Subject Guides
Electronic Resources @ Binghamton University Libraries: Licensing
Guide Contents
LICENSING E-RESOURCES @ BINGHAMTON UNIVERSITY LIBRARIES
Unlike print or other physical resources that are governed by copyright law, electronic resources are governed contractually. Each time a new e-resource is purchased (either as a one-time purchases or on a renewal basis), a contract with mutually agreed upon terms between the licensee and the licensor. The Binghamton University Libraries adheres to New York State contract laws and mandates issued by the Office of the Attorney General and the Office of the State Comptroller. The Libraries also follows local protocols set by the campus Business Office.
Standard library licenses generally contain a terms and conditions that govern the following library-related activities:
1) Authorized users
2) Interlibrary loan and scholarly sharing
3) Accessibility
4) Security - EZproxy
5) Access Type (Current / Perpetual access rights)
6) Text Data Mining Rights (TDM)
7) Artificial Intelligence (AI)
Local Resources - Documents regarding local practices and procedures
E-Resources Acquisition & Licensing -- Simplified Workflow Chart 20200530 UPDATED 20230823
- Boxing the Needle (ER&L Presentation)Snapshot session from the 2022 ER&L Conference re: licensing workflow at Binghamton University Libraries
General Resources: Documents and websites related to general best practices and training opportunities for e-resources management
Ex Libris Managing Electronic Resources Training Seminars - a course of ten 60-minute sessions regarding many aspects of managing electronic resources in your institution's Alma service
Campus Contracts
- Campus Contracts dashboardClick here to submit a new contract for review
**Authorization is required** - Purchasing DepartmentThe Purchasing Department at Binghamton University assists the campus in purchasing state-funded goods and services. Purchases are governed by sections of the State of New York Finance Laws, the Office of the State Comptroller and the State University policies and procedures. It is within this department's purview to request information, documentation or justification necessary to support state-funded procurement.
New York State Contracts
- Office of General Services (OGS) Centralized Contracts SearchFind OGS centralized contracts by group number, award number, or title. View a complete listing of all statewide contracts.
- OGS State Contract Award Notices Commodities Group 20070/ Award 232604 - Books, Serials, Databases, and Library Resource Management ProductsContract Period March 22, 2023 – August 31, 2027. Click 'more' for list of Binghamton's commonly used vendors & PC #s
- Office of the NY State Comptroller Vendor Responsibility Review ProcessOSC website covering all aspects of vendor responsibility profile. Includes links to the requisite procurement forms
SUNY OLIS Contracts
- SLS Collections Portal (restricted)List of current e-resources managed by SLS
**Password-protected** - SUNY Contracts searchSearch for SUNY contract Details by category, vendor, and product/services
- SUNY Procurement FormsLinks to required state documents and other information for doing business with SUNY
Records Management
In accordance with Section 57.05 of the NYS Arts and Cultural Affairs Law, official records of the state-operated campuses of the State University of New York and SUNY System Administration must be retained and may not be destroyed unless pursuant to applicable records retention schedules. Information that no longer serves a legal, operational, or historic value to SUNY and its campuses should be disposed of in accordance with the SUNY Records Retention Schedules. SUNY's Records Retention Policy codifies the retention periods for the various records housed by SUNY campuses. SUNY Policy 6609 has a series of appendices (available through the policy and also on the Records Retention compliance webpage) that lists all the various records, and the specific period that a campus must retain them, and what records must be kept permanently. This SUNY policy and appendices has been pre-approved by State Archives and the Office of the State Comptroller. When the SUNY Schedule does not cover a particular record, SUNY campuses are to defer to the New York State schedule (available on the State Archives website) for the proper retention period.
- Records Retention and Disposition at SUNY CampusesPDF document of applicable state laws, regulations, and policies. Includes resources for SUNY campus records officers.
- General Retention and Disposition Schedule for New York State Government Records Effective September 2016 – Library Operations section (pp. 67-69)General Retention and Disposition Schedule for New York State Government Records Effective September 2016 – Screenshots of the Library Operations section (pp. 67-69) of PDF document issued by New York State Archives Government Records Services.
