination	The amount of advanced notice required before a licensor can terminate the contract.
Termination Right Note	Enter any additional information about termination rights.
Termination Requirements	Any actions required to take place at the time of the contract's end.
Termination Requirements Note	Any clarifications on termination requirements.

LICENSE: USES

Field	Description
Course Pack Print	The right for the licensee to use the licensed materials in print collections (for example, a journal article or book chapter) compiled by faculty for classroom purposes.
Course Pack Electronic	The right for the licensee to use the licensed materials in electronic collections compiled by faculty for classroom purposes.
Course Pack Note	Enter any additional information about Course Packs.
Course Reserve	The right for the licensor to make print or electronic copies for purposes of course instruction.
Course Reserve Note	Enter any additional information about Course Reserves
Distance Learning	The right to use the licensed materials in distance education.
Distance Learning Note	Enter any additional information about Distance Learning.
Digitally Copy	The right of the licensee (and other authorized users) to download and digitally copy some portion of the licensed materials.
Digitally Copy Note	Enter any additional information about Digital Copies.
Print Copy	The right of the licensee (and other authorized users) to print some portion of the licensed materials.
Print Copy Note	Enter any additional information about Print Copies.
Citation Requirement Detail	A specification of the required or recommended form of citation.
Scholarly Sharing	The right of the licensee (and other authorized users) to share a portion of the licensed materials, in print or electronic form, with a third party.
Scholarly Sharing Note	Enter any additional information about Scholarly Sharing.
Incorporation of Images, Figures, and Tables Right	The right of the licensee (and other authorized users) to incorporate images, figures, and tables into educational materials, such as for use in a classroom. For example, a set of PowerPoint slides may be uploaded into a learning management system.
Incorporation of Images, Figures, and Tables Note	This is a free-text field that can contain any notes about incorporating images, figures, and tables into educational materials.
Public Performance Right	The right of the licensee (and other authorized users) to use the licensed materials for public performance. This may include express language permitting or prohibiting use of materials in any kind of public performance, such as showing a video in a public setting like a classroom.
Public Performance Note	This is a free-text field that can contain any notes about public performance rights.
Training Materials Right	The right of the licensee (and other authorized users) to use the licensed materials for training purposes. This may include express language permitting or prohibiting use of materials, such as screen captures of electronic resources for training, or instructional content like a wiki page that is not a typical teaching environment.
Training Materials Note	This is a free-text field that can contain any notes about training-materials rights.
Electronic Link	The right for the licensor to link to the licensed material.
Electronic Link Note	This is a free-text field that can contain any notes about electronic links.
Other Use Restrictions (Staff Note)	Enter any extra notes about use restrictions not covered, for staff only to see.
Other Use Restrictions (Public Note)	Enter any extra notes about use restrictions not covered, for the public to see.

Additional Statistics Metadata

Field	Description
Name	Name of the Additional Statistics Metadata Record, entered by your library.
Access URL	Online location where you can access or create the files.
Login	Login information for accessing the files.
Password	Password information for accessing the files.
Recipient Account	User from your library who receives the usage statistics if they are delivered.
Alternate Delivery Email	Alternate delivery email address entered by your library.
Local Archive Location	Where the client keeps the archived Vendor Statistics file, either electronically (shown with a path or URL to the file), or a physical location (a particular office, for example).
Note	Note about the data set, entered by your library.

Payment

GENERAL

Field	Description
Fiscal Year	Fiscal year that the payment data is entered against. It allows for historical tracking.
Payment ID	Intota’s unique identifier for the specific payment.
Payment Type	Identifies the kind of payment; for example, a Supplemental Invoice. (This pull-down menu will be blank by default; values can be modified in the Payment Type Menu of the Menus tool.)
Payment Date	Date payment was made.
Local Currency	The currency used by the country in which the library resides. Can be changed in the General Settings section of Library Settings.
Payment Amount (Local Currency)	The amount paid by the library in the local currency. If the library pays for the resource with a currency other than the local currency, then put the converted amount in this field. Payments entered in this field will appear in the “Total” if the "Include in Total" box is checked.
Transaction Currency Code	Select the currency in which payment was made.
Payment Amount (Transaction Currency)	The amount paid by the library in the currency in which payment was made.
Include in Total for Year	Indicate if this payment is to be included in the total payments for the year.

INVOICE

Field	Description
Invoice Date	Date of invoice from publisher, provider, or agent.
Invoice Number	Invoice number from publisher, provider, or agent.
Order Number	Number assigned to the purchase order of a product.
Payee	Vendor entity that the client pays for access to the resource. Values can be modified in the Payment Payee setting in Payment Menus (see Menu Settings).
Payer(s)	Library-defined organization or department making payment. Values can be modified in the Payment Payer setting in Payment Menus (see Menu Settings).

OTHER DETAILS

Field	Description
Fund Codes	Fund Codes: Fund Name - Name of the fund as assigned by the library. This is an open text field. Fund Amount - Amount attirbuted to the Fund Name.
List Price	Retail price of resource before any discounts.
Discount on Price	Discount in price or in pricing formula.
Price Cap	Maximum percentage of annual increase in a multi-year agreement.
Pricing Model	Description of the fee structure.
Consortia Name	Name of the consortia that the resource was purchased from. (Values can be modified in the Payment Payer Menu.)
Consortial Agreement Indicator	Indicates whether an acquisition falls under a multiparty agreement that uses the same license for all parties.
Publisher Reference ID	Reference number from the publisher or provider generally needed to activate an electronic subscription.
Subscription ID	Unique reference number for a subscription, generally provided by an agent.
Note	General note field.
Renewal Date Advance Notice	Number of days required for advanced notice of a renewal decision date.
Renewal Decision Date	Date on which the decision to renew a subscription must be made.
Purchase Renewal Date	Date on which the subscription will expire if not renewed.
Print Cancellation Restriction Indicator	Indicator that a print component must be purchased for electronic access.
Print Cancellation Note	Additional information about specific cancellation restrictions for print versions of electronic titles covered by the license.
Termination Date	Date on which the subscription was terminated.
Termination Reason Note	Description of termination reason.

Date Created: 8-Jun-2014
Last Edited Date: 16-Feb-2016
Old Article Number: 10852