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Optimizing KBART guidelines to restore perpetual access

Kelly Marie Blanchat (Queens College, City University of New York, Flushing, New York, USA)

Collection Building

ISSN: 0160-4953

Article publication date: 5 January 2015




This case study aims to demonstrate how proactive use of KBART guidelines can assist librarians in the analysis and restoration of journal titles with post-cancellation perpetual access.


After experiencing a 25-per cent decrease in the collection budget, the Queens College Libraries (QCL) faced losing electronic journal content with cancellations to Big Deal licensing agreements. By using tools such as Serials Solutions, Ex Libris SFX and Microsoft Excel, the library was able to optimize KBART guidelines to analyze and restore journal titles under perpetual access licensing clauses. The implemented workflow mirrored the process to create “Big Deal” renewal spreadsheets at Springer Science + Business Media.


By using KBART guidelines to manipulate and analyze data, the library was efficiently able to identify journal titles for perpetual access. Because the resulting data were formatted within KBART guidelines, it could then be transferred to a knowledge base for enhanced content discovery.

Practical implications

While there are numerous variations on perpetual access rights across hundreds of vendors, the workflow developed at QCL can be replicated, or altered on a case-by-case basis. By highlighting the work necessary to implement perpetual access clauses, this article makes a case for both standardizing licensing clauses as well as increased vendor adoption of KBART guidelines.


This case study examines the workflow of an Electronic Resources librarian with vendor experience, the overlap of concerns between librarians and vendors, and the ways in which to analyze journal holdings without an automated system.



The author would like to thank Kenneth Rosenberg, Acquisitions Librarian at QCL, for his financial expertise, and Roland Samieske, CUNY University Systems Librarian, for his assistance updating so many SFX sources within such a short time frame.


Blanchat, K.M. (2015), "Optimizing KBART guidelines to restore perpetual access", Collection Building, Vol. 34 No. 1, pp. 13-16.



Emerald Group Publishing Limited

Copyright © 2015, Emerald Group Publishing Limited

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