Copyright and clearing copyright is an everyday part of the ILL process for article requesting. Knowing, understanding, and complying with the CONTU guidelines is an integral part of ILL.
The most important guideline for borrowing is the “Rule of Five,” which states that a library may not request more than 5 articles, published fewer than five years from the date of the request, from a particular journal in a given year. It is standard practice to retain records for three years once copyright permission is granted.
While many libraries report ILL transactions for copyright clearance at the end of the calendar year, more frequent tracking and reporting may have added benefits. Copyright costs may increase throughout a year and direct purchasing from publishers, once copyright limits have been reached, can save a library anywhere from $5 to $25.00 and more per transaction.
Also, putting into place a simple Copyright Clearance for older articles bypass routing rule will streamline your borrowing for older articles and shorten turnaround times.
By default, ILLiad sends all incoming article requests to Awaiting Copyright Clearance whether they fall within the CONTU Rule of 5 or not. Using a simple routing rule, however, you can send requests for articles published over 5 years ago (thus exempt from the Rule of 5) straight to Awaiting Request Processing (or to your unmediated services). This eliminates having to manually clear these requests during Copyright Processing.
Note in the example below that you can change the NewTransactionStatus to one of your automated services, such as:
(this varies, but it should come before all other rules for articles)
Awaiting Copyright Clearance
t.RequestType = 'Article' and len(t.PhotoJournalYear) = 4 and t.PhotoJournalYear < convert(varchar(4),(datepart(year,getdate()) - 5))
New Process Type
New Transaction Status
Awaiting Request Processing
Rule to bypass copyright clearance for articles exempt from the Rule of 5.
Once you hit the limit of five requests, and you wish to track, record and submit the copyright through ILLiad you will need to:
For more information about clearing copyright, consult the ILLiad Documentation:
Oops! Clicked that CCC button by accident and didn’t mean to record the pricing info? Go into the record and click the Remove Payment button. That’s it!
Pick a date when you will process and report your copyright (the first of the month?).
There are three categories in the report:
Oops! Made a mistake with your order after you hit the submit button in ILLiad? Never fear! Log into your Copyright Clearance Center account on the CCC website and edit the order before they invoice you. Make sure to reflect any changes you make in the ILLiad request.