Entitlement Registy Webinar Recording and FAQ

Over the last year, EDINA have been assessing the launch of an Entitlement Registry as a viable service for Higher Education, both in the UK and internationally. We have partnered with the LOCKSS Program at Stanford University to create an Entitlement Registry application that is a self-service tool to provide a single place to upload and keep entitlement records.

We held a couple of webinars on Wednesday 17th April for people to come along and see what we’ve been up to. If you weren’t able to make one of the sessions, or you’d like to review what you heard, here is the recording of the second session:

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We’ve also put together a FAQ document to cover the questions that were raised across both sessions: Entitlement Registry Webinar FAQs

It’s worth noting that the information in the webinar and FAQ was correct at the time they were created, but we’re constantly making changes and updates to the Entitlement Registry. If you’re looking at this in May, much may have changed!

Additionally, we’re pleased to confirm that our beta service will be going live in May, and we’re looking for beta testers. Beta testing will involve uploading your entitlement data to our platform and providing feedback to us on various aspects of its performance.

Our beta testing phase will allow us to assess the uptake, benefits and drawbacks of our approach to entitlement logging. Librarians will be able to upload, store and reference both locally produced records and those downloaded from a publisher.

Strong community uptake will help demonstrate strong library demand and urgency for publisher participation and, in parallel to this beta activity, we will continue to negotiate with publishers to articulate and reinforce the strong demand we hear from the library community.

Stay tuned to this blog, as we will be bringing you behind-the-scenes information and keeping you updated on developments.

Please let us know at edina@ed.ac.uk if you’d like to get involved in beta testing, or if you would like more information.

Fieldtrip GB Withdrawal

March 2017: Recent changes to the security frameworks on Android and iOS operating systems mean that the current Fieldtrip GB app no longer functions.  The app is no longer available from the App Store or Google Play and EDINA are no longer offering support for it.  If you wish to create your own app for data collection, please refer to the Fieldtrip Open website: http://fieldtrip.edina.ac.uk/.

If you have data records stored in Fieldtrip GB on your device, you can retrieve them using the following instructions:

  • Instructions for Apple devices: Click Here
  • Instructions for Android devices will be available shortly

COBWEB and Open Geospatial Consortium’s (OGC) 99th Technical & Planning Committee (TC/PC) Meeting

The Open Geospatial Consortium’s (OGC) 99th Technical & Planning Committee (TC/PC) Meeting will be hosted by University College Dublin in Dublin, Ireland from 20 June to 24 June, 2016.

COBWEB will be sponsoring the event and invites OGC Members to join us for an icebreaker event on the evening of Monday 20th June, and a side event on the afternoon of Tuesday 21st June. To register, please visit the registration page here.

This meeting will be partly framed by a theme of Citizen Science and use of public and open sources to collect and improve geospatial information. Over the course of the week attendees will hear how OGC standards have been used to make citizen sourced data discoverable and available at interfaces that make it easy for others to use, securely where necessary.

COBWEB will demonstrate the use of semantics, quality assurance and different serialisations to make the data comprehensible. We invite attendees to join us in a discussion of how open interoperability standards can help unlock the huge potential latent in the wealth of citizen data and take forward work undertaken in COBWEB as the project finishes.

More information on the OGC meeting is provided on our events page: https://cobwebproject.eu/events/ogcs-99th-technical-planning-committee-meeting

Visit the OGC website at www.opengeospatial.org.



Monday, June 20, 2016 – 08:00 to Friday, June 24, 2016 – 16:00

Keepers Extra Project: Workshop Two

We are pleased to announce that EDINA and the ISSN International Centre are hosting a second workshop as part of the Keepers Extra project. The event will be held on the 6th and 7th of June 2016, at University of London Institute in Paris.

eiffel_towerThe Keepers Extra project, being carried out at EDINA as a Jisc investment, builds on prior work that encourages collaborative activity such as the recommendations outlined by the JARVIG working group. Building on the first workshop held in Edinburgh in September 2016, this event will bring together representatives of international archiving agencies, national libraries, research libraries and consortia, and other key stakeholders to exchange knowledge and update one another on recent projects.The project team will report back on the a recently conducted agency consultation, and we will continue to explore how archiving agencies and libraries can respond to the challenges and opportunities presented by the long tail, including publisher participation negotiations, sharing information and handling content, and resourcing. This event is intended to be formative in the foundation of an ongoing international e-journal preservation network.

This event is invitation only. A full report will be posted after the event.


A Trial Holdings Comparison

The Keepers Registry: more fun than doing it by hand. (Perkins Library Card Catalog, 1969, http://www.flickr.com/photos/dukeyearlook/3811954463)


This case study explores the benefits of the Keepers Registry, comparing an institution’s e-journal holdings catalogue against the archiving agency metadata held by the Keepers Registry.

The Keepers Registry Beta service provides easily accessible information about the archiving arrangements for electronic journals.

The Keepers Registry is an output of the JISC funded project, Piloting an E-journals Preservation Registry Service (PEPRS). The Keepers are the participating archiving agencies that are acting as stewards of digital content. Each of these agencies runs a programme for the archiving of e-journals and is making metadata on the journals in their programme available to the Keepers Registry. The data supplied by the agencies is linked to the authoritative bibliographic information obtained from the ISSN Register.

