Transcript ASERL Journal Retention Project

Shared Retention:
Addressing library space needs while ensuring
continued access to historically significant
agricultural collections
Valrie Minson,
Melody Royster,
Chelsea Dinsmore
University of Florida
Three Agricultural Publication Projects
 ASERL: Collaborative Federal Depository Program
 ASERL Journal Retention Project: Agriculture
 Homeward Bound Publications
ASERL: Collaborative Federal
Depository Program
COOPERATIVE COLLECTION BUILDING AND
CENTERS OF EXCELLENCE AMONG
GOVERNMENT DEPOSITORY LIBRARIES FOR
THE ASSOCIATION OF SOUTHEASTERN
RESEARCH LIBRARIES
Chelsea Dinsmore
CFDP Centers of Excellence Background
 ASERL project funded by IMLS
 Create specialized depository libraries
 Spreads retrospective collecting across region
 Voluntary participation
 Promotes cataloging and coordinated collecting
 Goal is to have two “complete” Federal depository
collections across the ASERL region
Approach/Implementation
 Selected agencies
 Created a baseline for a ‘complete’ collection
 Reviewed holdings against baseline
 Distributed list of ‘needs’ on the disposition database
 Cataloged and digitized holdings
Disposition Database
 Provides an automated alert system when a selective
posts documents for offer.
 Allows regionals to review items their selectives wish
to dispose of
 Separate Gap Analysis Database


Upload record sets for claimed agencies
Available reports: compiled list of documents for an agency OR
titles not listed in their collections (needs list)
UF: Current Status
 National Recovery Administration is complete and
available online
 Panama Canal Zone is nearing completion with
regards to distributed materials, though some ‘grey’
materials are still in queue
 Ag collection materials are identified and in process

Division of Seeds; Bureau of Animal Industry; Plant Quar.; etc.
 NCLIS materials have been acquired in print and
electronically.
ASERL Journal Retention
Project
COOPERATIVE JOURNAL RETENTION
PROGRAM FOR THE ASSOCIATION OF
SOUTHEASTERN RESEARCH LIBRARIES
Valrie Minson
Melody Royster
Cooperative Journal Retention Background
 Track journal retention commitments in ASERL
 Participation is voluntary. Requires letter of
agreement from library dean to comply with policy
outlined within the Cooperatively Retention Policy
Agreement
 Retention agreement is effect through December 31,
2035.
Association of Southeastern Research Libraries. Retrieved 3/28/2014, from http://www.aserl.org/programs/j-retain/
Approach/Implementation
 Core agricultural titles were identified and complied
from existing agricultural titles projects
 Additional titles were added through analyzing leading
agricultural databases (CAB Abstracts, AGRICOLA, and
Journal Citation Reports)
 Social Science, Psychological, and Vet Med titles were
excluded
 Title list was distributed and edited by ASERL librarians
and NAL
Current Status
 Unclaimed or “orphan” titles are being evaluated
 Journal’s bibliographic information (titles, print
ISSN and OCLC numbers) are available in the
Journal Retention and Needs Listing (JRNL) Tool
Journal Retention and Needs Listing Tool
Journal Retention and Needs Listing LibGuide :
http://guides.uflib.ufl.edu/jrnl
Next Steps
 Schools will soon verify their selected journal
holdings
 Use JRNL to report holdings and identify gaps
 Store selected journal according to the Journal
Retention Program Agreement
Homeward Bound:
Agricultural Publications Project
Valrie Minson
Chelsea Dinsmore
Background
 Needed to utilize space and remove problematic
compact shelving
 Many were duplicated in storage or general
collection
 Return agricultural “State” publications to home
institution
Approach/Implementation
 Create list of publications
 Separate by state
 Communicate with library deans from other states
 Address Florida publications
 Is it a duplicate or does it have a digital copy?
 Should it be digital?
 Should it go in shared storage? Online Archives?
 Additional questions about non-Florida publications:
 Subject relevant?
 Digital (if so, should we include in an online collection?)
Next Steps
 Homeward Bound:
 Measure large volume shipments
 Withdraw items
 Mail titles to home institution/state
 Received strong interest in return of materials
 Digitize:
 Develop list of materials for digitization by Internet Archive
 Address future Florida digitization needs
 Future:
 Identify how to address future incoming print
 Assisted with discussions about the future of our online collections and
preservation requirements