Academic libraries often struggle to control unlicensed use of subscription resources, leading to increasing costs and risking service. This article explores some of the strategies for combating misuse of library resources.
Preventing unlicensed use of library resources is essential to managing rising costs and sustaining a healthy scholarly publishing ecosystem. At ACS Publications, subscription revenue is reinvested directly into the scientific community and supports research integrity activities such as rigorous peer review, editorial independence, and the long-term preservation of the scholarly record. When license terms are circumvented, whether intentionally or inadvertently, those shared investments are put at risk and the integrity of the publishing process can be compromised.
The good news is that libraries have practical, achievable options for protecting their licensed resources that will avoid unnecessary friction for users. By implementing some or all of the measures below, libraries can reduce the risk of access disruptions, strengthen compliance with academic license agreements, and ensure that costs and access responsibilities are shared fairly and transparently.
In this Article:
Tighten authentication and access controls
Add clear, visible acceptable use guidelines
Create a legitimate alternative for incubators and/or local businesses
Document and escalate repeat abuse
Tighten authentication and access controls
Use institution‑only authentication such as single sign‑on (SSO) using school credentials and remind users not to share credentials. This ensures the people using campus resources are affiliated with the school. Additionally, regular IP range audits should be performed, where any off-site IPs are removed from direct access to subscription content.
It is also important to regularly inactivate alumni and former staff accounts. Once employment or enrollment ends, work with IT to ensure accounts are deactivated.
Many libraries have the option for guests to come in and use computers and other resources. If your mission requires public access to resources, you can still provide open web resources (Google Scholar, PubMed Central, ERIC) and restrict licensed databases to authenticated users only. This balances community goodwill with license compliance. Additional safeguards, such as time-limited sessions, restrictions on bulk downloads, and disabled external storage options can further reduce risk while maintaining community access.
Add clear, visible acceptable use guidelines
This sounds minor, but it works, especially when paired with enforcement. Users, especially those with dual appointments, may not be aware of usage restrictions in licenses, and clarifying administration-approved appropriate use policies can make an immediate impact. Policies should clearly define who is authorized to access content; prohibited activities such as commercial use, resale of content, systemic downloading, and credential sharing; potential consequences of breaking the policy.
Sample language: “Library databases are licensed for use by students, faculty, and staff and for research benefitting [school name] only. Systematic downloading, resale, and use for commercial or business research support is prohibited by our license agreements, even by users affiliated with [school name]. Users in violation of this policy may risk loss of access.”
Notices can be placed on database landing pages, LibGuides, proxy login pages (even a checkbox helps build awareness), and on‑site signage near public terminals. This provides clear user notice and documentation if you later block or confront misuse. Ensuring users are aware of policy can also help you gain support from vendors if violations occur.
Finally, remind users of the acceptable use policies during instruction and trainings sessions, and consider sending a campus-wide reminder each term. Normalizing compliance helps ensure appropriate access as well as securing your system.
Create a legitimate alternative for incubators and/or local businesses
Licenses with ACS Publications explicitly prohibit allowing corporate usage of academic subscriptions, especially in instances when the academic institution is charging for this access. If local businesses are coming to the library to download subscription content and you would like to maintain your relationship, you can direct them to public library databases and open‑access research sources and provide on‑site reference help using open resources only. If users need subscription content as well, direct them to the vendor or a document delivery service (DDS). ACS Publications works closely with many DDS to help keep the prices low for individual article purchases. (Contact us to learn more.) Ensuring community users understand that “We want to help, but not by violating our licenses” helps keep everyone protected from suspended access, unexpected fees, and potentially legal consequences.
For users with dual appointments, navigating the appropriate use landscape can be difficult. Remind such users to ask themselves who the research is benefitting each time they access content and then ensure they are logging into the correct account for access each time. Some suggestions for ensuring the account matches the research for the ACS Publications platform is available in a short video introducing our platform; additional tutorials are available on the Resources for Researchers page.
Similarly, some schools have associated incubator groups, and users may not be aware that access through the school’s account is typically prohibited. The best option is to have incubators set up an account directly, and this can be done at low (or no) cost for start-ups. Once a separate entity, such as LLC or partnership, is formed, the new entity should establish a relationship that is separate from the school’s for subscription content. This arrangement protects both the school and the new entity protected.
Document and escalate repeat abuse
Most major vendors (EBSCO, ProQuest, JSTOR, Elsevier, Gale, etc.) already monitor unusual download volumes, commercial patterns of use, and repeated access from the same IP/device. At ACS Publications, we utilize automatic alerts for preset thresholds that indicate potential abuse. Account administrators can also log in to their account to download COUNTER reports for each month. Vendors often prefer that you proactively address misuse rather than wait until they suspend access due to suspected abuse.
If specific businesses are clearly exploiting access to subscription content, document the dates, IP addresses, and any patterns in use. Involving your administration and vendors early can help protect the library from escalating costs.
You don’t need to become the “database police”. Making misuse inconvenient, visible, and non‑anonymous can help ensure content is used appropriately to benefit the university. Libraries who have taken steps to secure their accounts often see an immediate reduction in abuse, and vendor relationships often improve because you’re seen as proactive in fighting misuse.