A summary of progress to date of the Keepers Registry service can be found in a recent blog post. The Development Roadmap describes planned activity. Our focus at the moment is on providing a publicly available Holdings Comparison service. This will allow a user to upload a file that represents an institution’s catalogue (we expect this will be output from the library’s OPAC or link resolver service). Libraries can then assess the extent of archiving for individual titles, of assistance to collection management decisions (eg. on print cancellation).

EDINA, a national data centre based at the University of Edinburgh, has developed the Keepers Registry service along with its partner in the project, the ISSN International Centre in Paris.

Duke University

This case study is based on an interview with Winston Atkins, Preservation Officer for Duke University in Durham, NC, USA, on 21 August 2012.

Details of service

Duke University is a ‘Research 1’ University in the US which has grown, over the last 40 years, from a strong regional university to one with a national and international presence. Duke University Libraries currently hold approximately 6 million volumes including 142,000 serials. There are 97,800 (de-duplicated) electronic titles, and 78,000 journals in print and other electronic formats [1].

Archiving services to which Duke is subscribed

Duke participates in the Global LOCKSS Network, CLOCKSS Archive, and Portico and is a member of HathiTrust.

Motive for using Keepers Registry

In October 2011, Cornell and Columbia University Libraries released a White Paper which documented a comparison of electronic journal holdings with titles preserved by LOCKSS and Portico. The Preservation Officer (PO) at Duke was interested in their findings that showed under 20% of titles in the library catalogues were preserved [2].

This report motivated the Preservation Officer to analyse the Duke ejournal holdings against titles preserved in LOCKSS and Portico. The number of ejournals in Duke’s collection led him to the Keepers Registry site as a way to make the title-by-title review more efficient. During the initial analysis, the Preservation Officer realized that agencies had gaps in some of their holdings, and that in some instances no single agency had a complete set of the available ejournal content.

Undertaking a (trial) Holdings Comparison

EDINA invited the Preservation Officer to participate in a trial holdings comparison in order to gather information on institutional requirements and to test the code and output format.

The ‘holdings comparison’ tool facilitates bulk comparison of holdings with titles preserved by the agencies. Many titles are held in several aggregations of electronic journals and, often, each provides different volumes. The Preservation Officer provided the Keepers Registry with a file of unique IDs (ISSNs or eISSNs) representing de-duplicated titles and volumes with indication of the earliest start date and latest end date for each title. The Keepers Registry returned a file which indicated, for each of these titles, whether it was preserved, whether it was in the process (awaiting preservation) and which volumes were preserved or in process.

This service saved the Preservation Officer hours of work. Without The Keepers Registry, and the bulk upload service in particular, it would have been necessary to download the information from different agencies and aggregate and analyse the data. A task that he imagines ‘would have been an enormous undertaking’.

Benefits of the Keepers Registry (Holdings Comparison)

Identifying which of Duke’s ejournal titles are preserved

Duke compared its ejournals holdings with titles preserved in LOCKSS and Portico. The Preservation Officer started by using the title-by-title search facility on the Keepers user interface. To help the EDINA development team refine the process and understand library workflows, Duke subsequently became the first university to use the ‘Holdings Comparison’ service. The Keepers Registry allowed Duke “to include HathiTrust and CLOCKSS Archive, services in which we have memberships, in our review of agencies.”

Lobbying publishers to engage with preservation agencies

Duke intends to use the data from its analysis to persuade publishers to engage with the preservation agencies. The acquisitions staff will raise this when negotiating renewals and the Preservation Officer will raise it with other universities with a view to lobbying as a group, possibly through the American Library Association (ALA) Preservation Section. The Preservation Officer notes ‘I think we have an opportunity to tell publishers that we think this is an important part of the subscription service.’

Discussing coverage with the agencies

The Duke Preservation Officer is now aware of gaps in coverage by the agencies and plans to discuss with them how they intend to fill those gaps. It is very helpful to report information not only on the participating titles, but also which volumes have been preserved and are in progress. For some titles, an institution can benefit from more complete coverage by participation in multiple initiatives. It would be useful for agencies to indicate why the gaps are occuring and what is being done to fill them. It is not clear that the complete run for this title will, at some point in the future, be preserved by the agency.

Disposing of print

Duke is a member of a local consortium of University libraries whose members are collaborating to dispose of print from the shelves whilst ensuring that at least one print copy of each title is retained. Knowing that the complete run of a title is preserved in electronic form provides reassurance that it will be accessible – i.e. that the libraries do not depend solely on a single print copy.

Discovery of other agencies

The Duke Preservation Officer was interested to discover other agencies that hadn’t previous been on the radar, for example, the National Science Library of China and the Koninklijke Bibliotheek (KB) e-Depot. The Preservation Officer notes ‘It’s made me start to think about our relationship with other agencies and how we should be working with them.’

Developing the Comparison Service

It has been a valuable exercise for us at EDINA to have conducted a trial holdings comparison. We’ve learnt more about how catalogue data can be generated from library systems and we’ve refined suitable fields and format for the data returned. We’re feeding this back into our requirements for the Holdings Comparison service.

We’d like to thank Winston Atkins at Duke University for his feedback throughout the trial comparison.

If you’d like to send feedback, or make any suggestions for the service, please leave us a comment.

[1] Statistics on Duke holdings can be found at http://library.duke.edu/about/assessment/libstats/.

[2] LOCKSS and Portico combined preserved approximately 13% of Cornell’s ejournal holdings while Portico preserved only 17% of Columbia’s ejournals holdings. (Columbia did not analyse its holdings against LOCKSS titles.)

This post originally appeared on The Keepers Registry Blog.