Print Retention Decision Making, SPEC Kit 337 (October 2013)

Britton, Scott; Renaud, John

SPEC Kit 337: Print Retention Decision Making · 123
Off-site Shelving Strategies

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122 · Representative Documents: On-site Shelving Strategies
PENNSYLVANIA STATE UNIVERSITY
Collection Retention Working Group: Report and Recommendations
12
Recommendation: Create a Collections Coordinator position to oversee collections issues,
strategies, and assessment (urgent).
Recommendation: Create a collection management processes team to centrally manage the
de-duping, moving, and withdrawing workflow and related processes. This team will
support the decision-making process of the selectors to facilitate a more consistent and
efficient workflow (short term).
Recommendation: Generate and distribute regular reports related to collection
maintenance.
Reinstate the missing/lost and withdrawal process (short term).
Missing items reports should be reviewed on a regular basis and titles evaluated for
replacement (continuous).
Duplicate item lists should be reviewed on a regular basis and materials evaluated for
retention and location (continuous).
Recommendation: Generate regularly scheduled collections reports for review as
determined by selectors, which will include reports on duplication, circulation, and other
relevant data to aid selectors in identifying materials for annexing and withdrawal
(continuous).11
V. Increase leadership in cooperative decision-making.
Recommendation: Identify and review existing and proposed consortial and print retention
agreements to ensure awareness and adherence (continuous).
Recommendation: Adopt a more proactive role in defining consortial or shared print
obligations, standards, and strategies (continuous).
Recommendation: Develop standard policies, processes, and workflows for current and
future consortial agreements (short term).
Recommendation: Register and participate in the CRL Print Archives Preservation
Registry (http://www.crl.edu/news/8274) (short term).
Recommendation: Assess the need for closer consortial relationships with Commonwealth
partners (short term).
Recommendation: Explore and move forward on shared print repository and consortial
relationships within Pennsylvania, PALCI, ARL, etc. (medium term).
11 For example, in a phased approach by call number ranges, annually or biannually.

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SPEC Kit 337: Print Retention Decision Making (October 2013) resources

124 · Representative Documents: Off-site Shelving Strategies
ARIZONA STATE UNIVERSITY
General Guidelines for Identifying Items for Storage
General Guidelines for Identifying Items for Storage
18 May 2007
These guidelines are not intended to be discipline-specific, but are to be interpreted as
general rules for the automatic removal of materials to the Remote Storage facility. There
may be exceptions to these guidelines depending on discipline.
1. JSTOR titles: Print copies of titles included in JSTOR packages should be removed
with respect to the moving wall in JSTOR.
2. Print/digital journal overlap: If the electronic version of a journal is available, the print
should be removed.
3. ASU Theses and Dissertations: with the purchase of the ProQuest Dissertations and
Theses Full-Text, the print copies of these should be removed.
4. If there is a current edition for a monograph that supersedes previous editions held, the
previous editions should be removed.
Discipline-specific decisions must be made by subject liaisons. Here are some ideas of
things to be taken into consideration when evaluating materials for storage (revised from
other policies):
A. Periodicals and electronic resources may be sent to Remote Storage when:
• The library has only fragments of a title which do not justify the cost of filling out
the run with an alternative format.
• A title has not been currently subscribed to for more than ten years and its value is
unapparent.
• A title has not been currently subscribed to for at least five years and the related
programs have been discontinued.
B. Due to space limitations and in the interest of keeping the materials most relevant to
the support of the ASU curricula and research needs readily available, materials not
supporting current ASU curricula or that are less in demand due to age or topic are
moved to remote storage at the discretion of the collection librarian or library liaison.

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Page 9Survey Results click to expand contents

Page 71Representative Documents click to expand contents

Page 73Collection Management Strategies click to expand contents

Page 101On-site Shelving Strategies click to expand contents

Page 123Off-site Shelving Strategies click to expand contents

Page 129Collaborative Shelving Facility Strategies click to expand contents

Page 173Last Copy Agreements click to expand contents

Page 183Material Retrieval Request Procedures click to expand contents

Page 207Selected Resources click to expand contents

SPEC Kit 337: Print Retention Decision Making (October 2013) resources

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