[Mcls-print-storage] Agenda for March 9

Fri Mar 2 16:04:01 EST 2012

Dear Colleagues, 

Below is the Agenda for Friday, March 9, at MCLS. I've attached a strawman MOU as a starting point for the discussion as well other potential terms for your consideration. 

If you have additional suggestions for terms we need to address, don't hesitate to send them to me, Barbara Cockrell or Bob Kelly. There may not be time for additional topics at this meeting, but we need to be sure all concerns are addressed. The MOU will be a work in progress for some time to come. 

Barbara Cockrell will chair the discussion. 

Agenda 

1. Determination of a minimum length of time for the agreement, including potential subtopics: 

    • scheduled intervals for review of the agreement 
    • allowance for superseding agreements 
    • allowance for extension of the agreement 
    • providing for the ability to leave the group before the end of the agreement 

2. Guidelines for care and preservation of retained titles: 

    • reporting lost, missing, or badly damaged items 
    • processes for replacement copies 
    • inventorying (best practice recommendation) 
    • verify all copies circulate and are accessible through ILL 

3. Addition of identification to local bibliographic records for assigned retention titles 

4. Review the goal statement. 

5. Agree at the end of the meeting that this is a starting point for discussions at our own institutions and we will continue to address concerns as the process moves forward. 
I won't be attending the meeting, but I wish you a productive session. 

Ellen Seidel 
Head, Collection Management & Technical Services 
J. Robert Van Pelt and John and Ruanne Opie Library 
Michigan Technological University 
906-487-3064 
eseidel at mtu.edu 

----- Original Message ----- 
From: "Pamela A. Grudzien" <grudz1pa at cmich.edu> 
To: mcls-print-storage at mcls.org 
Sent: Monday, February 27, 2012 4:32:18 PM GMT -05:00 US/Canada Eastern 
Subject: Re: [Mcls-print-storage] Withdrawal and Retention Lists 

Hello all, 

Thanks for all the work you’ve done for us, Rick, Ruth, Andy, and Eric! 

You can put CMU last in line, if you like. 

Very interesting retention count information. I’m looking forward to our conversation about the length of time for the retention agreement. 

Hope to see some of you tomorrow at the E-Journals meeting at MCLS. 

Best to all, 

Pamela 

Pamela Grudzien 

Head of Technical Services 

Central Michigan University Voice: 989-774-6422 

310A Park Library Fax: 989-774-2145 

250 East Preston Street Email: 

Mount Pleasant, MI 48859 Grudz1pa at cmich.edu 

From: mcls-print-storage-bounces at mail.mlcnet.org [mailto:mcls-print-storage-bounces at mail.mlcnet.org] On Behalf Of Rick Lugg 
Sent: Sunday, February 26, 2012 12:51 PM 
To: mcls-print-storage at mcls.org 
Cc: Eric Redman 
Subject: [Mcls-print-storage] Withdrawal and Retention Lists 

Greetings, everyone -- 

Now that the allocation process is complete SCS will begin preparing the promised lists. Our plan is to prepare two lists for each library, one for withdrawal candidates and one for retention commitments. Lists will be formatted exactly like the withdrawal candidate lists previously sent for uniquely-held titles, but with two additional fields: Total Charges and a CHOICE review flag. For those of you with exceptionally large lists, we may be in touch to discuss splitting them to make them more manageable. As agreed, these standard lists—including retention lists—will be provided as part of the original price of the MCLS agreement. 

Some libraries have approached SCS about customization of their lists in various ways. SCS is willing to discuss such needs with individual libraries, but these will incur additional charges. The level of those charges will depend on the specifics of what is wanted. 

Andy will begin producing lists this week. It will take several days to format, produce, and double-check all of them. It would help us to know which libraries are under the most time pressure; we can make sure those are done first. From meetings and correspondence, our sense is that SVSU and MTU need to move soonest—is this correct? There won’t be more than a couple of weeks difference between the first list and the last (except in cases where list customization is wanted), but we’d be happy to honor any priority order the group agrees to. 

Finally, Andy came up with another way of looking at the final results—and allocation equity/accommodations-- across the group. This chart shows how retention responsibility and withdrawal opportunity break out for each library. It highlights, for instance, how much responsibility Central, Eastern, and Western have absorbed in order to create opportunities for other libraries that needed to withdraw more (Wayne, SVSU, MTU). It seems useful to provide this level of transparency—both for this round and for allocation discussions in subsequent projects. We hope you find it helpful. 

Library 	

Retention 

Count 	

Withdrawal 

Count 

Central 	

204,686 	

37,438 

Eastern 	

172,423 	

67,221 

GVSU 	

45,497 	

49,654 

MTU 	

24,899 	

48,655 

SVSU 	

30,094 	

53,724 

Wayne 	

86,633 	

165,858 

Western 	

172,004 	

111,607 

Thanks to all, 

Rick 

Rick Lugg 

Sustainable Collection Services LLC 

63 Woodwell’s Garrison 

Contoocook, NH 03229 

rick at sustainablecollections.com 

p. 603-746-5991 

f. 603-746-6052 

www.sustainablecollections.com 

blog: Sample & Hold 

twitter: @ricklugg 

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