Copyright

SUMMARY

The copyright.txt file is an optional file that exists to allow ILLiad sites increased flexibility in terms of how their ILLiad Client deals with copyright.

The default copyright query (built into the ILLiad Client) displays an alphabetical list of journal titles for items that have been requested five or more times from the last five years of the displayed journal titles. The query used for this is:

select distinct PhotoJournalTitle from Transactions
where (transactionstatus != 'Cancelled by ILL Staff'
and transactionstatus != 'Cancelled by Customer'
and transactionstatus != 'Awaiting Copyright Clearance'
and CopyrightAlreadyPaid != 'Yes')
and datepart(year, TransactionDate) = datepart(year, getdate())
and PhotoJournalYear > convert(varchar(4),(datepart(year, getdate()) - 5))
and ProcessType = 'Borrowing'
group by PhotoJournalTitle
having count(PhotoJournalTitle) > 4

If this query is sufficient to your institution's needs, and to your institution's interpretations of the rules governing copyright practices, there is no need for the additional copyright.txt file. If however you need to modify this query for some reason, the copyright.txt file gives you the ability to do so.

Some sites have noticed that the Electronic Delivery Cleanup program will affect their Copyright list as it moves articles from Delivered to Web to Request Finished at the beginning of the new year. If you would like to avoid seeing those articles, you can change your query to only show items that were routed to Awaiting Copyright Clearance this current calendar year. The ILLiad Client will eventually be changed to have this copyright query be its default, but for now you can change your query as needed.

To update the default query to reference the date the item went to copyright processing and not when it was last touched, the query should read:

select distinct t.PhotoJournalTitle from Transactions t, Tracking k
where t.TransactionNumber = k.TransactionNumber
and (t.transactionstatus != 'Cancelled by ILL Staff'
and t.transactionstatus != 'Cancelled by Customer'
and t.transactionstatus != 'Awaiting Copyright Clearance'
and t.CopyrightAlreadyPaid != 'Yes')
and k.DateTime = (select min(dateTime) from Tracking
where changedto = 'Awaiting Copyright Clearance' and transactionNumber = t.TransactionNumber)
and (k.ChangedTo = 'Awaiting Copyright Clearance')
and datepart(year, k.DateTime) = datepart(year, getdate())
and t.PhotoJournalYear > convert(varchar(4),(datepart(year, getdate()) - 5))
and t.ProcessType = 'Borrowing'
group by t.PhotoJournalTitle
having count(t.PhotoJournalTitle) > 4

You can also make other changes to the copyright query. For example, some institutions interpret copyright law as requiring that the last six years of requested journal titles be considered, rather than just five. If this is the case, the modified query would read as follows:

select distinct t.PhotoJournalTitle from Transactions t, Tracking k
where t.TransactionNumber = k.TransactionNumber
and (t.transactionstatus != 'Cancelled by ILL Staff'
and t.transactionstatus != 'Cancelled by Customer'
and t.transactionstatus != 'Awaiting Copyright Clearance'
and t.CopyrightAlreadyPaid != 'Yes')
and k.DateTime = (select min(dateTime) from Tracking
where changedto = 'Awaiting Copyright Clearance' and transactionNumber = t.TransactionNumber)
and (k.ChangedTo = 'Awaiting Copyright Clearance')
and datepart(year, k.DateTime) = datepart(year, getdate())
and t.PhotoJournalYear > convert(varchar(4),(datepart(year, getdate()) - 6))
and t.ProcessType = 'Borrowing'
group by t.PhotoJournalTitle
having count(t.PhotoJournalTitle) > 4

Another common modification to the copyright query is a change to differentiate between sites in a Shared Server ILLiad system so that each site tracks their own number of requests for "fair use" etc. This is done by referencing the Users Table as in the following query:

select distinct t.PhotoJournalTitle from Transactions t, Tracking k, Users u
where t.TransactionNumber = k.TransactionNumber
and t.username = u.username
and (t.transactionstatus != 'Cancelled by ILL Staff'
and t.transactionstatus != 'Cancelled by Customer'
and t.transactionstatus != 'Awaiting Copyright Clearance'
and t.CopyrightAlreadyPaid != 'Yes')
and k.DateTime = (select min(dateTime) from Tracking
where changedto = 'Awaiting Copyright Clearance' and transactionNumber = t.TransactionNumber)
and (k.ChangedTo = 'Awaiting Copyright Clearance')
and datepart(year, k.DateTime) = datepart(year, getdate())
and t.PhotoJournalYear > convert(varchar(4),(datepart(year, getdate()) - 5))
and t.ProcessType = 'Borrowing'
group by t.PhotoJournalTitle
having count(t.PhotoJournalTitle) > 4

Using these examples you can mix and match to choose the best list for your copyright tracking needs. Remember that this list is showing journal titles of items that might need to be paid for copyright and that some article may get cancelled later in the process. The copyright report you run and submit is the actual list of items that need to be paid.

ADDING AND ENABLING COPYRIGHT.TXT

To add a copyright.txt file do the following:

1. Create a file named copyright.txt, containing the query you wish to use for copyright purposes, and save it on the ILLiad Server. This is usually placed in the ILLiad Share, in the same location as the ILLiadClient.exe.
2. Open the Customization Manager and look under Borrowing - Copyright.
3. Set the CopyrightQuery key to File.
4. Set the CopyrightFile key to either copyright.txt orX:\filepath\copyright.txt . (If the copyright.txt file is located in the same place as the ILLiadClient.exe, copyright.txt will work. If the copyright.txt is located elsewhere on the ILLiad Server or ILLiad Clients, use X:\filepath\copyright.txt, where X:\filepath\ is the drive letter and path to the copyright.txt file.)