192 · Representative Documents: MOUs and Member Agreements
WESTERN REGIONAL STORAGE TRUST
Western Regional Storage Trust Member Agreement. Attachment 1. WEST Program Statement
WEST Member Agreement Attachment 1 08/19/2011 Attachment 1-2
program. The Executive Committee will review and may modify the WEST Retention Date at least once every
five years. WEST retention commitments survive membership in WEST.
2.3. Ownership: Members will retain ownership and title to the materials for which they are the Archive Holder.
Materials which are relocated to an Archive Holder will become property of the Archive Holder (if allowed by
state laws and regulations). Archive Holders agree not to sell, discard, donate, or otherwise relinquish
ownership or control of any of the archived materials prior to the Retention Date, except to transfer materials
to another WEST Archive Holder or with permission of the Executive Committee.
2.4. Contributing holdings: Members agree to use their best efforts to contribute holdings via physical transfer of
materials from local collections to complete the archived backfile held by any Archive Holder as recommended
by the WEST Operations and Collections Council.
2.5. Archiving Facilities: Archive Holders agree to maintain WEST materials in archival locations suitable for the
materials as established by the Operations and Collections Council. Archiving facilities are defined to include 1)
separate high-density library storage facilities 2) library locations with controlled access and appropriate
environmental conditions, and 3) campus library shelving (for least-risk items).
2.6. Original Form. Archive Holders agree to maintain all of the archived materials in their original, artifactual form
whenever possible.
2.7. Review of Materials (Validation): Archive Builders agree to examine all newly-archived materials according to
the requirements for the level of validation specified by the Operations and Collections Council for those
materials.
2.8. Holdings disclosure: Archive Holders agree to take all steps reasonably necessary to cause all of the archived
materials, and information about their accessibility to potential users, to be registered in union catalogs and
other applicable system(s) as established by WEST disclosure policy.
2.9. Access to the Materials: Archive Holders agree to make the materials available to other WEST members in
accordance with the applicable Interlibrary Loan policies and procedures of the Archive Holder as follows
2.9.1. Reproductions: Archive Holders agree to fulfill requests for photocopies/electronic delivery of any of the
archived materials.
2.9.2. Building Use Only: Original materials may only be provided for onsite use at the Archive Holder library or
at the requesting WEST Member library.
3. Financial Obligations
3.1 Financial Support to the WEST Program: WEST Members agree to provide financial support to WEST through
payments to the Administrative Host as specified in an annual budget and cost-sharing formula developed by
the WEST Executive Committee and approved by the WEST membership, which formula is incorporated by
reference herein.
3.2. Financial Support to Archive Builders: Archive Holders that also serve as Archive Builders may receive funding
from the WEST program to help support their services as Archive Builders if approved and budgeted by WEST.
3.3. Absorbed Costs: WEST members agree to be responsible for all of the costs and expenses associated with
maintaining the materials, contributing holdings to other Archive Holders (including transportation costs), and
deselecting materials from local collections.
WESTERN REGIONAL STORAGE TRUST
Western Regional Storage Trust Member Agreement. Attachment 1. WEST Program Statement
WEST Member Agreement Attachment 1 08/19/2011 Attachment 1-2
program. The Executive Committee will review and may modify the WEST Retention Date at least once every
five years. WEST retention commitments survive membership in WEST.
2.3. Ownership: Members will retain ownership and title to the materials for which they are the Archive Holder.
Materials which are relocated to an Archive Holder will become property of the Archive Holder (if allowed by
state laws and regulations). Archive Holders agree not to sell, discard, donate, or otherwise relinquish
ownership or control of any of the archived materials prior to the Retention Date, except to transfer materials
to another WEST Archive Holder or with permission of the Executive Committee.
2.4. Contributing holdings: Members agree to use their best efforts to contribute holdings via physical transfer of
materials from local collections to complete the archived backfile held by any Archive Holder as recommended
by the WEST Operations and Collections Council.
2.5. Archiving Facilities: Archive Holders agree to maintain WEST materials in archival locations suitable for the
materials as established by the Operations and Collections Council. Archiving facilities are defined to include 1)
separate high-density library storage facilities 2) library locations with controlled access and appropriate
environmental conditions, and 3) campus library shelving (for least-risk items).
2.6. Original Form. Archive Holders agree to maintain all of the archived materials in their original, artifactual form
whenever possible.
2.7. Review of Materials (Validation): Archive Builders agree to examine all newly-archived materials according to
the requirements for the level of validation specified by the Operations and Collections Council for those
materials.
2.8. Holdings disclosure: Archive Holders agree to take all steps reasonably necessary to cause all of the archived
materials, and information about their accessibility to potential users, to be registered in union catalogs and
other applicable system(s) as established by WEST disclosure policy.
2.9. Access to the Materials: Archive Holders agree to make the materials available to other WEST members in
accordance with the applicable Interlibrary Loan policies and procedures of the Archive Holder as follows
2.9.1. Reproductions: Archive Holders agree to fulfill requests for photocopies/electronic delivery of any of the
archived materials.
2.9.2. Building Use Only: Original materials may only be provided for onsite use at the Archive Holder library or
at the requesting WEST Member library.
3. Financial Obligations
3.1 Financial Support to the WEST Program: WEST Members agree to provide financial support to WEST through
payments to the Administrative Host as specified in an annual budget and cost-sharing formula developed by
the WEST Executive Committee and approved by the WEST membership, which formula is incorporated by
reference herein.
3.2. Financial Support to Archive Builders: Archive Holders that also serve as Archive Builders may receive funding
from the WEST program to help support their services as Archive Builders if approved and budgeted by WEST.
3.3. Absorbed Costs: WEST members agree to be responsible for all of the costs and expenses associated with
maintaining the materials, contributing holdings to other Archive Holders (including transportation costs), and
deselecting materials from local collections.
