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Data to Decisions: Shared Print Retention in Maine

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Presentation slides from MSCS PI Deb Rollins (UMaine) and MSCS Collection Development Committee member Becky Albitz's (Bates College) November 8th presentation at the 2013 Charleston Library …

Presentation slides from MSCS PI Deb Rollins (UMaine) and MSCS Collection Development Committee member Becky Albitz's (Bates College) November 8th presentation at the 2013 Charleston Library Conference in Charleston, SC.

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  • 1. Data to Decisions: Shared Print Retention in Maine Deb Rollins, University of Maine Becky Albitz, Bates College Charleston Conference November 8, 2013 www.maineinfonet.org/mscs/
  • 2. What is Shared Print Anyway?  Holding libraries commit to retain designated materials for a specified time period so that partner libraries can rely on their continued availability. 2 www.maineinfonet.org/mscs
  • 3. U.S. Print Retention Projects  West Storage Trust – Western US – Journals  CIC – Large Midwest universities – Journals  ReCAP – Columbia, Princeton, NYPL  HathiTrust  Scholars Trust -AESERL & WRLC – Journals  Northeast Regional Library Print Management Project – Monographs & Journals  Maine Shared Collection Strategy – Monographs & Journals  Center for Research Libraries – PAN network 3 www.maineinfonet.org/mscs
  • 4. Drivers for Print Retention  Space issues – lack of it!  Budget cuts – where has all the money gone?  Cost per usage – why did we buy this again?  Availability of electronic resources – paperless library? 4 www.maineinfonet.org/mscs
  • 5. Building on Collaboration and Trust  MaineCat has encouraged resource sharing  State-wide delivery – 1.25 millions items/year  Colby, Bates, and Bowdoin (CBB) are consciously building a shared collection of new print materials and e-resources  Trust in commitments and continued access 5 www.maineinfonet.org/mscs
  • 6. Project Background  Originated with the Larger Libraries Group  Most libraries were running out of space and unlikely to get additional storage  Wanted a shared approach to managing legacy print collections for the long-term  Looking to be leaders in the print collection space 6 www.maineinfonet.org/mscs
  • 7. Project Partners 7 www.maineinfonet.org/mscs
  • 8. Grant Proposal IMLS grant of $821,065 to create a shared print collections strategy:  Create a collection analysis system  Include large scale digital collections (HathiTrust and Internet Archive) when determining what to keep in print  Develop a strategy to make retention decisions at scale  Integrate E-book-On-Demand and Print-On-Demand 8 www.maineinfonet.org/mscs
  • 9. Grant Summary  Monographs and journals (Government documents are      9 excluded) Which titles should be retained long-term and by whom Libraries may choose to discard, once retention decisions are made, although downsizing is not the predominant focus Provide a framework for other libraries to join once the initial grant period is complete Disclose our retention decisions locally and to the world Be part of the national conversation www.maineinfonet.org/mscs
  • 10. Project Management  Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian  Directors’ Council  Collection Development Committee  Technical Services Committee  National Advisory Board 10 www.maineinfonet.org/mscs
