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Guidelines for retaining print journal back issues when access is available to an electronic version

Journal back issues will only be retained by the Library in accordance with the University's Information Resources – Library – Operational Policy and Information Resources – Library Procedure, i.e. they must support the teaching, learning or research needs of staff and students, or relate to the University, its antecedent organisations, or Alfred Deakin. The Library is required to review information resources in the collection, and dispose of them when necessary to maintain a relevant and high-quality collection.

Where possible, the Library will provide web-based access to journal back issues. The Library will review journal back issues when an electronic version is made available, and dispose of them or relocate them to the CARM store. The following guidelines list circumstances in which print back issues may be retained when access to an electronic version is available.

1. Ownership

  • The electronic back file content is not owned by the University for use in perpetuity.
  • The print content cannot be removed from the collection due to conditions of ownership eg. Royal Society of Victoria, AGPULS (Australian Government Library Deposit material) or Cultural Gifts Scheme materials.

2. Coverage

  • The electronic back file is not equivalent in coverage or content to the print back issues, either because issues are missing, or content is selective rather than complete. The electronic back file must replicate the print, in coverage and content.

3. Images

  • The image quality of illustrative materials (tables, graphs, photos, illustrations, musical notation, scripts etc) is inferior and is not adequate for teaching, learning or research
  • A primary use of the journal is to browse for images eg. Image rich art or architecture journals.

4. Licensing

  • Print back issues may be retained if the license does not allow the University to effectively use the title for teaching, learning or research. eg. if the license does not allow:
    • satisfactory downloading, viewing, saving, printing
    • multiple printing for course packs OR direct linking to article level
    • access by remote students.

5. Technical capability/support

  • There is a history of inadequate technical support for the product
  • The vendor has no provision to enable ongoing access to the back file content and provision of access locally is problematic
  • Technical capability does not allow key activities such as satisfactory viewing, downloading or printing from personal workstations or networked workstations
  • The quantity of images/graphics/illustrations in the material makes downloading or use problematic.

6. Special collection

  • Te print issues meet the criteria for retention in the Library's Special Collection

Note: satisfactory downloading is defined as that which is reasonable using the University's bandwidth (i.e. equivalent access is available when compared with print issues).

Comments or feedback on these guidelines are welcome and should be sent to Janine Epps, Acquisitions Manager, Waterfront Campus (janinee@deakin.edu.au).

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