2. Decide on withdrawal criteria.
When we withdrew print serials, we only withdrew volumes for which we had *ownership* rights in the online version, i.e. those back files we had purchased rather than leasing.
However, we might consider that microform withdrawal is lower stakes. What is worth preserving? Newspapers and unique historic materials are probably the main candidates.
What about periodicals for which we can get full text in a database like Academic Search Premier? Sure, that full text might go away at some point, but these databases have become fairly stable. Maybe it is worth the risk of withdrawing mform in this case. Also, if we accept full text from databases like ASP, do we qualify it by saying that it must be PDF? Or will we accept html text only? Or does it depend on the type of publication?
Here is a list of online journal/periodical backfiles for which we OWN the online content. Anything from this list is fair game for withdrawal:
AAS Historical Periodicals Collection: Series 1
AAS Historical Periodicals Collection: Series 2
AAS Historical Periodicals Collection: Series 3
AAS Historical Periodicals Collection: Series 4
AAS Historical Periodicals Collection: Series 5
AGU Digital Library
American Chemical Society Legacy Archives
American Medical Association Journals
American Society of Agronomy Historical Archive
Annual Reviews Back Volumes
Brill Journal Archives Online
Endocrine Society Journal Archives Online: 1917-1996
Geological Society of America Bulletin
IOP Publishing Historic Journals Archive
JSTOR Arts & Sciences I Archive Collection
JSTOR Arts & Sciences II Archive Collection
JSTOR Arts and Sciences III Archive Collection
JSTOR Arts and Sciences IV Archive Collection
JSTOR Arts and Sciences V Archive Collection
JSTOR Arts and Sciences VI Archive Collection
JSTOR Arts and Sciences VII Archive Collection
JSTOR Arts and Sciences VIII Archive Collection
JSTOR Arts and Sciences IX Archive Collection
JSTOR Arts and Sciences X Archive Collection
JSTOR Arts and Sciences XI Archive Collection
JSTOR Arts and Sciences XII Archive Collection
JSTOR Business I Archive Collection
JSOR Business II Archive Collection
JSTOR Business III Archive Collection
JSTOR Life Sciences Archive Collection
Nation Archive
National Review Archive
Nature Journal Archive
New England Journal of Medicine Archive
New Republic Archive
NRC Research Press Backfiles
OpinionArchives
Oxford Journals Humanities Archive
Oxford Journals Social Science Archive
Project Muse - Premium Collection
Sage Deep Backfile Package 2008
Sage Deep Backfile Upgrade Package 2009
Sage Deep Backfile Upgrade Package 2010
Sage Deep Backfile Upgrade Package 2011
Sage Deep Backfile Upgrade Package 2012
Sage Deep Backfile Upgrade Package 2013
Scientific American Archive Online
SpringerLINK Archive - Behavioral Science
SpringerLINK Archive - Biomedical and Life Sciences
SpringerLINK Archive - Business and Economics
SpringerLINK Archive - Chemistry and Materials Science
SpringerLINK Archive - Computer Science
SpringerLINK Archive - Earth and Environmental Science
SpringerLINK Archive - Engineering
SpringerLINK Archive - Humanities, Social Sciences and Law
SpringerLINK Archive - Mathematics and Statistics
SpringerLINK Archive - Medicine
SpringerLINK Archive - Physics and Astronomy
Taylor & Francis Library & Information Science Archive
Taylor & Francis Media, Cultural & Communication Studies Archive
Vogue Archive
Wiley-Blackwell History & Archaeology Backfiles
(Note: the above are Serials Solutions database names, so they should come up in the E-Journal List in the same form as listed above.)
Here is a list of other collections that we own online, for which we might also have microfiche, if we can find it. Does anyone even know? (We do have fiche for EEBO.)
African American Newspapers, 1827-1998
American State Papers, 1789-1838
Early American Imprints Series I: Evans 1639-1800
Early English Books Online (EEBO)
3. Investigate disposal options
If we're going to dispose of all this microfilm, we should try to be environmentally responsible and at least considerate.
Thus, we should look into possible recycling options. By doing a Google search, I came up with some options, but I'm sure there are more. Try:
http://ericweeding.wordpress.com/2010/03/16/recycling-weeded-microfiche/
http://www.buffalo.edu/news/releases/2004/04/6686.html
The recycling office on campus might also be able to help: (Note to self: I can ask Nancy Hawksley, too.)