  • 11. Governance and Business Model  A Memorandum Of Understanding has been developed to guide the ongoing work  15 year retention commitment  MOU and commitments reviewed every 5 years  Executive Committee will provide governance  Collections and Operations Committee will determine retention, holding disclosure, and access/delivery  Different levels of membership  Collection Holders  Collection Builders  Supporting Members 11 www.maineinfonet.org/mscs
  • 12. MSCS Goals  Identify long-term retention commitments from libraries  Implement on-demand services in union catalog  Define sustainable business model for beyond grant & current partners 12 www.maineinfonet.org/mscs
  • 13. MSCS Guiding Questions  What monographs should be designated for long-term retention?  What is an equitable and/or common-sense distribution of retention responsibilities?  What monographs are candidates for incorporating into POD/EOD services by virtue of HathiTrust or Internet Archive public domain availability?  What monograph copies could optionally be deselected, once retention decisions have been finalized? 13 www.maineinfonet.org/mscs
  • 14. Data – Data Starting Points  How many copies of a particular work are owned by partner        14 libraries? How many of those are circulating copies? How often has the title circulated? What was the last circulation date? How many titles/copies are uniquely held in the group? In Maine? In WorldCat? How do subject strengths compare across the group? Which titles are represented in HathiTrust, Internet Archive? Overlap between general and special collections Others to be determined from combined data set www.maineinfonet.org/mscs
  • 15. The Data - Where is it?  Local  5 ILS catalogs  8 libraries  Innovative Interfaces, Inc. (III)  State  MaineCat  INN-Reach catalog of more than 100 Maine libraries  National  OCLC  HathiTrust  Internet Archive 15 www.maineinfonet.org/mscs
  • 16. Data – The Details  OCLC reclamation  Cleaned up holdings and OCLC numbers  Facilitated match across partners  Local outputs (to SCS - Sustainable Collection Services)  Monographs  Exclusions  Local outputs (to Systems Librarian)  Serials 16 www.maineinfonet.org/mscs
  • 17. The Data – Extracted Fields  Complete bib data  OCLC number  Item record data e.g.  Call number  Location  Usage counts  Last checkin  Circ status 17 www.maineinfonet.org/mscs
  • 18. Data – SCS Actions  Additional data cleaning—normalizing, de-duping, and filling in missing data  Matched titles to external data sources—OCLC WorldCat (U.S. and State Holdings), HathiTrust Public Domain and InCopyright items, and Internet Archive  Consulting support  Data reports 18 www.maineinfonet.org/mscs
  • 19. High Level View of the [Monograph] Data Bib records – Unfiltered Item records – Unfiltered Libraries 2,958,905 3,420,061 9 Bib records – Filtered 2,920,014 (circulating titles 2,719,754) Item records – Filtered 3,374,574 Unique Titles – Filtered 1,754,598 19 www.maineinfonet.org/mscs
  • 20. By “titles" we can mean two different things 1. Title Set Bates Bowdoin Colby Maine SL Portland PL UM-Orono 2. Title Holding 20 www.maineinfonet.org/mscs USM
  • 21. Circulation Counts – Circulating Titles Only MCSC Title‐Holding Counts 1 All Libraries All Filtered Title Holdings - CIRCULATING TITLES % 2,719,754 100% Circulation Counts 2 845,939 31% 3 Total Charges = 1 466,371 17% 4 Total Charges = 2 303,588 11% 5 Total Charges = 3 206,610 8% 6 Total Charges = 4 to 9  511,040 19% 7 Total Charges = 10+    386,206 14% 8 Last charge after 2010 357,660 13% 9 Last charge after 2007 671,815 25% 10 21 Total Charges = 0   Last charge after 2005 841,009 31% www.maineinfonet.org/mscs
