ELSEVIER SCIENCE & DIGITAL ARCHIVING

ELSEVIER SCIENCE & DIGITAL ARCHIVING ICOLC, Nashville Presented by: Karen Hunter Title: Senior Vice President, Strategy Date: September 20, 2002

Current contract language • since 1999, all ScienceDirect online licenses contain an annex specifying: 1)we will maintain a permanent digital archive of SD journals that we own 2) we will migrate the archive as technology used for storage or access changes 3) we will transfer the archive to an independent, librarian-approved depository if we cannot maintain it

Specifics • standard -- no negotiation necessary • included in Complete, Limited and E-Choice licenses, not Web editions • moot point with SDOS (onsite) licenses, as libraries have their own copies of the files & can retain them • while we commit to archive all journals on SD, access depends on purchase circumstances

Current SD customers • basic principle: continued access to that which you have purchased • individual titles subscribed to • subject backfiles purchased (one time fee) • for Freedom and Subject Collections, archival policy only applies to the titles subscribed to before adding the additional titles in these Collections

More details • so long as you remain a SD customer, if you drop a title you still continue to receive access on SD to the years for which you paid • for consortia members, access rights determined per library based on the list of subscribed titles on individual licenses

If terminate ScienceDirect license • if you cease to be an SD customer, you can acquire a copy of the content in the then-current format; you will be charged cost of reproduction • we are considering the option to permit former customers to continue to access SD for the years subscribed to, with an annual charge based on the cost of the journal in the final year of purchase

IDEAL customers • IDEAL is ending the end of this year; all journals now available on SD • if sign a SD license, the SD archival policy applies • if decide not to convert to SD by the end of 2002, two options post-termination: • files on tape (Euro 1,000 per tape) • online access via OCLC

Long-term preservation • have participated in discussions, projects and committees related to digital archiving for several years • among the first (AIP preceded) to make public archiving commitment and perhaps first to incorporate it in our license • currently making multi-million dollar investment in internal back-up systems

Yale - Mellon Foundation project • we were pleased to partner with Yale University Library last year under a one-year planning grant to explore issues related to digital archiving • project was important for us in determining a number of aspects of building an archive • we (ES) believe it can be done now • Yale’s report available on the Mellon website: http://www.library.yale.edu/~okerson/yea/

Types of archives - 1 • internal -- our Electronic Warehouse is our archive and publishing database; distinct from the ScienceDirect database housed at LexisNexis • de facto archives -- our ScienceDirect OnSite customers worldwide, including about a dozen who receive one copy of every journal; no archival commitment, but they have the journals

Types of archives - 2 • national archives -- special agreements with respect to SDOS licenses for those countries in which there is a desire to hold an archive “on our soil” • official archives -- libraries with whom we establish a contractual relationship to preserve the digital journals in perpetuity and make them available to anyone internationally at such time as we (or a successor) no longer do so

First official archive • On August 20, 2002 we announced the first official ES archive: the Koninklijke Bibliotheek, which is the National Library of the Netherlands and is known as the KB • the KB has been an outstanding leader in digital preservation activities • they will receive all files, including backfiles (v.1,no. 1) as available

FAQ - 1 • Q: How is this being funded? • A: This is considered part of the KB’s mission and is funded by the Dutch Ministry of Education. • Q: Does this provide an archive only for the Netherlands? • A: No, the KB is an archive for the international scholarly community.

FAQ - 2 • Q: Is the KB going to be the only archive? • A: For the moment, yes, but we are also looking for an official archive in North America and Asia Pacific . • Q: Is it a “dark archive”? • A: The archive will be available for onsite use. This is a preservation archive of content, not a mirror site.

But what about catastrophic failure? • all previous slides assume that systems are running well and there are no problems -- but what if we had been in the WTC? • in the event of a catastrophic failure such that we anticipate SD being unavailable for a long period of time, we would ask (and compensate) all those holding ES journal files (SDOS, national and official archives) to open access to everyone, with no access or entitlement restrictions, until we are up and running again

For further information on archiving • contact your account manager • if there are specific issues, the account manager will work with me to provide an answer to your questions Karen Hunter k.hunter@elsevier.com

ELSEVIER SCIENCE & DIGITAL ARCHIVING