Mary Brennan
Recycling & Solid Waste Coordinator
874-2840
mbrennan@uri.edu
If we end up recycling, we'll need to coordinate with Mike Parente about packaging and storing the reels for pickup.
If we end up throwing in the trash, we'll need to coordinate with the custodial staff about how to best get this stuff in the trash, because it is heavy.
4. Create a spreadsheet of all microforms in the collection
A. Create a checkin record list in Sierra with the following criteria:
CHECKIN LOCATION starts with "rium" [Done: List 41]
B. Sort the list by Checkin record Location and then by Bibliographic record Title
C. Export the list. Include:
Checkin: Location
Bibliographic: Title
Bibliographic: ISSN
Checkin: SCODE3 (subscription status)
Checkin: Record number
Checkin: Library Has
D. Open the list in Excel. Add columns so that the final spreadsheet has these columns:
LOCATION
TITLE
ISBN/ISSN
SCODE3
RECORD #
MFORM HOLDINGS
FILM OR FICHE
ONLINE DATABASE [blank]
DATABASE HOLDING DATES [blank]
PRINT HOLDINGS DATES [blank]
DISCARDED (v. & dates) [blank]
REMAINING (v. & dates) [blank]
PIECES WITHDRAWN [blank]
E. Sort the spreadsheet by SCODE3 (subscription status). Make bold any line that contains a title for which we are currently receiving film or fiche. (Note: After our recent cancellation decisions, the only remaining active title is the Providence Journal.)
F. Do a "find and replace" to get rid of "The" at the beginning of titles.
[A through F above have been done. The spreadsheet is HERE.]
5. Figure out what can be withdrawn
Work in sections of the spreadsheet, by location. (Suggestion: Since we don't know what section rium materials are really in, start with rium, then do rium1 through rium3.)
A. Search the E-Journal List for online holdings. Make sure holdings are from "approved" online databases (see above). Note database name and holdings on spreadsheet.
B. Search the HELIN Catalog for print holdings. Record holdings on spreadsheet.
C. Analyze the data you have retrieved in Step #1 and Step #2 and enter what can be discarded in the column "MFORM DISCARDED (v. & dates)."
D. When you have finished analyzing the spreadsheet (or a section of the spreadsheet), remove any rows for which we do NOT have a print or online alternative (i.e. mforms that will be retained).
E. Make a second copy of the spreadsheet that lists only the materials we have so far decided to withdraw. Delete all columns except for TITLE, ISSN, and MFORM DISCARDED (v. & dates). Send this list to the HELIN Listserv in case any other library wants the mforms we will discard. Give them a week to get back to you.
Repeat for the next section of the spreadsheet.
6. Pull the material from the drawers
From the original spreadsheet (not the version for HELIN), create another duplicate working copy. Change the font to a large size that will allow you to print the spreadsheet (onto multiple sheets -- you'll need tape) and write on it when you go to the drawers.
Work in sections of the spreadsheet, by location.
A. Work carefully and methodically to pull the years of microform to be discarded from the drawers.
B. IMPORTANT: If there are years that cannot be discarded (e.g. we have online or print equivalent for some years, but not all), note the exact volumes and dates which will remain in the MFORM REMAINING column.
C. IMPORTANT: For each title, count either the number of reels of film to be discarded or the *sheets* of fiche to be discarded. Record this number on the spreadsheet in the PIECES WITHDRAWN column.
Repeat for the next section of the spreadsheet.
Save the final spreadsheets, with all columns filled in. Give them to Andrée who will save an archival copy in the wiki.
7. Dispose of the material
Send reels to other HELIN libraries that expressed interest.
Details?
8. Update the catalog and record statistics
Give a copy of your final spreadsheet (with MFORM REMAINING column and PIECES WITHDRAWN column filled in) to Acquisitions. They will delete the records, update the holdings in the catalog as needed, and record statistics on the number of pieces withdrawn.
Note to selves: Are mform records on different OCLC records? In some cases I think they are. We might have to update OCLC as well as HELIN in some cases.
9. Consider additional materials
There are some fiche collections that are not in the HELIN catalog, for example, College Source fiche, company annual reports, British parliamentary materials. Decisions can be made on these collections, individually, at a later date.
Overview
This page details the procedures to follow in weeding our microfilm and microfiche collections based on overlapping holdings online or in print.
1. Identify areas to weed. Which parts of the collection are we targeting? What are our goals?
Note that microform locations are the following: