Configuring Copyright Management

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These rules affect Rapido lending requests. For Rapido customers who would like to configure Copyright Rules for borrowing requests, see Rapido 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 Rapido, Rapido 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. Rapido 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 > Fulfillment > Copyright Management > Digitization and Copyright Rules).

Digitization Workflow Rules List New UI.png

Digitization Workflow Rules List Page

When a rule is applied, the rules determine:

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:

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.
In the Digitization Workflow Rule Editor section, enter a name (required) and description (optional) for the rule.

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 Academic Department	Comparison	Check to see if requesting academic department is the same academic department to which the course belongs.	=	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
Years Since Publication	Evaluation	Evaluates whether the publication date of the resource is within the defined time range	> = < Not Equals	Number
Publisher	Evaluation	Check the publisher against a pre-defined list of publishers. Set the parameter publisher to check against all publishers.	= All 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). This information is calculated based on the value in the Pages field in the Edit Reading List Citation page. If the Resource Total Pages field contains characters that are not digits or roman numerals followed by digits or roman numerals, then the calculation will not work. For example, the rule will not be able to process the following: vi, 336 pages,24. In this case, you can manually enter the value in the Resource Total Pages field in the Copyright Attributes tab in order for the rule to process the calculation.	> = < 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. Rapido 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. Rapido 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
  Note that the number is rounded. For example, Total Copyright Work Percentage <16 means that everything up to 16,4% is included.
- 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)

Select Add Parameter. The clause is added to the rule.
Repeat the previous two steps to add additional clauses.
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.
- Document delivery - link – Enables the operator to upload files to a 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, then the number of accesses is not limited.
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 the Institution Code must be configured on the borrower's partner record with the borrower's institution code. See Resource Sharing Partners.

If the digitization workflow rule defines the digitization target as an attachment, an email is sent to the requester email with the document as an attachment to the email.

Rapido has an attachment size limitation. Additionally, the email provider may remove attachments that are larger than the email provider's size limit.

Alma ISO partners — If the digitization workflow rule defines that the digitization target is a link, then there is no size limitation and the file is stored (either on the borrower or lender side) for the patron to access.

All peer-to-peer partners (except for Alma ISO partners) —Even if the digitization workflow rule defines the digitization target as a link, an email is sent to the requester email with the document as an attachment to the email.
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.
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.
  The representation is handled as follows:
  - While the request is being processed, the representation is marked as inactive.
  - If the request is approved, the representation is marked as active.
  - If the request is rejected, the representation is deleted.
- 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 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.

Customizing Copyright Approval and Reject Reasons

You can customize the copyright approval and reject reasons (Fulfillment > Resource Requests > Approval Requests List).

You can customize the approval and reject reasons using the Configuration > Fulfillment > Copyright Management > Copyright approval reasons and Configuration > Fulfillment Copyright Management > Copyright reject reasons tables. You can edit any of the existing reasons or use the Add Row button to add new reasons. The reasons can be translated to the Rapido display language.

Configuring Copyright Declarations

To configure digital resource copyright declarations, you must have one of the following roles:

General System Administrator
Fulfillment Administrator

You can configure copyright declaration to display to a user before displaying resources. You configure the copyright declarations on the Copyright Declarations Configuration Files page (Configuration Menu > Fulfillment > Copyright Management > Copyright Declarations).

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 declaration 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 1-5	copyrights1.html, copyrights2.html, etc.	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 other than the default language. In each case, the language must be preceded by the following syntax: --<language code>--- For example: --fr--

To configure copyright declarations:

On the Copyright Declarations Configuration Files page, select Customize for a declaration. The following, for example, appears:

Copyright Declaration
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

You can configure a resource sharing copyright declaration that is displayed to patrons before they request an item from a partner.

Before a copyright declaration is configured, the copyright acceptance box must be visible in the RS form, otherwise it blocks all RS requests.

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:

In the Content field, enter the text that you want to display to patrons.
From the Enabled drop-down list, select Yes.
Select Customize to store the declaration in the system.

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 > Copyright management > Resource Sharing Copyright Status). This option appears only if the parameter rs_borrower_copyright_management is set to true.

Resource Sharing Copyright Statuses

You can only change descriptions on this page. You cannot add, remove, enable, or disable statuses.