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Journal
Retention Policy
PURPOSE:
The Library's Periodical
collection provides both historical perspectives and up-to-date information
to the students, faculty and staff of the College for their research
and teaching needs.
The retention of
periodicals is the responsibility of the Library Director, with the
help of the Periodicals Librarian and faculty in determining items for
deletion from the collections.
GUIDELINES/CRITERIA:
The Library, under
normal circumstances, and when space is available, will retain holdings
on all of the journal subscriptions. Exceptions: when the title has
limited value for the current or a few years only or recreational reading
for students only, such as:
| 1. |
Newsletters
- keep current 24 months only. |
| 2. |
Newspapers
- keep current 3 months only, unless available on microforms and
an index to access articles. Exception for the four newspapers are: |
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a. |
Atlantic
City Press |
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b. |
New
York Times |
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c. |
Wall
Street Journal |
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d.
|
Washington
Post |
| 3. |
The
library owns only a fragments of the title, and the cost of replacement/microfiche
is not justified by the current demand |
When availability
of space becomes an issue, then discard will be unavoidable.
The back-files retention policy will consider the following:
| 1. |
The
subscription ceased 10+ years ago and it has no apparent current
value. |
| 2. |
The
subscription ceased 5+ years ago and the related programs have been
discontinued. |
| 3. |
The
title has been replaced by remote access; immediate physical presence
is no longer needed. (*** not a valid argument: as electronic full
text offered by aggregators, such as EBSCOHOST or VALE, are not
stable. Coverage changes without advance notice.) |
| 4. |
The
title has value for only the current or a few years only, such as
newsletters. |
| 5. |
ILL
requests for older titles are tracked. If none are requested for
a year, then the title is removed. |
| 6. |
"Title
by title" approach-depends on use patterns of title, indexing,
relevance to library mission, local availability, input from faculty. |
| 7. |
When
a periodical is cancelled, keep back files for several years, then
discard---microfiche included. |
| 8. |
Statistics-
if a title is not used at least 3 times a year for 3 years, it is
cancelled. |
The following web sites have library collection development policies:
http://libwww.cabrillo.cc.ca.us/html/about/hrspeopserv.html
http://cedar.evansville.edu/~libweb/information/services/pm9401.html
PROCEDURES:
| a.
|
As
of Fall semester 2001, the library shelver was relieved from his
responsibilities of shelving the periodicals and maintenance of
the periodical stacks. |
| b. |
All
shelving of periodicals, print and microforms, is now shared by
and the Periodicals staff, the two TES at the Information Desk,
and the Circulation staff (on weekends). |
| c. |
The
Periodicals staff is responsible for maintenance of the stacks: |
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1. |
weeding
the collection according to the established retention schedules
for each title; |
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2. |
checking
and making sure all issues are in their correct chronological order; |
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3. |
labeling
the shelves clearly and professionally. |
| d. |
The
Principal Library Assistant will be responsible for weeding and
discarding of all periodical titles according to the periodicals
retention schedule. |
| e.
|
To
make the task of weeding periodicals easier, weeding and discarding
will be done once a year during January before the Spring semester
starts for the majority of the titles.
For examples: |
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American
Nurse (keep current 24 months)
In January 2003, discard all print issues prior to 2001 (We will
keep all 2001, 2002 and 2003 issues, and there will always be at
least 24 months of issues available). In 2004, discard all issues
prior to 2002. (We will have all issues of 2002, 2003 and any 2004
available). |
EXCEPTIONS:
| a. |
Titles
replaced by microforms. Print copies of these titles that are
in the NEWSPAPER SECTION will be weeded and discarded when
the microforms are received. For examples: Advertising Age,
Chronicle of Higher Education, New York Times, Washington
Post, etc., will be weeded when the microfilms are received. |
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| b. |
Periodical
titles that we receive in both print and microforms. The print
copies of these titles in the REGULAR STACKS will not be
weeded or discarded until further notice from the Library Director.
When the microforms are received, and they are ready to be shelved,
the circulation staff and TES will shelve the microforms. |
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| c. |
Daily
newspapers not replaced by microfilm. Newspapers such as Star
Ledger, Philadelphia Inquirer, etc, will be weeded and
discarded according to the retention schedule. They are too bulky,
will deteriorate and we do not have the room to store any extended
length of period for these. |
Periodical
Titles Arranged by Retention Schedules (PDF)
Titles
in the Newspapers Section: Retention Schedule (PDF)
Alphabetical
Listing of Periodical Titles with Limited Retention Schedule (PDF)
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