Contributing Serial Volumes to WEST and Other Validated Shared Print Archives

Collection Services Council has approved a new policy, UC Berkeley Library Policy for Contributing Materials to Validated, Shared Print Archives.

In brief, this policy says that selectors will normally say, “yes” to requests for deposit of our material into NRLF- or SRLF-hosted WEST and JSTOR archives. Contributing volumes to create authenticated full runs of lower use serials should ensure that these remain available to our users over time, while also affording us the opportunity to reduce demand for on-campus shelving.

There are, however, some good reasons for saying, “no” and these also are set out in the policy.

Confusions or concerns? See the FAQ that follows the policy in the same document.

Please take a look, and let me know if you have any questions.


WEST Update – Archiving Cycle 1 complete

The Western Regional Storage Trust reports that the first archiving cycle has come to a close, with twelve archive holders promising to retain for 25 years  “6,100 journal titles …[representing] over 160,000 volumes. These totals include almost 5,100 Bronze titles (archived in place, no validation), over 500 Silver titles (validated at the volume level), and over 500 Gold titles (validated at the issue level).”

There are two more archiving cycles planned. Each cycle includes a collection analysis that “prioritizes materials for archiving based on risk and duplication, [and] identifies potential Archive Holders/Builders for those materials…” We’ll likely be hearing two more rounds of requests to volunteer some of our holdings for select titles.

One driver for creating WEST was member institutions’ shared concern that all can foresee a time when local shelving will be full. WEST is being built, at least in part, in the hope of mediating this problem by identifying protected print copies held communally and accessible through Interlibrary Loan. Now that WEST is becoming real, I’ll be initiating conversations to discuss how we will integrate the WEST archives into our collections policies.


Acquisitions Documentation: 1) Millennium Fund Reports, and 2) Ordering replacements

Thanks to Jim Gordon, we now have documents that answer oft-asked selectors’ questions:

Where are the fund reports? How do I view, print and copy data? Answers are here:

“What process is triggered when I order a  replacement?” The answer is here

Both of these links are “filed” on the Collections Services staff-side website, under “Budget/Metrics” and “Print Management”, respectively.


HathiTrust Constitutional Convention

HathiTrust recently held a Constitutional Convention to determine the governance model for the partnership and to set directions for its next phase. Tom Leonard was UC Berkeley’s convention delegate.

Members submitted 7 proposals for discussion and vote at the convention (see the bottom of this post for comprehensive list.) Two of the proposals that were passed are of considerable interest to selectors:

Proposal 1 – Distributed Print Monographs Archive (Collections Committee) – PASSED

Libraries everywhere are feeling the need to reduce the amount of print material that they have to shelve locally, with the hopes of having an option to de-dupe across collections. Hathi members agreed that Hathi would be a good institution to organize a distributed print collection to parallel what Hathi has digitized. [For material that is still under copyright, this print collection would be protection against all copies going missing of a title; for material that is no longer under copyright, the print counterpart would act as an archival backup copy.]

The print archive would be held by various member institutions who agree to commit to long-term stewardship of the print.

HathiTrust will provide financial support to institutions who act as repositories.

Next step: HathiTrust will initiate a formal planning process to develop the necessary policies, operational plans, and business model required to establish and sustain a distributed print archive.

Proposal 4 – U.S. Government Documents (Committee on Institutional Cooperation) – PASSED

UC Berkeley shares an ongoing concern that U.S. government documents need to be preserved and accessible, that there is a lot of unnecessary duplication of print across institutions on the one hand, and that on the other, born digital government publications are not necessarily being collected and preserved in the most efficient manner. Member libraries voted to have HathiTrust facilitate collective action to create a comprehensive digital corpus of U.S. federal publications including those issued by GPO and other federal agencies. The project will include 1) developing a planning process to coordinate operational plans and a business model to coordinate digitization, ingest, and display of U.S. federal publications including those issued by GPO and other federal agencies and 2) begin consideration of born-digital publications of GPO and other federal agencies

The seven proposals are:

  • Proposal 1 – Distributed Print Monographs Archive (Collections Committee) – PASSED
  • Proposal 2 – Approval Process for Development Initiatives (California, Cornell, Columbia) – PASSED
  • Proposal 3 – Governance Structure (Committee on Institutional Cooperation) – PASSED
  • Proposal 4 – U.S. Government Documents (Committee on Institutional Cooperation) – PASSED
  • Proposal 5 – Mission and Goals (Committee on Institutional Cooperation) – NOT PASSED, But Referred to Board of Governors for additional discussion
  • Proposal 6 – HathiTrust Implementation Review Committee (Cornell, Columbia, California) – NOT PASSED
  • Proposal 7 – Fee-for-service Content Deposit – PASSED

 Best, Bernie


Library binding update

 Hi all,

      I hope you heard the good news from Bernie at the August 11th Collections Early Bird that the Library is able to provide a one-time supplement of $150,000 to the binding budget for FY11/12. With the supplement, the Preservation Department will be able to bind nearly as many volumes this year as last (80- 85% of last year).

