Name of proposed project: Cooperative, distributed discard and retention plan for print science indexes & abstracts and journals

Proposal group contacts:

Lois Widmer, Brandeis University, widmer@brandeis.edu
Sally Wyman, Boston College, Wymanr@bc.edu

Proposal Group Members:

Miriam H. Allman, Tufts
Irene Laursen, Wellesley
Marion Muskiewicz, UMass Lowell
Lee Pedersen, Brown Univ.
Emily Poworoznek, UNH
Lois Widmer, Brandeis Univ.
Sally Wyman, Boston College

Description: Develop a memorandum of understanding for cooperative discard & retention of print science indexes & abstracts and print journals, using those in chemistry as the initial pilot for developing a model and process applicable to other disciplines.

Outcomes / Deliverables / Benefits:

• A gain in space for all participants while protecting intellectual capital.
• Reduced redundancy among collections without any inadvertent loss of scientific knowledge.
• A binding memorandum of understanding for the coordinated and secure retention of print science indexes & abstracts and journals.
• A model of cooperation through a distributed effort based on standards and trust.
• Support for informed local decision-making.

Potential Roadblocks:

• Participation level - what equals critical mass for success?
• Requirement for long term support and commitment from library directors and from library staff, honored even through successive changes in personnel.
• Risk of competing priorities - consortial MOU versus local pressures.

Project Sponsor: BLC Heads of Collection Management COI

Project Sponsor Role:

• Review and comment on the feasibility of the memorandum of understanding (MOU)
• Secure long term commitment of the BLC Directors.
• Provide general support and advice as needed.

Consortial Staff Role: Document the existence of the MOU, including annual reminders to the BLC directors

Participating Institution Role:

Maintain collections for which responsibility has been assumed, consistent with the terms of the agreement.

Maintain catalog records to reflect consortial responsibilities with regard to individual titles.

Money / Resources Required:

Immediate resource requirements:

To prevent further loss of indexes, abstracts, and journals, a moratorium on weeding until the memorandum of understanding has been negotiated and signed (time commitment)

Staff time for decision-making and local processing of materials

Long term resource requirements:

There are possible service implications, such as increased interlibrary loan requests among participating institutions.

Estimated Timeframe / Schedule:
(Please note that specific dates cannot be assigned because progress on the project depends on acceptance and signing of the MOU.)

• December 15: Draft MOU to BLC Heads of Collection Management COI for comment.
• 30 days from receipt of COI's comments: Revised MOU
• Unknown date: MOU signed by directors
• 90 days from signed MOU: Phase I, Decisions for chemistry indexes & abstracts completed.
• 120 days from signed MOU: Phase I process reviewed and modified as needed.
• 245 days from signed MOU: Phase II, Decisions for core chemistry journal completed.

• Develop list of index & abstract titles for shared retention.
• Negotiate among representatives of the participating institutions for retention of specific titles (commitments).
• Develop process for executing the agreement.
• Begin work on list of core chemistry journals for shared retention.

Benchmarks for success:

• Shelf space gained at each library.
• List and count of titles preserved.
• Documentation of retention information in MARC records.

Libraries that have expressed an interest in this project:

Boston College Brandeis University
Brown University
Northeastern University
Tufts University
UMass, Lowell
University of New Hampshire
Wellesley College