SPEC Kit 345: Shared Print Programs · 195
WESTERN REGIONAL STORAGE TRUST
Western Regional Storage Trust Member Agreement. Attachment 2. WEST Archive Holder/Builder Re-
sponsibilities
WEST Member Agreement Attachment 2 08/19/2011 Attachment 2-2
Example 4 (Silver, Gold, or Platinum Archive):
One library (D) does not have a storage facility, but through the collection analysis process, is proposed as the
Archive Builder for a journal family. The library is able to house the backfile in appropriate environmental
conditions. The library is declared the Archive Builder and calls for, receives and validates holdings from the
broader membership to complete the backfile.
Archive Holder Responsibilities
An Archive Holder is responsible for
Retaining print backfiles for an agreed upon preservation horizon as defined in the WEST Program Statement
Providing access to WEST backfiles according to the WEST Access Policy
For Bronze Archives, responsibilities include:
o disclosing holdings according to the WEST Disclosure Standards. This also includes re-disclosing holdings
that are moved to storage later.
o Preparing progress reports and other ad hoc reports
o Receiving gifts from WEST libraries to fill in gaps
o Responding to WEST member inquiries and offers for holdings contributions
Communicating and coordinating with the Administrative Host and other Archive Holders
Participating in WEST consortial activities, particularly inter-Archive Holder activities (e.g. training, developing
and sharing best practices, coordinating deselections)
Providing a single point of contact for project management
Archive Builder Responsibilities (Silver, Gold, Platinum Archive Types)
In addition to the Archive Holder responsibilities, the Archive Builder is also responsible for
Creating archives within a validation cycle for a predefined set of journal families and budgeted number of
volumes determined by WEST partners.
o Conducting two “calls for holdings” within the validation cycle as described in the “Call for Holdings and
Gap Filling process.” This includes initial pre-validation holdings verification.
o Validating holdings according to the “Standards for Issue and Volume Level Validation.”
o Using reasonable efforts to complete validation within the designated validation cycle.
o Preparing “wish lists” or “gap” reports at the end of the validation cycle
o Preparing progress reports and other ad hoc reports for each validation cycle
o Receiving gifts from WEST libraries to fill in gaps, after the validation cycle is complete
o Responding to WEST member inquiries and offers for holdings contributions
Disclosing print backfile holdings in OCLC according to WEST Disclosure Standards, which are informed by WEST
validation standards
Receiving and managing funds intended for archive creation services
Hiring or otherwise allocating appropriately skilled staff to carry out archive creation services. Special training
for project management and validation is required previous serials management experience is very important.
Sample position descriptions are made available by the Administrative Host.
Preparing reports using standard templates or on an ad hoc basis. Reports may be used by WEST member
libraries, the Administrative Host, WEST Governing bodies, the Mellon Foundation and non-WEST libraries.
WESTERN REGIONAL STORAGE TRUST
Western Regional Storage Trust Member Agreement. Attachment 2. WEST Archive Holder/Builder Re-
sponsibilities
WEST Member Agreement Attachment 2 08/19/2011 Attachment 2-2
Example 4 (Silver, Gold, or Platinum Archive):
One library (D) does not have a storage facility, but through the collection analysis process, is proposed as the
Archive Builder for a journal family. The library is able to house the backfile in appropriate environmental
conditions. The library is declared the Archive Builder and calls for, receives and validates holdings from the
broader membership to complete the backfile.
Archive Holder Responsibilities
An Archive Holder is responsible for
Retaining print backfiles for an agreed upon preservation horizon as defined in the WEST Program Statement
Providing access to WEST backfiles according to the WEST Access Policy
For Bronze Archives, responsibilities include:
o disclosing holdings according to the WEST Disclosure Standards. This also includes re-disclosing holdings
that are moved to storage later.
o Preparing progress reports and other ad hoc reports
o Receiving gifts from WEST libraries to fill in gaps
o Responding to WEST member inquiries and offers for holdings contributions
Communicating and coordinating with the Administrative Host and other Archive Holders
Participating in WEST consortial activities, particularly inter-Archive Holder activities (e.g. training, developing
and sharing best practices, coordinating deselections)
Providing a single point of contact for project management
Archive Builder Responsibilities (Silver, Gold, Platinum Archive Types)
In addition to the Archive Holder responsibilities, the Archive Builder is also responsible for
Creating archives within a validation cycle for a predefined set of journal families and budgeted number of
volumes determined by WEST partners.
o Conducting two “calls for holdings” within the validation cycle as described in the “Call for Holdings and
Gap Filling process.” This includes initial pre-validation holdings verification.
o Validating holdings according to the “Standards for Issue and Volume Level Validation.”
o Using reasonable efforts to complete validation within the designated validation cycle.
o Preparing “wish lists” or “gap” reports at the end of the validation cycle
o Preparing progress reports and other ad hoc reports for each validation cycle
o Receiving gifts from WEST libraries to fill in gaps, after the validation cycle is complete
o Responding to WEST member inquiries and offers for holdings contributions
Disclosing print backfile holdings in OCLC according to WEST Disclosure Standards, which are informed by WEST
validation standards
Receiving and managing funds intended for archive creation services
Hiring or otherwise allocating appropriately skilled staff to carry out archive creation services. Special training
for project management and validation is required previous serials management experience is very important.
Sample position descriptions are made available by the Administrative Host.
Preparing reports using standard templates or on an ad hoc basis. Reports may be used by WEST member
libraries, the Administrative Host, WEST Governing bodies, the Mellon Foundation and non-WEST libraries.
