Retention Models

The EAST Executive Committee approved these retention models recommended to them by the Monographs Working Groups and vetted by the EAST member libraries. 

Cohort 1 Model:

The Cohort 1 EAST retention model had three primary components.  The first required retention of ALL existing holdings for titles that are scarcely held in the US, in EAST, and in the region.  The second component required retention of up to five holdings for all titles that have had significant use within EAST.  The third component required that for all titles that are not scarcely held or heavily used, EAST will retain one holding.  Two categories of material were excluded from the model, including recently published and “ephemeral” (non-scholarly) content.  

Here is a more detailed description of the model. 

  • Retain ALL scarcely held titles:  Scarcely held defined as fewer than 5 EAST holdings and fewer than 40 U.S. WorldCat holdings (any edition), fewer than 5 regional large academic library holdings (any edition), not held in ConnectNY (any edition), publication year before 2011 and not published by a publisher on the ‘ephemera’ list.
  • Retain sufficient copies of widely held titles: Retain UP TO 5 copies of works that had more than 30 aggregate uses across the Cohort 1 libraries, publication year before 2011 and not published by a publisher on the ‘ephemera’ list.
  • Retain ONE copy of all other monographs, publication year before 2011 and not published by a publisher on the ‘ephemera’ list.

 

Cohort 2 Model:

The various EAST committees working on the Cohort 2 collection analysis felt it was important to be as consistent as possible with the Cohort 1 Retention Model above. However, based on the results of both cohort’s validation studies, the Cohort 2 working group felt there needed to be an additional rule for retaining extra copies of material likely to be in poor condition.

  • Retain ALL scarcely held titles: Scarcely defined as fewer than 40 U.S. holdings (any edition), publication year before 2011 and not published by a publisher on the ‘ephemera’ list.
  • Retain sufficient copies of widely held titles: Retain UP TO 4 copies of works that had more than 20 aggregate uses across the Cohort 2 libraries and fewer than 5 copies retained in Cohort One (same edition), publication year before 2011 and not published by a publisher on the ‘ephemera’ list.
  • Retain extra copies of materials likely to be in poor condition: Retain UP TO 3 copies of monographs published before 1900, and not published by a publisher on the ‘ephemera’ list.  This retention rule was a direct result of the validation study showing that older materials are much more likely to be in poor condition.
  • Retain ONE copy of all other monographs not retained by Cohort One, publication year before 2011 and not published by a publisher on the ‘ephemera’ list.

These models combined resulted in approximately nine million title-holdings being allocated to EAST Retention Partners for the minimum 15 year retention period.  Quite an accomplishment!

 

Note: The ‘ephemera’ list contained title keywords and publishers that were deemed to be either of short lived value or pose difficulties in determining long term retention merit, such as travel guides and computer manuals.  While these were not on retention lists, weeding of these materials is left entirely up to the local libraries. The definition of ‘ephemera’ used by EAST is available in the Scope documentation.

The data from the collection analysis continues to be mined in the GreenGlass® database by the EAST Project Team and by the individual EAST libraries who participated in the collection analysis.  As the libraries complete the work required to update their local catalogs with the EAST retention commitments, additional reports, and analytics will assist them in decisions relating to titles that can safely be de-selected from their local collection.