  • 22. WorldCat Counts - US 14 15 145,296 5% 0‐9 Holdings in USA ‐ FRBR 95,571 3% 16 10‐19 Holdings in USA 94,162 3% 17 10‐19 Holdings in USA ‐ FRBR 59,386 2% 18 20‐49 Holdings in USA 213,827 7% 19 20‐49 Holdings in USA ‐ FRBR 146,868 5% 20 50‐99 Holdings in USA 290,443 10% 21 50‐99 Holdings in USA ‐ FRBR 222,700 8% 22 100‐199 Holdings In USA 507,552 17% 23 100‐199 Holdings In USA ‐ FRBR 422,454 14% 24 200+ Holdings in USA 1,668,732 57% 25 22 0‐9 Holdings in USA 200+ Holdings in USA ‐ FRBR 1,973,033 68% www.maineinfonet.org/mscs
  • 23. Overlap within MSCS Group 40 Unique Holding in group 1,118,151 38% 41 Title‐holdings in 2 libraries 684,395 23% 42 Title‐holdings in 3 libraries 462,446 16% 43 Title‐holdings in 4 libraries 325,959 11% 44 Title‐holdings in 5 libraries 190,215 7% 45 Title‐holdings in 6 libraries 82,224 3% 46 Title‐holdings in 7 libraries 40,179 1% 47 Title‐holdings in 8 libraries 15,550 1% 23 www.maineinfonet.org/mscs
  • 24. *http://sustainablecollections.com/weed-feed/2013/9/25/the-scs-monographs-index.html www.maineinfonet.org/mscs
  • 25. 99 titles are held by all 9 MSCS Institutions Pub  Year MSCS Total Circs Nickel and dimed : on (not) getting by in America / Barbara Ehrenreich. 2001 1,906 Gilead / Marilynne Robinson. 2004 1,582 The diary of a young girl : the definitive edition / Anne Frank ; edited by Otto H.  Frank and Mirjam Pressler ; translated by Susan Massotty. 1995 1,064 Seed of Sarah : memoirs of a survivor / Judith Magyar Isaacson. 1990 859 The lobster gangs of Maine / James M. Acheson. 1988 713 In the hands of Providence : Joshua L. Chamberlain and the American Civil War  / by Alice Rains Trulock. 1992 657 Bowling alone : the collapse and revival of American community / Robert D.  Putnam. 2000 655 A distant mirror : the calamitous 14th century / Barbara W. Tuchman. 1978 570 Liberty men and great proprietors : the revolutionary settlement on the Maine  frontier, 1760‐1820 / Alan Taylor. 1990 552 www.maineinfonet.org/mscs 1988 515 Title/Author 25 Collected works / Flannery O'Connor.
  • 26. 1,200,000 MSCS Circulating Title-Holdings by Holding Level – Circulation Levels 1,000,000 800,000 374,062 600,000 Zero Circulations 1-3 Circulations 4 plus Circulations 204,219 267,658 403,284 341,231 400,000 232,054 200,000 295,425 393,391 208,430 1 2 3+ www.maineinfonet.org/mscs Number of MSCS Libraries Holding Title
  • 27. Data – Split into Two Steps  Step 1 “Not widely held” title-sets  Title held in 1 or 2 MSCS libraries  Publication year < 2003  Step 2 “Widely held”  Titles held in 3 or more MSCS libraries  Publication year < 2003 27 www.maineinfonet.org/mscs
  • 28. MSCS Title-Holding by Holdings Level 1,800,000 1,600,000 1,400,000 Not Widely Held Titles Step 1 1,200,000 1,000,000 Widely Held Titles Step 2 800,000 600,000 1,655,421 1,064,333 400,000 200,000 - 1-2 3+ www.maineinfonet.org/mscs Number of MSCS Libraries Holding Title
  • 29. Step 1 – Further Divisions  Limited to publication date <2003  Commit To Retain – CTR – if :  Any circulation, internal, or reserve use OR  “local interest” title-sets OR  Special Collections items OR  Specific edition held in 9 or fewer libraries in the U.S.  Needs Further Examination – NFE – if:  Zero circulations 29 www.maineinfonet.org/mscs
  • 30. “Local Interest” Rules Applied Rule 1: General: ‘Maine’ will be searched in title, author, series, and all subject fields Rule 2: Published in Maine: Search bib records for indication of Maine as place of publication Rule 3: Maine Author or Artists: Location code meaut in a Maine State Library record, Authors, American—Maine in a subject field, Artists, American—Maine in a subject field Rule 4: Maine Local History: Title is classed in: F 16-30 (Maine History), 917.41 & 974.1 & meanx Rule 5: Major Colleges & Universities: Keywords/phrases searched e.g. Bowdoin College Rule 6: Industries: Keywords/phrases searched (combined with Maine) e.g. Paper Industry Rule 7: Marine & coastal studies: Keywords/phrases & classifications e.g. QH 92-92.2 Marine Biology (Atlantic Coast) Rule 8: Native Americans: Keywords/phrases e.g. Abenaki Rule 9: Places/Populations: Keywords/phrases e.g. Acadia Rule 10: Religious groups: Keywords/phrases e.g. Free Will Baptists 30 www.maineinfonet.org/mscs
