VALIDATION AND RISK MANAGEMENTFOR SHARED PRINT JOURNAL ARCHIVES:

UC JSTOR AND WEST CASES

CRL Print Archives Network Meeting

ALA Midwinter, Chicago

January 30, 2015

What is validation? (for journals)

Verification of physical holdings for completeness and/or condition

Validation Goals

Readable archive

Archive for digitization

Validation Goals and Outcomes

Quality

Cost

Essential policies to achieve scale

Validation standard – defines (un)reasonable effort to verify completeness and condition, expected outcomes, what outcomes must be recorded.

Disclosure standard – defines a metadata standard where the results of validation will be recorded.

Case: UC JSTOR Shared Print Archive

Goal: print archive intended for re-digitization Annual new title lists and moving wall Completeness

page level gap filling required publication history determined by library, publisher research high requirements to record completeness problems

Condition High expectations to remedy conditions High requirements to record many conditions in the resulting

archive Disclosure

in SQL database, website

Case: WEST Archive

Goal: print archive intended for future reading Timeframe = 1 year to perform work Validation performed based on risk (Silver, Gold) Completeness

Silver (volume), Gold (issue) Active gap filling required Publication history determined by library, union catalog records,

Ulrich’s A few kinds of gaps must be recorded

Condition Gold only Some conditions must be remedied A few remaining conditions must be recorded

Disclosure in OCLC and PAPR, according to OCLC Metadata Guidelines,

separate symbols, LHRs, 561, 583 entries capture validation outcomes

Validation for Completeness is achieved when

SILVER - existing holdings among WEST members are compiled with duplicates removed resulting in a single archive of all published volumes of the journal and its historical title variants from volume 1 through 2005 or until the year the publication ceased.

GOLD - existing holdings among WEST members are compiled with duplicates removed resulting in a single archive of all published issues and supplements of the journal and its historical title variants from volume 1 issue 1 through 2005 or until the year the publication ceased.

When is a run complete?

Where to look for gaps? Physical volumes or issues Local catalog entries Union catalog entries

1. Publishers lists

2. Electronic holdings lists

3. Researchers, users

Look Here

No need to look here

WEST Risk Management

It takes the holdings of 2-4 institutions to compile a near complete backfile for one title

Can’t validate everything, validation can go on for years

Why and when to validate?

Validation guided by (a regional) collections model optimizes effort and use of resources

Risks as libraries drawn down in region

Risk of loss of access in region

Risk of loss of content in region

Risk of stewardship failure in region

Title Category

Risk Level

Archive Type

Validation Level

Fill gaps?

Disclosure

P+E, digitally preserved

Low Bronze None NoBatch LHRs, one

583

Print, w/selected full-text

Moderate

SilverVolume

(completeness only)

Yes (active)

LHRs, two 583s, validation outcomes

Print only High Gold

Issue (completen

ess and condition)

Yes (active)

LHRs, three 583s, validation

outcomes

Title Categories = Expression of riskArchive Types = Level of Effort

Collections policy Validation standards Disclosure policy

WEST’s standards

Validation standardshttp://www.cdlib.org/services/west/docs/WESTStandards_Issue_VolumeLevelValidation.docx

Disclosure Policyhttp://www.cdlib.org/services/west/docs/WESTStandards_Issue_VolumeLevelValidation.docx

THANK YOU!