Information Serials Archive
The Information Alliance libraries are committed to making the best use of shelving space, and developing strategies for the storage of low-use materials. Collaboration on storing backfiles of serials will increase valuable storage space among the libraries.
One library in the Alliance assumes responsibility for maintaining and providing access to specific backfiles, so that the other Alliance libraries may discard duplicates immediately or in the future. Access to materials is expedited through our cooperative delivery service.
Implementation of the Serials Archive requires review of individual serial titles, maintenance of lists, update of local catalog records, and recognition of the existence of the Archive when making retention decisions.
Subject librarians and bibliographers at each member library identify titles to be included in the Archive, using criteria such as:
- use data
- relevance to collection scope
- current status of the subscription
Titles are added to a desiderata list maintained by the heads of collection development in the Alliance. From the list, librarians select titles that their library could maintain and provide access to the backfiles. Librarians also identify titles that could be withdrawn if one of the other Alliance libraries keeps the backfiles. Librarians review proposed lists in collaboration with the heads of collection development who make decisions about titles to be included in the Serials Archive. As decisions are made concerning the desiderata list, the titles are removed.
A note in the 590 field of the local record in the catalog of the library that <library> accepts responsibility for retaining backfiles on behalf of the Information Alliance libraries indicates commitment as Library of Record.
For collection management tracking, titles in the Archive are listed in a database spreadsheet. The spreadsheet includes information about volumes transferred between libraries, along with dates that decisions were made. When making collection management decisions to retain or withdraw materials, librarians consider titles held in the Serials Archive as permanent holdings of the Information Alliance. Annually, subject librarians and bibliographer counterparts review goals and evaluate progress.