  • 31. Scenario One – Needs Further Examination / Commit to Retain  1,800,000 Not Widely Held Titles  1,600,000 Published After 2003  (removed from Step 1) 186K   1,400,000 Step 1 Needs Further Examination 392,382  1,200,000  1,000,000 Widely Held Titles  800,000  600,000 Step 1 1,655,421  Commit to Retain 1,076,188 Step 2 1,064,333   400,000  200,000  ‐ 1‐2 3+ www.maineinfonet.org/mscs Number of MSCS Libraries Holding Title
  • 32. Total Commitments & Needs Further Examination for Step 1 LIBRARY COMMITMENT TO RETAIN Titles Bangor Public Library   Items NEEDS FURTHER EXAMINATION Titles Items 147,490  177,195  40,582  43,182  9,688  18,095  9,536  11,921  Bates 129,168  142,603  53,403  57,043  Bowdoin 161,498  202,550  95,497  108,888  Colby 124,178  142,617  49,005  53,516  Maine State Library 43,532  53,726  6,458  7,782  Portland Public Library 78,065  97,133  3,678  4,316  University of Maine Orono 276,784  307,202  119,793  130,218  University of Southern Maine 105,785  117,074  14,430  15,392  Bangor Theological Seminary  32 ALL ELIGIBLE TITLES 1,258,195  392,382  www.maineinfonet.org/mscs 1,076,188  432,258 
  • 33. “Needs further examination” group  1-2 MSCS title holdings  0 recorded uses  37% in copyright in Hathi  6% public domain in Hathi  6 % digitized in Internet Archive (no Hathi overlap)  51% not digitized  Made decision NOT to Commit to Retain these 33 www.maineinfonet.org/mscs
  • 34. Drowning in the Data  Too many CTR?  Too many lists  Piles of objectionable CTR books event  Publishers (29,331 title holdings had commitments reversed) 34 www.maineinfonet.org/mscs
  • 35. 35 www.maineinfonet.org/mscs
  • 36. Step 2  1,800,000  1,600,000  1,400,000  1,200,000 Not Widely Held Titles No CTR 421,713 Widely Held Titles  1,000,000 Published after 2003  800,000  600,000 Step 1 1,655,421  Commit to Retain 1,046,857 Needs Further Examination 1,064,333  In-Scope for Step 2  400,000 - Titles published < 2003 -Circulating Titles -10+ US holdings  200,000  ‐ 1‐2 3+ www.maineinfonet.org/mscs Number of MSCS Libraries Holding Title
  • 37. Title-Holding Counts by Title-Set Usage Levels (uses per title-holding) 250,000 IN-SCOPE TITLE SETS Publication year < 2003 Three plus libraries holding Circulating titles only No special collections No Hathi public domain 10+ US holdings 216,401 (28%) 200,000 150,000 136,711 (18%) Title-Holdings 132,924 (17%) Title-Sets 100,000 81,336 (10%) 70,691 (9%) 58,316 50,000 38,353 54,911 (7%) 53,871 (7%) 34,653 32,349 (4%) 20,728 9,836 17,679 13,504 13,662 7-10 10-15 > 15 Zero 0-1 1-3 3-5 5-7 Uses per Title-Holding per Title-Set (SCS calculation) www.maineinfonet.org/mscs
  • 38. Step 2 Questions  Do we need to retain a minimum or maximum number of title-holdings per title-set?  How to allocate holdings responsibility?  Circulation policies  Library type  Subject strengths  CTRs made in Step 1  We are still discussing how these elements work together to create an equitable model. 38 www.maineinfonet.org/mscs
  • 39. Data – Serials are Different  All records coded format “s”  Analysis by MSCS Systems Librarian  Includes many book series as well as journals/magazines  Inconsistent across MSCS institutions  Total number of serials records 37,887  Total number of deduped serials records 27,912 39 www.maineinfonet.org/mscs
