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Valrie Minson, Melody Royster,
Chelsea Dinsmore,University of Florida
Shared Retention: Addressing library space needs while
ensuring continued access to historically significant agricultural collections
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Three Agricultural Publication Projects
ASERL: Collaborative Federal Depository Program
ASERL Journal Retention Project: Agriculture
Homeward Bound Publications
ASERL: Alabama, Florida, Georgia, Kentucky, Louisiana, (Maryland), Mississippi, NAL, North Carolina, South Carolina, Tennessee, Virginia
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COOPERATIVE COLLECTION BUILDING AND CENTERS OF EXCELLENCE AMONG GOVERNMENT
DEPOSITORY L IBRARIES FOR THE ASSOCIATION OF SOUTHEASTERN RESEARCH LIBRARIES
ASERL: Collaborative Federal Depository
Program
Chelsea Dinsmore
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CFDP Centers of Excellence Background
ASERL project funded by IMLS Create specialized depository libraries Spreads retrospective collecting across region Voluntary participation Promotes cataloging and coordinated
collecting Goal is to have two “complete” Federal
depository collections across the ASERL region
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Approach/Implementation
Select agencies Created a baseline for a ‘complete’ collection Review holdings against baseline Distribute list of ‘needs’ on the disposition
database Catalog and digitize holdings
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Disposition Database
Provides an automated alert system when a selective posts documents for offer.
Allows regionals to review items their selectives wish to dispose of
Separate Gap Analysis Database Upload record sets for claimed agencies Available reports: compiled list of documents for an
agency OR titles not listed in their collections (needs list)
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UF: Current Status
National Recovery Administration is complete and available online
Panama Canal Zone is nearing completion with regards to distributed materials, though some ‘grey’ materials are still in queue
Ag collection materials are identified and in process Division of Seeds; Bureau of Animal Industry; Plant
Quar.; etc. NCLIS materials have been acquired in print
and electronically.
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COOPERATIVE JOURNAL RETENTION PROGRAM FOR THE ASSOCIATION OF SOUTHEASTERN RESEARCH
LIBRARIES
ASERL Journal Retention Project
Valrie Minson Melody Royster
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Cooperative Journal Retention Background
Track journal retention commitments in ASERL
Participation is voluntary. Requires letter of agreement from library dean to comply with policy outlined within the Cooperatively Retention Policy Agreement
Retention agreement is effect through December 31, 2035.
Association of Southeastern Research Libraries. Retrieved 3/28/2014, from http://www.aserl.org/programs/j-retain/
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List Development
Identify core titles identified from previous lists
Supplement with additional titles (CAB Abstracts, AGRICOLA, and Journal Citation Reports)
Identify excluded titles (Social Science, Psychological, and Vet Med)
Distributed and edited by ASERL librarians and NAL (identified true "core")
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Claiming12
UF claimed 80 titles Sent to ASERL institutions for additional
claiming Additional claiming round of "orphan" titles Add bibliographic information (titles, print
ISSN and OCLC numbers) to Journal Retention and Needs Listing (JRNL) Tool
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Journal Retention and Needs Listing Tool
Journal Retention and Needs Listing LibGuide :http://guides.uflib.ufl.edu/jrnl
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Next Steps
Verify their selected journal holdings
Report holdings and identify gaps, using JRNL
Store selected journal according to the Journal Retention Program Agreement
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Homeward Bound: Agricultural Publications
Project
Valrie Minson Chelsea Dinsmore
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Background
Utilize space and remove problematic compact shelving
Remove duplicates in storage or general collection
Return agricultural “State” publications to home institution
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Approach/Implementation
Create list of publications Separate by state Communicate with library deans from other
states Address Florida publications
Is it a duplicate or does it have a digital copy? Should it be digital? Should it go in shared storage? Online Archives?
Additional questions about non-Florida publications: Subject relevant? Digital (if so, should we include in an online
collection?)
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Next Steps
Homeward Bound: Measure large volume shipments Withdraw items Mail titles to home institution/state Received strong interest in return of materials
Digitize: Develop list of materials for digitization by Internet Archive Address future Florida digitization needs
Future: Identify how to address future incoming print Assisted with discussions about the future of our online collections
and preservation requirements