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Together we are Stronger: A Cooperative Approach to Managing Print Collections
 

Together we are Stronger: A Cooperative Approach to Managing Print Collections

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Presentation slides from MSCS Program Manager Matthew Revitt's and Project PI Clem Guthro's 2013 IFLA World Library and Information Congress presentation. Delivered on August 19th in Singapore. Videos ...

Presentation slides from MSCS Program Manager Matthew Revitt's and Project PI Clem Guthro's 2013 IFLA World Library and Information Congress presentation. Delivered on August 19th in Singapore. Videos & photographs from the presentation can be found here; http://www.maineinfonet.org/mscs/mscs-ifla-presentation-photographs-video/

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    Together we are Stronger: A Cooperative Approach to Managing Print Collections Together we are Stronger: A Cooperative Approach to Managing Print Collections Presentation Transcript

    • Dr. Clem Guthro, Director, Colby College Libraries & Matthew Revitt, Program Manager, Maine Shared Collections Strategy Together we are Stronger: A Cooperative Approach to Managing Print Collections www.maineinfonet.org/mscs
    • Maine, United States Maine www.maineinfonet.org/mscs
    • The Library Context in Maine www.maineinfonet.org/mscs  Academic Libraries:  University of Maine, University of Southern Maine, and University of New England  Colby, Bates and Bowdoin Colleges  7 community and 9 small private colleges  Public Libraries  265 public libraries  2 flagship publics–Bangor and Portland  Maine State Library  Maine Law and Legislative Reference Library  Special libraries  23 hospital libraries  2 independent laboratories (Jackson and Bigelow)
    • The Library Context in Maine  Maine InfoNet- Maine Libraries, Maine Citizens. Connected! www.maineinfonet.org/mscs
    • U.S. Print Retention Projects www.maineinfonet.org/mscs  West Storage Trust – Western US – Journals  CIC – Large Midwest universities – Journals  ReCAP – Columbia, Princeton, NYPL  HathiTrust  Scholars Trust -AESERL & WRLC– Journals  North East Regional Library Print Management Project– Monographs and Journals  Maine Shared Collection Strategy – Monographs & Journals  Center for Research Libraries
    • Why Print Retention in Maine? www.maineinfonet.org/mscs  Library collaboration is the norm in Maine  Larger Libraries Group – 9 largest libraries with ¾ of the total print collection. 100 years of collaboration  Colby, Bates and Bowdoin are consciously building a shared collection of new print materials and e-resources  MaineCat has encouraged resource sharing  State-wide delivery – 1.25 millions items/year
    • Project Background www.maineinfonet.org/mscs  Originated with the Larger Libraries Group  Most libraries were running our 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  Needed grant money to support
    • Project Partners www.maineinfonet.org/mscs
    • Grant Proposal www.maineinfonet.org/mscs Institute for Museum and Library Services (IMLS) grant of $821,065 to create a shared print collections strategy:  Create a collection analysis system to analyze the collections  Examine the presence of large scale digital collections (HathiTrust and Internet Archive) as a determiner of what to keep in print  Develop a strategy to make retention decisions at scale  Integrate Print-On-Demand for large scale digital collections where local print copies are unavailable  Integrate E-book-On-Demand for large scale
    • Grant Focus www.maineinfonet.org/mscs  Focus is monographs and journals (Government documents are excluded)  The goal is to determine which volumes should be retained long-term and by whom  Libraries may discard materials or not, once retention decisions are made (downsizing is not the predominant focus)  Provide a framework for other libraries to participate once the initial grant period is complete  Expose our retention decisions to the world  We want to be part of the national conversation
    • Project Management www.maineinfonet.org/mscs  Project Team  Matthew Revitt – Project Manager  Clem Guthro – Colby College (representing the private college  Deb Rollins – University of Maine (representing the universities)  Barbara McDade – Bangor Public (representing the public libraries)  James Jackson Sanborn – Maine Infonet  Sara Amato – Contract systems librarian  Director’s Council  Collection Development Committee  Technical Services and Systems Committee  National Advisory Board  Lizanne Payne – nationally known Shared Print Consultant  Constance Malpas – Program Officer, OCLC Office of Research  Robert Keift – College Librarian, Occidental College and collection development guru http://www.maineinfonet.net/mscs/about/people/
    • MSCS Objective #1  Develop a strategy for a state-wide, multi-type library program for managing, storing and preserving print collections among public and private institutions to achieve greater efficiencies and extend the power of every dollar invested in collections and library facilities.  Requires collection and use analysis of print collection and the development of a collections management, steward and preservation model. www.maineinfonet.org/mscs
    • What Do We Want to Learn from the Data?  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 Print On-Demand/E-book-On- Demand services by virtue of HathiTrust or Internet Archive public domain material?  What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized? www.maineinfonet.org/mscs
    • How Do We Answer That?  Number of copies of a particular work owned by partner libraries  Number of circulating copies  Number of times a title circulated and date of last circulation  Number of titles uniquely held in the group/Maine/OCLC WorldCat (U.S. only)  Subject strengths across the group and the state  Titles represented in HathiTrust and Internet Archive  Overlap between general collections and special collections www.maineinfonet.org/mscs
