132 · Representative Documents: Collaborative Shelving Facility Strategies
ASSOCIATION OF SOUTHEASTERN RESEARCH LIBRARIES
ASERL Collaborative Journal Retention Program Agreement
http://www.aserl.org/wp-content/uploads/2011/07/ASERL_Journal_Retention_Agreement_FINAL.pdf
Approved April 2011
ASERL Collaborative Journal Retention Program Agreement
Introduction
ASERL libraries seek new options for sharing the costs and effort of long-term retention of print journals.
The policies contained in this document have been reviewed and approved by the ASERL Board of
Directors and all participating ASERL libraries. The following agreement provides assurance that the
journals designated under this agreement will be retained and available for research purposes as long as
the need reasonably exists, thereby allowing participating ASERL libraries to consider withdrawing
duplicates of said items from their campus collections, and to rely with confidence on access to the
retained copies.
1. Governance
1.1. The program will be governed by a Steering Committee consisting of one representative of each
participating library and a liaison from the ASERL Board of Directors. Each participating library
director will designate the Steering Committee member. The ASERL Executive Director shall be
an ex officio member of the committee and shall be non-voting except to decide any tie votes.
2. Duration of Agreement, Discontinuance of Participation
2.1. This agreement shall be in effect through December 31, 2035, upon which time this agreement
may be renewed as desired by participating libraries. This agreement will be reviewed in 2020
and 2030 to ensure it continues to provide value to participants.
2.2. Any modification, amendments or other changes to this agreement must be approved by a 2/3
majority vote of the Steering Committee and a review of the ASERL Board.
2.3. A participating library may opt to discontinue their participation in this agreement at any time
without penalty, but must provide written notice to the Steering Committee a minimum of 24
months prior to withdrawing from the agreement.
3. Selection and Identification of Retained Materials
3.1. This agreement is designed primarily for storing low use print journals.
3.2. Materials will be selected for retention based on the completeness of the journal set and their
quality/condition.
3.3. Participating libraries shall note the retention status of designated items within their local catalogs
and/or other collection management systems, as deemed appropriate by the Steering Committee.
3.4. ASERL shall maintain a free and publicly accessible list describing the journals retained under this
agreement, as deemed appropriate by the Steering Committee.
3.5. The participating library shall maintain all of the designated journals in their original, artifactual
form whenever possible. If necessary because of damage to or loss of the original of any of the
materials, a hard copy facsimile may be used to fill in gaps.
ASSOCIATION OF SOUTHEASTERN RESEARCH LIBRARIES
ASERL Collaborative Journal Retention Program Agreement
http://www.aserl.org/wp-content/uploads/2011/07/ASERL_Journal_Retention_Agreement_FINAL.pdf
Approved April 2011
ASERL Collaborative Journal Retention Program Agreement
Introduction
ASERL libraries seek new options for sharing the costs and effort of long-term retention of print journals.
The policies contained in this document have been reviewed and approved by the ASERL Board of
Directors and all participating ASERL libraries. The following agreement provides assurance that the
journals designated under this agreement will be retained and available for research purposes as long as
the need reasonably exists, thereby allowing participating ASERL libraries to consider withdrawing
duplicates of said items from their campus collections, and to rely with confidence on access to the
retained copies.
1. Governance
1.1. The program will be governed by a Steering Committee consisting of one representative of each
participating library and a liaison from the ASERL Board of Directors. Each participating library
director will designate the Steering Committee member. The ASERL Executive Director shall be
an ex officio member of the committee and shall be non-voting except to decide any tie votes.
2. Duration of Agreement, Discontinuance of Participation
2.1. This agreement shall be in effect through December 31, 2035, upon which time this agreement
may be renewed as desired by participating libraries. This agreement will be reviewed in 2020
and 2030 to ensure it continues to provide value to participants.
2.2. Any modification, amendments or other changes to this agreement must be approved by a 2/3
majority vote of the Steering Committee and a review of the ASERL Board.
2.3. A participating library may opt to discontinue their participation in this agreement at any time
without penalty, but must provide written notice to the Steering Committee a minimum of 24
months prior to withdrawing from the agreement.
3. Selection and Identification of Retained Materials
3.1. This agreement is designed primarily for storing low use print journals.
3.2. Materials will be selected for retention based on the completeness of the journal set and their
quality/condition.
3.3. Participating libraries shall note the retention status of designated items within their local catalogs
and/or other collection management systems, as deemed appropriate by the Steering Committee.
3.4. ASERL shall maintain a free and publicly accessible list describing the journals retained under this
agreement, as deemed appropriate by the Steering Committee.
3.5. The participating library shall maintain all of the designated journals in their original, artifactual
form whenever possible. If necessary because of damage to or loss of the original of any of the
materials, a hard copy facsimile may be used to fill in gaps.
