ASERL-CRL Collection Analysis

During its April 15, 2019 conference call, the ASERL Board approved expanding the CRL Collection Analysis Pilot to the remainder of the ASERL Scholars Trust libraries.  This is an important point in the lifespan of Scholars Trust as a collaborative endeavor.  We will gain a greater understanding of the scope of serials holdings among all ASERL Scholars Trust libraries which will inform decisions about collection growth for both Scholars Trust and our participation in the Rosemont Shared Print Alliance.

Important Dates:

  • May 28 – Q&A webinar on records submission and the analysis process.
    Date | Time:  Tuesday, May 28, 2019 | Webinar Recording
  • June 12.  Proposed Scholars Trust Retention Model to be distributed for comment.
  • July/August –
    • CRL reviews and validates bibliographic data against WorldCat and analyzes holdings data provided by libraries to ensure each library has enough data at bibliographic and holdings level to make allocation decisions. During this process, libraries may be asked to review preliminary reports (Checks Report) of their analyzed data to confirm the records have been interpreted appropriately.
    • Scholars Trust Town Hall e-meeting, Date TBD
  • August 30Scholars Trust Retention Model finalized
  • Late October – Cross-Comparison Report received.  The report is reviewed and criteria identified in the Scholars Trust Retention Model applied to select the titles on which to proceed with nomination assessments.
  • October 25, 2019 – A Q&A session with Amy Wood, Head of Technical Services, CRL to review the Institution Reports. Session Recording | Speaker’s PPT
  • December – Nominated titles begin to be added to the ASERL Scholars Trust Retention Database.
  • December 4, 2019 – A demonstration of the ASERL Scholars Trust Retention Database.  Session Recording | Speaker’s PPT

Scholars Trust Retention Database:

The ASERL-CRL Collection Analysis project includes a nomination of titles for retention.  The analysis identifies the top three libraries that report holdings with the deepest run of a print journal title.  All in-scope titles are assessed against the retention criteria as defined in the Retention Model and those which meet the criteria are then nominated for retention to the library/libraries identified as holding the deepest run.  To coordinate the title nomination process, we will use a database tool based on the gap-filling framework of the Journal Retention and Needs Listing (JRNL).  This tool – the ASERL Scholars Trust Retention Database – is a stand-alone tool and while it has many similarities with JRNL, there is no interoperability between the two.

Login to the database at:
To request a new user account, send email request to:
Please note:  Access to the Retention Database is limited to libraries participating in the ASERL-CRL Collection Analysis.  The database uses Google authentication to identify the user and present the user’s customized view.  The email address used for registering the account must be associated with a Google account.  It can be a Gmail address or another email address linked to a Google account.

Supporting Documentation:

Data Elements for Analysis [pdf] – lists and describes the data elements that are used in the analysis, and indicates those that are required/preferred/optional to include in the submitted records.

ASERL-CRL Collection Analysis Submission Form [docx] – to be submitted with bib/holding/item record files.  Information provided includes contact information for the project, as well as descriptive information on the data in the records.

FTP Account:  Please email Cheryle Cole-Bennett (contact info posted below) to obtain access information.  You can submit your records at your convenience any time prior to the deadline of July 1, 2019.

ASERL-CRL Collection Analysis FAQ [pdf] – Answers to commonly asked questions.  This document will be updated as needed during the project.

Need help?  Contact Cheryle Cole-Bennett | email: