144 · Representative Documents: MOUs and Member Agreements
CENTRAL IOWA COLLABORATIVE COLLECTIONS INITIATIVE
Memorandum of Understanding (MOU)
https://ci-cci.org/documents/
designated participant libraries that already own and have recorded holdings of the title. Libraries
will maintain ownership of their designated retention titles. Retention titles will be housed in
facilities operated or shared by the owning library at the expense of that library.
2. Maintenance of the shared collection
Each library will use their best effort to maintain, house, preserve, and make available the titles on its
respective retention list for the duration of this agreement. Libraries will not be held accountable for
regular inventorying of their retention titles but are encouraged to do this when possible as a best
practice.
3. Protection of retention list titles
Each library is expected to take appropriate local steps to protect their retention titles from discard as
outlined in the Acquisitions Addendum. The aim is to facilitate data refresh and also to create the
potential for all participants to identify retention items in OCLC or alternative shared discovery
system.
4. Retention facilities, maintenance requirements, physical handling
Libraries are expected to treat retention titles with the same or better care as other materials in their
collections as regards physical handling, circulation, repairs and restoration.
5. Circulation
Both of the retention copies are expected to circulate. No effort will be made to identify and monitor
a preservation copy. All titles will be searchable in OCLC and available as outlined in the Interlibrary
Loan Addendum.
6. Damaged, lost, missing and replacement copies
Libraries are expected to follow their usual workflows and procedures for identifying, repairing and
replacing retention list titles. They will make a good faith effort to respond to badly damaged
(unloanable) or lost titles in a way that displays sound judgment in the context of the particular title
and its availability to other libraries in the state.
7. Notification about non-replacement or discard of retention titles
If a participating library knowingly elects not to replace a lost or badly damaged retention list title or
if it replaces a retention title with a later edition it must notify the other participant libraries annually
through an agreed standard notification mechanism. This will allow other participants, or the group
as a whole to determine if they want to take further replacement actions. It also provides a
mechanism by which the group can monitor and assess losses to the shared collection.
8. Data refresh
Libraries may choose to take part in a data refresh with updated circulation data and additional
libraries’ holdings at regular intervals. It may also provide opportunities to redistribute retention
loads. Participant libraries will not be required to refresh their data. If a library elects not to refresh
they will not be held responsible for retaining additional titles. They will remain responsible for their
CENTRAL IOWA COLLABORATIVE COLLECTIONS INITIATIVE
Memorandum of Understanding (MOU)
https://ci-cci.org/documents/
designated participant libraries that already own and have recorded holdings of the title. Libraries
will maintain ownership of their designated retention titles. Retention titles will be housed in
facilities operated or shared by the owning library at the expense of that library.
2. Maintenance of the shared collection
Each library will use their best effort to maintain, house, preserve, and make available the titles on its
respective retention list for the duration of this agreement. Libraries will not be held accountable for
regular inventorying of their retention titles but are encouraged to do this when possible as a best
practice.
3. Protection of retention list titles
Each library is expected to take appropriate local steps to protect their retention titles from discard as
outlined in the Acquisitions Addendum. The aim is to facilitate data refresh and also to create the
potential for all participants to identify retention items in OCLC or alternative shared discovery
system.
4. Retention facilities, maintenance requirements, physical handling
Libraries are expected to treat retention titles with the same or better care as other materials in their
collections as regards physical handling, circulation, repairs and restoration.
5. Circulation
Both of the retention copies are expected to circulate. No effort will be made to identify and monitor
a preservation copy. All titles will be searchable in OCLC and available as outlined in the Interlibrary
Loan Addendum.
6. Damaged, lost, missing and replacement copies
Libraries are expected to follow their usual workflows and procedures for identifying, repairing and
replacing retention list titles. They will make a good faith effort to respond to badly damaged
(unloanable) or lost titles in a way that displays sound judgment in the context of the particular title
and its availability to other libraries in the state.
7. Notification about non-replacement or discard of retention titles
If a participating library knowingly elects not to replace a lost or badly damaged retention list title or
if it replaces a retention title with a later edition it must notify the other participant libraries annually
through an agreed standard notification mechanism. This will allow other participants, or the group
as a whole to determine if they want to take further replacement actions. It also provides a
mechanism by which the group can monitor and assess losses to the shared collection.
8. Data refresh
Libraries may choose to take part in a data refresh with updated circulation data and additional
libraries’ holdings at regular intervals. It may also provide opportunities to redistribute retention
loads. Participant libraries will not be required to refresh their data. If a library elects not to refresh
they will not be held responsible for retaining additional titles. They will remain responsible for their
