Holdings Retention Information in Alma

Alma Retention

In support of building and providing access to distinctive academic research collections, Princeton University Library participates in several collaborative collection development plans among Ivy Plus institutions and ReCAP partners. The books acquired are retained by the acquiring institution and available via BorrowDirect or ReCAP institution catalogs.

To accommodate the technical needs for Princeton’s commitment to retain the collaborative collection titles, the following practice has been implemented in Alma. This is to help identify items acquired by such plans and to ensure items won’t be deleted by batch jobs. In the case of a manual deletion (item withdrawal), an alert will be issued stating it cannot be withdrawn. To withdraw, one must change the Committed to retain field in the item record to no.

Alma holdings record

For items acquired via one of the collaborative collection plans, a 583 Action Note field will be present in the holdings record. For example:

583 1_ $$a committed to retain $$c 20231101 $$d In perpetuity $$f Brazilian Imprints Ivy Plus Libraries Collaborative Collection Development Agreement $$u https://ivpluslibraries.org/leadership-6-key-groups/collection-development/ $$5 NjP

Alma item record

In the Retention Information section:

Committed to retain – the “Yes” radio button is checked.

Retention reason is selected from the drop-down.

“Committed to Retain” can be turned on for display in the Item Summary page:

From the Physical Items search results page, if an item is committed to retain, you’ll see an icon of a garbage can with a red line through it indicating it cannot be withdrawn.

Note: The records containing “Committed to retain” items have been and will continue to be added to Alma via batch import. Princeton catalogers do not need to manually enter the 583 field in holdings or update the item records. Please do not change the 583 field or the item record with the retention information filled.

Current Retention Plans

The following retention plans have been implemented at Princeton:

Name	Description

Name	Description
Brazilian Imprints Ivy Plus Libraries Collaborative Collection Development Agreement	Developed by the Ivies Plus libraries to adequately represent the large volume of scholarly material produced by Brazil and distribute the responsibility by regional and geographic lines.
Collaboration for Slavic and East European Books	This retention agreement is applied to Princeton’s contributions to the ReCAP single-copy coordinated collection-development plan covering most parts of Eastern Europe and extra-European territories of the former Soviet Union. It is applied to approval-plan receipts on plans with East View Information Services, Lexicon, MIPP, and Serbica on fund 41159 \| E9994 \| Slavic-no program.
Collaboration for Caucasus and Inner Asia Books	This retention agreement is applied to Princeton’s contributions to the ReCAP single-copy coordinated collection-development plan covering most parts of Eastern Europe and extra-European territories of the former Soviet Union. It is applied to approval-plan receipts on plans with East View Information Services, Lexicon, MIPP, and Serbica on fund 41159 \| E9994 \| Slavic-no program.
HathiTrust	HathiTrust’s Shared Print Program is the largest monograph shared print program. It reduces the cost of collection management by coordinating with other participating institutions. It maintains print titles that are represented on the HathiTrust digital collection.
Ivy Plus Libraries Confederation Shared Book Collection - Book Plan for Brill Monographs	Coordinated with the Ivies Plus Group and the vendor YBP. Materials are acquired through a process of selecting book slips and partners take turns based on month. It is coordinated so no one retention facility has more than one copy.
ReCAP Collaborative Collection Development Italian Imprints	This plan is coordinated between ReCAP partners and the vendor Casalini to focus on specific areas. Princeton’s contribution is to Philosophy, Psychology, Aesthetics, and Ethics.
South Asian Imprints Collaborative Collection	An agreement with ReCAP partners to retain all material on acquired on our 52 plan with LC-New Delhi.
Turkey Imprints Collaborative Collection	Coordinated with ReCAP partners and the vendor ISIS Books to reduce unnecessary duplication among collections and focus on acquiring a broader range of materials.