  • 40. MSCS Goals for Serials  Goal is not to duplicate existing efforts  Relative safety of publisher digital collections  Digital services e.g. Portico  Act as ‘good steward’ locally and nationally  CTR “local interest” titles  CTR “not widely held” titles  CTR Special Collections titles 40 www.maineinfonet.org/mscs
  • 41. Serials Decisions  27,912 title-sets (book series and journals)  Not CTR ~ 64%  4,198 digital collections overlap  14,771 >50 in OCLC  CTR <36%  8,943 or less  6,134 local interest and Special Collections match  4,439 <50 OCLC o MSCS overlap only 3% within this set (~130) o To individual library review 41 www.maineinfonet.org/mscs
  • 42. Serials <50 OCLC review example  Opportunity to review lists  UMaine 1,977 titles--reduced to CTR 1,610 titles  Bates 315 titles—reduced to CTR 254 titles 42 www.maineinfonet.org/mscs
  • 43. Disclosing Retention Decisions: The Why  The principle of the common good  Participating as a partner in the national print retention world  Allows discards where appropriate  Local workflow 43 www.maineinfonet.org/mscs
  • 44. Disclosing Retention Decisions: The How Disclosure has not been a straightforward process!  National and International – OCLC WorldCat  OCLC Shared Print symbol  State – Central union catalog: MaineCat  Commitment note pulled from OCLC  Local –Five catalogs  MARC 583 Action Note 44 www.maineinfonet.org/mscs
  • 45. Display in WorldCat.org www.maineinfonet.org/mscs
  • 46. Display in OCLC FirstSearch 46 www.maineinfonet.org/mscs
  • 47. Display in Union Catalog www.maineinfonet.org/mscs
  • 48. Display in Local OPAC 48 www.maineinfonet.org/mscs
  • 49. Display in local staff view 49 www.maineinfonet.org/mscs
  • 50. Ebook-On-Demand/Print-On-Demand Service Model  MSCS libraries are using large-scale digital collections like the HathiTrust and Internet Archive in the management of their print collections:  Developing criteria for relying on digital copies as surrogates  Integrating 1.6 million HathiTrust Public Domain title records and Google Books links into our union catalog  Print-On-Demand request service 50 www.maineinfonet.org/mscs
  • 51. MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap 51 www.maineinfonet.org/mscs
  • 52. Service Delivery Model 52 www.maineinfonet.org/mscs
  • 53. How Do You Replace the King? 53 www.maineinfonet.org/mscs
  • 54. What are our responsibilities moving forward?  If a CTR title is missing?  Attempt to replace at a reasonable cost  Request the transfer of the title from a non-participating library  Ask Collections and Operations Committee to remove retention commitment.  If a title is damaged?  Box and reshelve  Attempt to replace  Request a transfer  Ask for retention commitment removal 54 www.maineinfonet.org/mscs
  • 55. Storage  MSCS chose a distributed model rather than a centralized storage facility  Ownership and storage will remain with the owning library  There are no different circulation or Interlibrary Loan rules or workflows for titles with retention commitments 55 www.maineinfonet.org/mscs
  • 56. Lessons Learned  Things won’t go as planned  Perfection is not possible  Need for a dedicated project manager position  Public libraries are different!  Libraries can cooperate 56 www.maineinfonet.org/mscs
  • 57. Legacy of MSCS  Cooperative collection development amongst partners  Extend membership to other Maine libraries  Part of wider shared print community  Extend model to other projects 57 www.maineinfonet.org/mscs
  • 58. Thank you! drollins@maine.edu ralbitz@bates.edu www.maineinfonet.org/mscs/ @MESharedColls 58 www.maineinfonet.org/mscs