aserl’s proposed journal retention agreement aserl directors’ discussion spring 2010 membership...
TRANSCRIPT
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ASERL’s Proposed Journal Retention Agreement
ASERL Directors’ Discussion
Spring 2010 Membership MeetingAtlanta, GA
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A Brief History
• Conceived by Willis & Gherman ~ 10 years ago, focusing on monographs
• Use existing storage facilities as a “bank” of materials that would be stored for long term
• Other libs could weed/de-dupe their circulating collections based on access to “banked” items
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A Little More History• April 2009: ASERL charged Shared
Storage Study Group (SSSG) to draft a proposal; focus now on print journals.
• SSSG Members:• Bob Byrd (Duke) • Millie Jackson (Alabama)• Lynn Sutton (Wake Forest)
• Studied programs & existing agreements at TRLN, PALCI, Orbis/Cascade, Five Colleges, others
• Flo Wilson (Vanderbilt – chairperson)• John Burger & Tim Cherubini (ASERL)
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Overview of The Proposal - 1
• Focused on retrospective holdings of low-use print journals, especially those with reliable digital access.
• Voluntary participation & broad approach – each ASERL library can retain whatever set of titles they feel would be useful, based on completeness & condition.
• A consideration: Level of duplication with other regional retention agreements/systems.
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Overview of The Proposal - 2• Creates a dim archive: Items are retained in
“closed” facility at each library; access is via digital/photocopied surrogates except in unusual cases.
• Retained items verified at the volume level.• Items to be retained thru 2035, with a review
of the agreement in 2020 & 2030.• Requires 24 months notice to exit the
agreement entirely; 12 months notice to relinquish a held set of titles.
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Overview of The Proposal - 3
• Participating libs will note the retention status in their catalogs (process TBD).
• ASERL will maintain a publicly-accessible list on its website of titles retained under this agreement, so others can easily access the information.
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Overview of The Proposal - 4
• No remuneration. Participating libs undertake costs for their own retention activities.
• Libraries that do not have “closed” facilities or otherwise cannot / do not agree to retain items can still consider weeding their collections -- but they have no voice in managing the process going forward.
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Overview of The Proposal - 5
• Each participating library has one representative on the Steering Committee, to determine specific processes and manage affairs going forward
• Existing borrowing agreements remain the same: All ASERL libs can request digitized/photocopied surrogates of retained items using standard ILL processes.
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Feedback So Far
• Two online review / comment sessions. Lots of support – yippee!
• Include partial runs? YES – minor wording change added to draft.
• Can materials be loaned to other libraries but not circulate outside lib? Under review.
• Periodic affirmation/validation of status? Referred to Steering Cmte.
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Questions? Comments?
• Likes / Dislikes?
• What other information do you need to consider participating in this agreement?
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Next Steps
• Recruit participants – start date of August 1?
• Letter from Library Director confirming participation, referring to final draft of agreement
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Data Needed to Participate
• Title(s)• ISSN• Date range• Volume #s in range• Statement re: level
of completeness• Location where
items are retained
• Primary contact person
• Steering Cmte rep
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