VIVA
AGREEMENT FOR THE COOPERATIVE RETENTION OF
WIDELY-HELD MONOGRAPHS
June 3, 2015
In 2013-2014, VIVA conducted a monographic collection analysis with Sustainable Collection Services (SCS). This
analysis revealed that although there were unique and rare materials to be found within the main stacks of the
participating libraries,1 there was also a great deal of duplication of titles. As space is a great concern in many
libraries, many libraries are already doing extensive weeding and there is the risk that all copies of a given book will
be discarded. This analysis offered the opportunity to weed more safely by ensuring that at least one or two copies
of each book would be protected from weeding.
In order to make this collaborative retention and weeding project possible, SCS has analyzed the seven research
institutions from the original pilot (George Mason University, James Madison University, Old Dominion University,
Radford University, University of Virginia, Virginia Commonwealth University, and Virginia Tech) as well as an
additional institution, the College of William & Mary, and divided all title-holdings from these institutions into two
categories: Safe to Weed and NOT Safe to Weed. A maximum of two holdings (library-specific copies) will be
deemed NOT Safe to Weed for every title currently owned by one or more of the eight participants, with only one
holding retained for titles that have not circulated. The copies that are NOT Safe to Weed will be specifically
allocated to the participating institutions according to a subject-based distribution, leaving the remainder of each
library’s holdings as Safe to Weed.
To make this project manageable, there will be no requirement to mark records locally or in WorldCat to show this
commitment to protect copies, although libraries could certainly choose to do so. Instead, there will be the
understanding that, for at least the next ten years, the institutions will not weed their assigned retention copies or
will offer those copies to other libraries with a transfer of the retention commitment. All Safe to Weed copies will be
identified in the SCS software GreenGlass, which can be used to create monographic weeding lists for each
institution.
1
George Mason University, Germanna Community College, J. Sargeant Reynolds Community College, James Madison University,
Mountain Empire Community College, Old Dominion University, Radford University, University of Richmond, University of
Virginia, Virginia Commonwealth University, Virginia Tech, and Washington & Lee University. Please see the VIVA Agreement for
the Cooperative Retention of Rare and Unique Monographs for more details about the project.
VIVA
AGREEMENT FOR THE COOPERATIVE RETENTION OF
WIDELY-HELD MONOGRAPHS
The participating libraries (“Holding Libraries”) establish by this Agreement a distributed print repository (“the
Repository”) wherein each Holding Library commits to retaining in its collections a copy (“Repository Copy”) of
specific printed monographic works. There are two primary and related goals of this initiative: to create and
maintain a distributed, shared collection of these titles to ensure that circulating copies are retained within VIVA and
readily accessible to all VIVA libraries, and to responsibly reduce the size of local print collections by reducing
duplication of titles held widely among VIVA libraries, thereby freeing up library space for other uses.
_________________________________________ (as the Holding Library) agrees to:
Retention Term
Retain the copy from the date of this agreement until June 30, 2025 or as long as is practicable (see
Cancellation of Commitment below).
Interlibrary Loan
Lend the Repository Copies to VIVA libraries according to local library policy, VIVA Interlibrary Loan
Guidelines, and in compliance with Title 17 of the U.S. Code.
Replacement
If a participating library knowingly elects not to replace a lost or badly damaged Retention Copy, it must
notify the other Holding Libraries. However, Holding Libraries may follow their usual workflows and procedures with
respect to new editions of Retention Copies. Where it is general practice for a library to replace a title with the most
recent edition, this procedure may be followed even where the older edition is on a library’s retention list.
Cancellation of Commitment
If a Holding Library wishes to withdraw a Repository Copy prior to the conclusion of the Term of this
Agreement, it will offer the copy to other VIVA Holding Libraries. Such a transfer between libraries would be done
within Virginia State laws and regulations and would include a transfer of the retention obligations under this
agreement. The offer should provide these libraries a stated, reasonable period of time to claim the copy, after
which the Holding Library may discard the copy.
Project Review
This agreement will be reviewed in 2020 to assess the value of the project and determine its future.
APPROVAL:
______________________________________
Library Dean/Director or Designee
______________________________________
Institution
_____________
Date