Valrie Minson, Melody Royster,

Chelsea Dinsmore,University of Florida

Shared Retention: Addressing library space needs while

ensuring continued access to historically significant agricultural collections

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

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

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

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

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)

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.

COOPERATIVE JOURNAL RETENTION PROGRAM FOR THE ASSOCIATION OF SOUTHEASTERN RESEARCH

LIBRARIES

ASERL Journal Retention Project

Valrie Minson Melody Royster

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/

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")

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

Journal Retention and Needs Listing Tool

Journal Retention and Needs Listing LibGuide :http://guides.uflib.ufl.edu/jrnl

Next Steps

Verify their selected journal holdings

Report holdings and identify gaps, using JRNL

Store selected journal according to the Journal Retention Program Agreement

Homeward Bound: Agricultural Publications

Project

Valrie Minson Chelsea Dinsmore

Background

Utilize space and remove problematic compact shelving

Remove duplicates in storage or general collection

Return agricultural “State” publications to home institution

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?)

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