Shared Print in the Orbis Cascade Alliance Xan
Shared Print in the Orbis Cascade Alliance Xan Arch, Reed College Jim Bunnelle, Lewis & Clark College Jill Emery, Portland State University
What is Shared Print? Early efforts at cooperative collection development Pooling of resources In second phase: space reclamation
NAPCU 1967: Northwest Association of Private Colleges and Universities forms in WA/OR; creates union serial list $225, 000 grant to fill journal gaps and acquire microforms Emphasis on Environmental Studies, Urban Studies, minority American materials (especially newspapers)
BPP Acquisition 1979: NAPCU acquires 19 th Cent. British Parliamentary Papers; 1, 000 volumes costing $37, 000 Set divided between primary financial contributors: Portland St. (bulk of run), Lewis & Clark (52 vol. ), and Reed (60 vol. ). Indexes to other NAPCU schools.
Problems Patching together legacy documentation is difficult Only 7 NAPCU schools listed (of 21) No stated limits on retention Completeness. Who still has what? Indexes? Shifting collection priorities of past participants Holdings responsibility skewed towards L&C Sizeable footprint No-one wants to be left with legacy print
Taking Up Space!
Records Management 101 MOU and supporting NAPCU documents uncovered by staff at Lewis & Clark and Portland St. in old file cabinets Outlined purchase agreement but not retention plan; retention was assumed PSU volumes moved to L&C due to construction at PSU but only incomplete records of the move
Lessons Learned #1 Print documentation not complete Emails related to the later move of volumes not readily saved or collated and had to be “recovered” Institutional memory saved the day, just barely
Lessons Learned #2 Always have an exit strategy for the shared plan Determine statute of limitations for participation at your institution Be willing to walk away from past practice When asked, Faculty will begin building assignments around the content
What do we do now? Write new MOU for print purchase Consider joint purchase of electronic version Determine if any institution wants the print volumes?
Questions?
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