1. Scholars Trust Town Hall Meeting October 4, 2016

2. 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.

3. Program History & Updates WRLC, ASERL & FLARE Scholars Trust

4. 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

5. 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

6. ASERL
Late 1990s – Paul Gherman & Paul Willis: Shared Monograph retention
– 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.

7. 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

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

9. 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

10. Collection Growth
April 2013 – 22 ASERL Libraries / 9 WRLC libraries with a combined estimated collection of 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].
August 2016 – 29 ASERL Libraries [including FLARE and TRLN] / 9 WRLC libraries representing retention commitments for 19,534 titles [unique issns]

11. 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

12. Scholars Trust Governance

13. 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)

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

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

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

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

18. 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,

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

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

21. 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

22. Journal Retention & Needs Listing
JRNL
Journal Retention & Needs Listing
Database

23. JRNL Enhancements

26. Facilities Profiles

27. Gaps

28. 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.

29. 583 Action Notes OCLC Metadata Guidelines for Shared Print Management
ASERL Website

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

31. 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?

32. Feedback Policies/Processes Partnerships Promotion
Monographs Retention Program

33. Thank you for your participation!
Additional questions or comments can be sent to:
Scholars Trust Steering Committee – Lars Meyer, Chair
ASERL – Cheryle Cole-Bennett
FLARE – Ben Walker
WRLC - Bruce Hulse