SPEC Kit 337: Print Retention Decision Making · 133
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
Final Draft --ASERL Collaborative Journal Retention Program Agreement --REVISED January 2011
4. Retention Facilities
4.1. Items that are to be retained under this agreement will be housed in one of the following types of
facilities
Remote Storage Facility Locked /Secured Stacks Open Stacks
An environmentally controlled,
secured facility that is not open
for public browsing
On-site access that is
not open for public browsing
Open for public
browsing
5. Ownership and Maintenance of Retained Materials
5.1. The ownership of materials designated for retention under this agreement shall remain the
property of the library that originally purchased the item(s). The library that agrees to retain a set
of journals will verify the degree of completeness of the set to the volume level.
5.2. Upon agreeing to retain a set of journals, the retaining library will visually inspect each volume to
ensure its serviceable condition. Serviceable condition will be defined as physically usable.
Materials infested by mold or otherwise in a state of obvious deterioration will not be accepted for
retention.
5.3. Should a participating library be unwilling or unable to retain a set of journals that were designated
as part of this agreement, that library must provide 12 months written notice to ASERL and offer to
transfer ownership of said journals to another ASERL library for retention under this agreement.
6. Operational Costs
6.1. All costs and workload for staffing and maintaining the facilities and retained materials will be
borne by the library that undertakes the agreement.
7. Duplicate Materials
7.1. Any ASERL library may at its discretion retain duplicates of items retained under this agreement
by other members of ASERL. No ASERL library will be required to discard any materials.
8. Circulation
8.1. Access to the contents of retained journals will be through electronic or paper duplication, or on-
site access to specified items at the contributing library’s discretion.
8.2. The current circulation status of contributed titles must be accurately reported to indicate levels of
risk. Levels of potential risk are defined in the table below:
Remote Storage Facility
Locked /Secured
Stacks Open Stacks
Non-
Circulating
Lowest Risk Low Risk Moderate Risk
Building Use
Only Low Risk Low -Moderate Risk
Moderate -High
Risk
Circulating Moderate Risk Moderate -High Risk Highest Risk
9. Lost or Damaged Materials
9.1. In the event of loss, damage or deterioration, the participating library shall use reasonable efforts
to promptly obtain replacement copies of any of the retained items. Original artifactual copies are
always preferred, but facsimiles are acceptable when necessary.
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
Final Draft --ASERL Collaborative Journal Retention Program Agreement --REVISED January 2011
4. Retention Facilities
4.1. Items that are to be retained under this agreement will be housed in one of the following types of
facilities
Remote Storage Facility Locked /Secured Stacks Open Stacks
An environmentally controlled,
secured facility that is not open
for public browsing
On-site access that is
not open for public browsing
Open for public
browsing
5. Ownership and Maintenance of Retained Materials
5.1. The ownership of materials designated for retention under this agreement shall remain the
property of the library that originally purchased the item(s). The library that agrees to retain a set
of journals will verify the degree of completeness of the set to the volume level.
5.2. Upon agreeing to retain a set of journals, the retaining library will visually inspect each volume to
ensure its serviceable condition. Serviceable condition will be defined as physically usable.
Materials infested by mold or otherwise in a state of obvious deterioration will not be accepted for
retention.
5.3. Should a participating library be unwilling or unable to retain a set of journals that were designated
as part of this agreement, that library must provide 12 months written notice to ASERL and offer to
transfer ownership of said journals to another ASERL library for retention under this agreement.
6. Operational Costs
6.1. All costs and workload for staffing and maintaining the facilities and retained materials will be
borne by the library that undertakes the agreement.
7. Duplicate Materials
7.1. Any ASERL library may at its discretion retain duplicates of items retained under this agreement
by other members of ASERL. No ASERL library will be required to discard any materials.
8. Circulation
8.1. Access to the contents of retained journals will be through electronic or paper duplication, or on-
site access to specified items at the contributing library’s discretion.
8.2. The current circulation status of contributed titles must be accurately reported to indicate levels of
risk. Levels of potential risk are defined in the table below:
Remote Storage Facility
Locked /Secured
Stacks Open Stacks
Non-
Circulating
Lowest Risk Low Risk Moderate Risk
Building Use
Only Low Risk Low -Moderate Risk
Moderate -High
Risk
Circulating Moderate Risk Moderate -High Risk Highest Risk
9. Lost or Damaged Materials
9.1. In the event of loss, damage or deterioration, the participating library shall use reasonable efforts
to promptly obtain replacement copies of any of the retained items. Original artifactual copies are
always preferred, but facsimiles are acceptable when necessary.
