Scholars Trust Town Hall Meeting October 4, 2016

USING THE WEBINAR SYSTEM Audio for all participants is automatically muted. You may speak freely with colleagues. You can ask a question in two ways: Enter text in “Questions” or “Chat” boxes Raise your hand; moderator will temporarily un-mute your audio connection.

Program History & Updates WRLC, ASERL & FLARE Scholars Trust

WRLC 1987 - WRLC incorporated 1991 – Shared ILS/Union catalog implemented 1994 – WRLC opened it’s Shared Collections Facility (SCF) – Harvard model high density facility 2008 – WRLC Board of Directors approved expansion of the SCF and mandated minimizing the amount of duplication among materials kept there 2008 – WRLC Library Directors approved a Shared copy policy for the SCF Retain one copy of any bound periodical at SCF Retain two copies of any circulating monograph at SCF 182,090 duplicate periodical volumes recycled as of September 2016

WRLC 2013 – Agreement reached with ASERL to form Scholar’s Trust Periodical retention agreement blending ASERL & WRLC programs 2013 – WRLC contracted with SCS for analysis of circulating monograph collection Allowed effective identification of monographic duplicates 2014 – Task force formed to analyze data generated by SCS analysis 2015 – Item records in WRLC’s shared ILS marked to indicate 2.3 million monographs slated for retention Only retention items may be sent to Shared Collections Facility

ASERL Late 1990s – Paul Gherman & Paul Willis: Shared Monograph retention 2008-2009 – ASERL Shared Storage Study Group Spring 2010 – ASERL Proposed Journal Retention Agreement Fall 2010 – Aisha Harvey [Duke University] ASERL’s first Visiting Program Officer January 2012 – TRLN commits all titles in their shared print program to the ASERL program.

FLARE Planning discussions began in 2007, with design funding received in 2010 Currently, >1.2m volumes in medium density storage State Universities and the University of Miami Open to other private colleges/universities and state colleges in Florida through last copy policies Administered by UF for the other institutions Ownership transferred to FLARE Single copy, all formats No assigned space/limits on transfers Digital delivery preferred, in-building use if physical item loaned More information at library.ufl.edu/flare

January/February 2013 – ASERL-WRLC agreement signed; Reciprocal ILL Agreement expanded February 2013 – First public viewing of JRNL database @ the Working Group Meeting in Atlanta June 2013 – ASERL-WRLC Archiving agreement is branded

October 2015 – Scholars Trust Governance structure change is finalized April 2016 – Scholars Trust ‘new’ Steering Committee first meeting - Virtual May 2016 – Scholars Trust Governing Council first meeting – Richmond, VA October 2016 – First town hall meeting

Collection Growth April 2013 – 22 ASERL Libraries / 9 WRLC libraries with a combined estimated collection of 8000+ titles November 2013 – Ag-Journal project launched as the first subject-focused collection [~ 740 titles committed]. Architecture launched in February 2015 [~100 titles identified]. June 2015 – Reciprocal Reference project spun-off as a separate program [11 Libraries, ~50 titles]. http://www.aserl.org/recipref/ August 2016 – 29 ASERL Libraries [including FLARE and TRLN] / 9 WRLC libraries representing retention commitments for 19,534 titles [unique issns]

Thinking Bigger Collaboration between print archiving programs Scholars Trust, WRLC, FLARE, Western Regional Storage Trust (WEST), and the Big 10 Academic Alliance (formerly CIC) Began meeting in November 2015 Goal of increasing collaboration between these programs while increasing retention of print serials across the country Analyzed policies to determine areas of agreement Investigating software solutions to more efficiently share information across the programs Meeting in Rosemont, IL in November 2016

Scholars Trust Governance

Governing Council Don Gilstrap (ASERL, U-Alabama) Geneva Henry (WRLC, George Washington University) Bonnie McEwan (ASERL, Auburn University) Lars Meyer Steering Cmte Liaison, Emory University) Judy Russell (FLARE, U-Florida)

Governing Council John Burger (ASERL Executive Director) Mark Jacobs (WRLC Executive Director) Ben Walker (FLARE, Program Director)

Steering Committee University), Chair Lars Meyer (Emory Frank Allen (FLARE, U-Central Florida) Lisa Fish (FLARE, U-Miami) Jay Forrest (ASERL, Georgia Tech)

Steering Committee Millie Jackson (ASERL, U-Alabama) Ryan Johnson (WRLC, Georgetown University) Dolsy Smith (WRLC, George Washington University)

Steering Committee Program Staff Cheryle Cole-Bennett, ASERL Bruce Hulse, WRLC Ben Walker, FLARE, U-Florida

JRNL Oversight Cmte Ben Walker, Chair, University of Florida Tina Buck, University of Central Florida Angela Clark-Hughes, University of Miami Nadine Ellero, Auburn University Elizabeth (Lisa) Fish,

JRNL Oversight Cmte Kerry Keck, Rice University Emily Stambaugh, WEST Danielle Watters Westbrook, WEST

JRNL Oversight Cmte Chris Nicolich, University of Florida Tabby Pursley, University of Florida Cheryle Cole-Bennett, ASERL Bruce Hulse, WRLC

Governing Council Report Geneva Henry, WRLC Dean of Libraries and Academic Innovation George Washington University Judy Russell, ASERL/FLARE Dean of University Libraries at the University of Florida

Journal Retention & Needs Listing JRNL Journal Retention & Needs Listing Database

JRNL Enhancements

Facilities Profiles

Gaps

Use of LHRs/583 Notes Local Holdings Records [LHRs] are used to identify copy-specific, separate holdings records in OCLC for print resources subject to a retention commitment. For shared print initiatives, the 583 field is used to record print retention commitments and related actions. ASERL Libraries participating in Scholars Trust have committed to maintain LHRs for their titles, including the use of the 583, by December 31, 2016.

583 Action Notes OCLC Metadata Guidelines for Shared Print Management https://www.oclc.org/services/shared-print-management/metadata-guidelines.en.html ASERL Website http://www.aserl.org/programs/j-retain/

Next Steps Subject Collections Current: Agriculture – Melody Royster, University of Florida mroyster@ufl.edu Architecture – Beth Blanton-Kent, University of Virginia bwb9f@eservices.virginia.edu Suggested: Medicine/Law Veterinary Medicine Engineering Please share via chat – other collections of interest for the Steering Committee to consider. Gap Filling?

Please share your response via chat Feedback Please share your response via chat What do you see as the largest benefit of participating in Scholars Trust? What do you see as the biggest challenge of participating in Scholars Trust?

Feedback Policies/Processes Partnerships Promotion Monographs Retention Program

Thank you for your participation! Additional questions or comments can be sent to: Scholars Trust Steering Committee – Lars Meyer, Chair lmeyer2@emory.edu ASERL – Cheryle Cole-Bennett ccole-bennett@aserl.org FLARE – Ben Walker benwalk@uflib.ufl.ed WRLC - Bruce Hulse hulse@wrlc.org