     July’s report of use of allocations, unit by unit, as well as the additional allocations from the one-time supplement, is located at  The report will be updated each month by the Binding Preparation Division (BPD) so you can reconcile your counts agains BPD counts. If you have questions about your allocation, or BPD’s reports of its use, please call Tom Perry-Houts in BPD at 2.8140.

    Thanks much for your essential work to help ensure the collections remain in serviceable condition and accessible to our users!


Guidelines for Purchasing Print Journals

The Digital Library Collections Task Force Report, from August 2009, includes the following recommendation:

Principle No. 9, Digital Format Preferred: For journals that are available in both online and print, the Library purchases the online version, with exceptions made when print is necessary.

Collections Council has recently endorsed this recommendation and approved a set of guidelines that helps to identify when print is necessary. These guidelines can be found at:

Please send any questions to me at


What does Berkeley lend to other UC’s?

Data from the VDX system used for interlibrary traffic among UC’s became available for the first time late last year.

At the Collections Assessment Tools workshop for selectors in February, we announced that this information, beginning with 2008-09 Borrowing information, was slated for the Collection Development staff web, here. 

You can now see both 2008-09 Borrowing and Lending information.

A few highlights regarding Lending…78% of requests we receive from other UCs are for books; looks like the top 20 contenders are in the sciences. We filled 70% of the requests we received. If you’re curious about the reasons we didn’t fill the other 30%, see tab 2 on the excel worksheet linked via Oveview. There are also detailed lists of all requests received by material type.

If you have any brainstorms (yes!) or questions looking at the data, let me know (gford at

P.S. These reports do not include interlibrary traffic for the RLCP program, nor does it include items lent to libraries outside UC. These have different data sources. Stanford stats are coming next.

Stanford – Berkeley Interlibrary Borrowing / Lending

Wonder what parts of your collections are being requested by Stanford? Spreadsheets of what Stanford requested of us for 2008/09 are now available.

Collections Development –> Tools –> Assessment –>Interlibrary Borrowing/Lending (scroll down to “Berkeley Lending via RLCP”)

Statistics and details of what  Berkeley patrons requested from Stanford are being compiled, and will be announced here when they are available.

If you have questions, give me a buzz



UC Berkeley Space Planning for Library Materials

Available space for UC Berkeley Library books and journals is shrinking fast.  Given the current budgetary crisis, there is little prospect of obtaining additional space in the foreseeable future.  The Library needs to begin planning for a time when we have to withdraw one print item for every new print item we acquire.  When this will happen is difficult to estimate, but our best guess is that we will be in a “one-in, one-out” mode in four to five years. 


The pressures on available space are many.  In about a year, the Southern Regional Library Facility (SRLF) will be filled for the most common sizes of materials.  The Phase 3 addition to the SRLF has been put on permanent hold because of the State fiscal crisis.  The RLFs are University-wide facilities, so once the SRLF is full, the materials that would have gone there will be stored in the Northern Regional Library Facility (NRLF).  This means that the NRLF will fill up in approximately half the time than originally planned.  In addition, UC campuses are increasingly moving books and journals to the RLFs to free up on-campus space for other library and non-library uses.  There are many examples of this on the Berkeley campus.


The UC University Librarians have instituted a number of polices and initiatives to make the best use of the space we have remaining. They have implemented a no-duplication policy between the NRLF and SRLF.  That is, if an item is already stored in one RLF, a duplicate cannot be sent to the other for storage. 


UC Libraries have also joined the Western Storage Trust (WEST) initiative.  See: This effort will coordinate member deposits, with a goal of reducing the duplication of titles across these member libraries, thereby freeing up space to ensure preservation and access to other unique materials.


The UC Berkeley Library has created a policy that asks selectors to carefully consider forgoing the purchase of print journals when online is available and long-time preservation is assured.  This policy does recognize that there are cases when a print journal should be purchased in addition to electronic access.  This policy serves two purposes: to preserve available space for materials that are only available in print and to free funding (i.e., the cost of the print) for the purchase of more unique content.  See:


Regards, Bernie

Collections Analysis

As many of you know, we currently have access to OCLC’s WorldCat Analysis tool. Several of you have recently asked for peer-to-peer comparisons. Some are available now, and the rest should be available in the next few days. If you are interested in knowing more about this, let me know.


Available now: Columbia, MIT, Rutgers, Stanford, University of Michigan, University of Pennsylvania, Yale.

Coming: Harvard (select libraries), Teachers College, University of Texas at Austin, UCLA, University of Chicago, Vanderbilt.