    • Data Required for Analysis  Usage  Total checkout and total renewal  Year to date circulation  Last year circulation  Last checkin  Out date  Last out date  Reserve notes  Internal use count  Icode2 (Contributed to union catalog)  Circulation Status  Identification  Item record number  Created date  Barcode  Itype (value in the item that defines how it circulates)  Volume and copy  Item call number  Location www.maineinfonet.org/mscs
    • Issues With the Data Set  Accurately comparing data required OCLC reclamation:  Approximately 2.9 million records sent  More involved process than originally thought, but successfully cleaned up libraries’ records  OCLC circulation data report—data inconsistencies  Constant change—Ongoing library withdrawals & additions www.maineinfonet.org/mscs
    • Third Party Collections Analysis Support  OCLC WorldCat Collections Analysis Tool— unable to meet MSCS needs & delays in analytics product  Investigated other products, none met our needs— multiple libraries, monographs & massive data  Sustainable Collections Services (SCS) only could meet MSCS requirements—tailored reports & consulting support. See: http://sustainablecollections.com/ www.maineinfonet.org/mscs
    • Services Provided By  Additional data cleaning—normalizing, de- duping, and filling in missing data  Matched titles to external data sources  Consulting support  Data reports www.maineinfonet.org/mscs
    • MSCS Group Collection Summary: Collection Usage
    • MSCS Group Collection Summary: Overlap within Group
    • MSCS Circulating Title-Holdings by Holding Level – Circulation Levels 295,425 208,430 393,391 341,231 232,054 403,284 374,062 204,219 267,658 - 200,000 400,000 600,000 800,000 1,000,000 1,200,000 1 2 3+ Number of MSCS Libraries Holding Title Zero Circulations 1-3 Circulations 1 2
    • Retention Scenario One  Analyzed and took action only on titles published pre-2003, anything published after 2003 was out of the scope. For materials owned by only 1 or 2 partner libraries:  Retained:  Titles if any circulation or reserve activity  ―Protected‖ subject titles (Maine and/or institution specific items)  Special Collections/Archives copies  Unique in OCLC (only 0-9 copies in OCLC) title www.maineinfonet.org/mscs
    • Future Scenario Development  What to do about the remaining 50% of items-- those held by 3 or more libraries?  In addition to Scenario One criteria, needs analysis to decide allocation among libraries:  Circulation rates  Available storage space  Subject strengths  Loan periods  Level of commitments already made www.maineinfonet.org/mscs
    • 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 www.maineinfonet.org/mscs
    • Disclosing Retention Decisions: The How  National and International – OCLC WorldCat  OCLC Shared Print symbol  State – Central union catalog: MaineCat  MARC 583 note pulled from OCLC  Local –Five catalogs  MARC 583 Action Note www.maineinfonet.org/mscs
    • Display in WorldCat
    • Display in Union Catalog
    • Physical storage of retained items  MSCS chose a distributed model rather than a centralized storage facility, which means that:  Ownership and storage will remain with the library  No different Interlibrary Loan workflows  Remain requestable in both state and national catalogs www.maineinfonet.org/mscs
    • MSCS Objective #2  Expand access to existing digital book collections by developing Print-On-Demand (POD) and E- book-On-Demand (EOD) services to support long-term management of a shared print collection, and the integration of digital resources with print collections.  Requires the development of a print/digital management model and a service model for delivering E-book-On-Demand and Print-On- Demand www.maineinfonet.net/mscs/www.maineinfonet.org/mscs
    • Print/digital 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  HathiTrust membership  Integrating HathiTrust Public Domain title records into our union catalog www.maineinfonet.net/mscs/www.maineinfonet.org/mscs
    • MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap www.maineinfonet.org/mscs
    • Service delivery model  Developing request mechanisms for:  Delivering downloadable digital copies of public domain titles  Digital titles that can be printed and delivered to library users www.maineinfonet.net/mscs/www.maineinfonet.org/mscs
    • MSCS Objective #3 www.maineinfonet.org/mscs  Formalize organizational agreements, establish a budget, and develop policies essential to the management of shared print and digital collections.  Requires the development of a sustainable business and financial models to ensure MSCS extends beyond the grant period and original partner libraries.
    • Governance and Business Model www.maineinfonet.org/mscs  A Memorandum Of Understanding has been developed to guide the ongoing work  An Executive Committee formed from the Maine InfoNet Board will provide governance  A Collections and Operations Committee will determine retention, holding disclosure, and access/delivery  Membership fee set by Executive Committee  Collection Holders  Collection Builders  Supporting Members
    • Lessons learned www.maineinfonet.org/mscs  Plan for the unexpected – First Program Manager quit after a year  Things take longer than you think – OCLC reclamation- almost 1 year instead of 3 months  Things you planned to do become untenable – Espresso book machine, creating our own collection analysis system  Less conservative with circulation thresholds in retention criteria
    • Thank you! matthew.revitt@maine.edu cpguthro@colby.edu www.maineinfonet.org/mscs/ @MESharedColls www.maineinfonet.org/mscs