SPEC Kit 337: Print Retention Decision Making · 153
ARIZONA STATE UNIVERSITY
WEST: Collections Model
Page 8
Validation
Validation of a journal backfile includes two components: 1) proactive compilation and verification of
completeness of the backfile in a single location and 2) verification of the condition of the material.
The level of validation recommended for a title is determined by the Title Category and the designated
Archive Type for that category. Some titles will not be validated at all (Bronze Archive Type) while some
titles will be validated for completeness only (Silver), and some will be validated for completeness and
condition (Gold).
This approach allows WEST members to scale efforts on print backfiles while calibrating the level of
effort by risk level more effort is placed on higher risk titles less effort on lower risk titles.
Validation instills confidence in the partners to know just what reasonable efforts have been made by
the Archive Provider to secure a near complete, good condition backfile.
Proposed standards for validation are outlined in the “Standards for Issue and Volume Level
Validation” (Appendix E). These standards explicitly define what a reasonable effort is to ensure
completeness and condition, including some aspects pertinent to the “call for holdings” process
mentioned below. WEST Archive Providers are expected to adhere to these standards. Modifications to
these standards are made by the governing body for collections (the Collections Council).
The Collections Council may re-‐calibrate aspects of the validation standards in the first three years
including:
• Whether to change an archive type for a title category
• Whether to allow, disallow or modify certain conditions in Gold archives
• Whether to disclose each condition in bibliographic records or to group the conditions into
some form of general vocabulary (fair, good, excellent) for Gold archives
• Whether a periodic audit of the archives is needed to ensure compliance with the validation
standards. If so, develop a statistical methodology that can be reused periodically and outline
desired responses in the event of a deficient audit.
Call for Holdings and Filling Gaps (Silver and Gold Archives)
Titles that fall into the Silver and Gold Archive Types will be proactively assembled by Archive Providers.
ARIZONA STATE UNIVERSITY
WEST: Collections Model
Page 8
Validation
Validation of a journal backfile includes two components: 1) proactive compilation and verification of
completeness of the backfile in a single location and 2) verification of the condition of the material.
The level of validation recommended for a title is determined by the Title Category and the designated
Archive Type for that category. Some titles will not be validated at all (Bronze Archive Type) while some
titles will be validated for completeness only (Silver), and some will be validated for completeness and
condition (Gold).
This approach allows WEST members to scale efforts on print backfiles while calibrating the level of
effort by risk level more effort is placed on higher risk titles less effort on lower risk titles.
Validation instills confidence in the partners to know just what reasonable efforts have been made by
the Archive Provider to secure a near complete, good condition backfile.
Proposed standards for validation are outlined in the “Standards for Issue and Volume Level
Validation” (Appendix E). These standards explicitly define what a reasonable effort is to ensure
completeness and condition, including some aspects pertinent to the “call for holdings” process
mentioned below. WEST Archive Providers are expected to adhere to these standards. Modifications to
these standards are made by the governing body for collections (the Collections Council).
The Collections Council may re-‐calibrate aspects of the validation standards in the first three years
including:
• Whether to change an archive type for a title category
• Whether to allow, disallow or modify certain conditions in Gold archives
• Whether to disclose each condition in bibliographic records or to group the conditions into
some form of general vocabulary (fair, good, excellent) for Gold archives
• Whether a periodic audit of the archives is needed to ensure compliance with the validation
standards. If so, develop a statistical methodology that can be reused periodically and outline
desired responses in the event of a deficient audit.
Call for Holdings and Filling Gaps (Silver and Gold Archives)
Titles that fall into the Silver and Gold Archive Types will be proactively assembled by Archive Providers.
