Shared Print Journal Program Collaboration
Strategic Directions 2017-2021
To advance our vision and mission, we agree to pursue the following strategic directions together over the next five years:
- To establish milestones for collection growth and retention including adding titles and copies to the shared collection for high overlap titles, and establishing policies and procedures for preserving copies of journal titles that are scarcely held.
- New titles. In five years, our programs will commit to retain 100,000 new print journal backfiles. As of 2016, our programs have retained approximately 45,000 journal backfiles.
- Number of Copies. In five years, our programs will ensure that there are 3 copies retained of each print journal backfile, ideally geographically distributed. This figure (3 copies) will be assessed in five years; it is neither a minimum nor maximum but an initial goal to guide community decisions.
- Last Copy Agreement. Our programs will adopt a last copy agreement to provide guidance to libraries about what to do when a last or scarcely held backfile is detected in a collection. The agreement will provide guidance on due diligence research, on retention in place, and on avenues for depositing with a storage facility that is able and willing to receive such backfiles.
- Last Copy Initiative. Our programs will seek to identify, coordinate and secure retention commitments to titles with fewer than three copies in WorldCat. Our programs will explore decision-making, at scale, with reports of scarcely held titles from WorldCat and proposals to member libraries.
Shared Policies or Guidelines
- To align operational policies for registration of retention commitments, preservation actions, discovery of, and access to shared print journal collections.
- Our programs will adopt a common metadata standard to disclose retention commitments and preservation actions. This includes policy for recording retention commitments, program attributes, and the outcomes of preservation actions in MARC Holdings records as well as policy to ensure records are provided to and integrate with resource sharing, discovery, registry and collections analysis systems. The standard will provide common guidelines for disclosing retention commitments in OCLC WorldCat and other print journal registries, as appropriate.
- Our programs will adopt validation guidelines to describe expected actions and outcomes when completeness and condition are reviewed at the volume level.
- Our programs will adopt common access guidelines for patrons who seek to use the original print content.
- Our programs will establish basic expectations and guidelines for filling gaps in shared print journal collections.
Engagement with other programs
- To engage with other shared print programs, including the Center for Research Libraries, to share information, expertise and to coordinate strategies.
- To develop a participation model and eventually engage other groups in this cross-regional program.
Engagement with Sustainable Collection Services
- To help Sustainable Collection Services explore the development of decision-support services and tools for shared print journal programs, including local and group analytics.
- To share expertise about developing a knowledgebase of print journals and attributes, estimating holdings depth, and load balancing retention commitments across institutions. WEST/CDL will collaborate with SCS to share expertise (January 2017-June 2017). WEST can help gather additional requirements from other programs in this area.
- To provide holdings export files. BTAA SPR and WEST will provide export files of institutions’ journal holdings for SCS’s data assessment. (Spring 2016).
- To share expertise about Needs & Offers functions. WEST, FLARE and ScholarsTrust program officers and analysts will provide high level requirements for Needs & Offers capabilities (April – July 2017). These may include requirements for ad hoc gap filling as well as larger scale inventory (backfile) requests.
- To participate in the holdings sample study. Programs will seek 2-4 Libraries to participate in the sample holdings study (January 2017- July 2017).
- The Executive Committee will review proposals, advocate for, advise on and formulate recommendations for a financial model to support journal decision tools and services. The committees will work with SCS to develop a financial model for the planned journal decision- support services and a roadmap for future group decision-services. Jointly develop a plan for on- boarding libraries to the initial service.