Short-term Collection Space Management Project Plan: Glossary

Terms used in the Libraries’ Short-term Collection Space Management Project Plan.

Antiquated reference tools – For the purposes of this project, antiquated reference materials refers to superseded editions of current materials, materials meant for library internal use such as cataloging manuals and supporting materials. The best example would be a multi-volume index of publications which is no longer used as a cataloging tool and is now available through trusted means.

Consortia partners

• CRL (Center for Research Libraries) — An international consortium of more than 200 university, college, and independent research libraries. CRL specialists and experts work together to identify and preserve unique and uncommon primary source materials from all world regions, and to ensure their long-term integrity and accessibility to researchers in the CRL community. More information can be found at:

• GWLA (Greater Western Library Alliance)— A consortium of 37 research libraries located across the United States. Our common interests intersect in programs related to scholarly communication, interlibrary loan, shared electronic resources, cooperative collection development, digital libraries, staff development and continuing education. More information can be found at:

• HathiTrust — A partnership of major research institutions and libraries working to ensure that the cultural record is preserved and accessible long into the future. The mission of HathiTrust is to contribute to research, scholarship, and the common good by collaboratively collecting, organizing, preserving, communicating, and sharing the record of human knowledge. There are more than 120 partners in HathiTrust, and membership is open to institutions worldwide. More information can be found at:

• SHARES — The resource sharing arm of the OCLC Research Partnership. SHARES supports active collaboration and a generous resource sharing program among its partner libraries. Local library collections are expanded and enhanced by onsite use and interlibrary loan of materials owned by SHARES partners around the world. More information can be found at:

• WEST (Western Regional Storage Trust) —A distributed retrospective print journal repository program serving research libraries, college and university libraries, and library consortia. Participating libraries consolidate and validate print journal backfiles at major library storage facilities and selected campus locations. The shared print archives held across 40 libraries ensure access to the scholarly print record and allow member institutions to optimize campus library space. More information can be found at:

Digital Format – The exact digital format is dependent upon the repository being access. Digital format refers to those items discoverable, accessible, viewable, and downloadable via electronic means.

Journal back-file – A journal back-file is several years of journal issues (often bound into annual volumes). Sometimes journal back-files can be many decades. Often digital repositories like JSTOR have a 5 year embargo or “moving wall”. Therefore, the back-file of such a journal would begin 6 years previous to the current year and continue back. Titles over 6 years become eligible for de-accessioning.

Trusted repository – This term is often used synonymously with “trustworthy repository” or “persistent repository” or “stable repository” or “perpetual access”. A trusted repository is a well-established database archive that the Libraries are confident will provide access to materials with instant access (i.e. without interruption). JSTOR, Hathi Trust, and Project MUSE are all examples of trusted organizations. Aggregated periodical databases and some commercial publishers who do not guarantee consistent access to the titles included are examples of organizations not considered to be trusted repositories.

For information about trusted repositories, see:, and

Without losing access – From the Guidelines p.3 #5:

Digital and print formats are not always identical. The Libraries will acquire items solely in a digital format only when there is no loss of content.