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MSCS SCS Planning Meeting Rick Lugg & Andy Breeding

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Rick Lugg and Andy Breeding from SCS, February 15, 2013 at Colby College, Waterville, ME.

Rick Lugg and Andy Breeding from SCS, February 15, 2013 at Colby College, Waterville, ME.

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  • California in the New Millennium: The Changing Social and Political Landscape,Publication Year 2000 (Paperback version 2002)This Title is held by all 23 CSU Libraries – we have details on the 6 in the Pilot Group
  • 2.08 is the average across all titles

Transcript

  • 1. Maine Shared Collections Strategy Planning Meeting February 15, 2013
  • 2. The SCS Team Rick Lugg and Ruth Fischer • R2 Founders, principals • Recognized as experts in: – Selection-to-access workflows – Integration of vendor and library systems – Adapting library organizations for the 21st century Andy Breeding • Focus on content-management, web and search solutions, user experience • Most recently: User-Experience Team Manager at Harvard Business School • 20+ years in special libraries Eric Redman • Former Chief Architect and Director of IT at Blackwell North America • Led Development of Blackwell’s Collection Manager 7 application • Deep knowledge of bibliographic data, search, and information architecture • 28 years IT experienceSustainablecollections.com 2
  • 3. Actionable Collection Intelligence℠Sustainablecollections.com 3
  • 4. The SCS Approach: Data-Driven Decisions • Circulation and other local use data (in-house, reserves) • Location • Year of publication • Year Acquired • Holdings in other libraries (national, state, peer) • Overlap within MSCS libraries • Secure digital copy (Hathi) 4
  • 5. The SCS Approach: Project Success • Partnership & collaboration • M/SCS • Flexibility • New Ground – Internet Archive – Academic/Public – LC/DDC – FRBR-on • Custom MSCS Data Set 5
  • 6. Project Scope: Participating Libraries• Colby College• Bates College• Bowdoin College• Portland Public Library• University of Maine/Orono (URSUS)• University of Southern Maine (URSUS)• Bangor Public Library (URSUS)• Maine State Library (URSUS)• [Bangor Theological Seminary]Sustainablecollections.com 6
  • 7. Project Scope: Material Types• Circulating print monographs• Reference books• Special Collections monographs• Out of Scope – eBooks – Government Documents – Non-print formats – Maps, scores – JournalsSustainablecollections.com 7
  • 8. Project Scope: Key Questions• What monographs should the eight partner libraries designate for long-term retention for the benefit of shared collections in the State of Maine?• What is an equitable and/or common-sense distribution of retention responsibilities?• What monographs held by the partners are candidates for incorporating into POD/EOD services by virtue of Hathi Trust or Internet Archive programs for public domain material?• What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized?Sustainablecollections.com 8
  • 9. Project Management• Roles • Program Manager • Project Team • SCS: analyze & present data; facilitate discussions on data, interpretation, and policy options• Decision-Making • Retention/Withdrawal Scenarios • Title Protection rules, etc• Communication • Listserv? • Direct or via Program Manager?Sustainablecollections.com 9
  • 10. High-level project schedule Tentative Task Description Dates February Planning Meetings Key players discuss data extracts, anomalies, peers, etc. 2013 Libraries prepare and deliver extracts to SCS. SCS validates, March Data Preparation normalizes, matches, and performs holdings lookups. 2013 Group Collection Categorical overview of the group data set. Used to gauge April 2013 Summary opportunities and guide scenario development. Scenario Project leaders suggest preliminary withdrawal and preservation Begin April Development criteria. SCS iterates and revises. 2013 Detailed Excel spreadsheets for review, bases on finalized criteria for Candidate Lists 2013 withdrawal. Modify as necessary. Discussions This will be needed at many points – but especially around scenario Through- Facilitation development, allocation, and policy development. out Assignment of withdrawal opportunities and retention commitments Allocation 2013 – based on many factors.Production of Picklists Once allocation decisions have been made, SCS will derive title/item 2013 and Keeplists lists for use by individual libraries. Ongoing Data SCS will maintain (but will not update) the MSCS dataset for 2 years, Sustainablecollections.com 10 … Management which can be used for additional projects.
  • 11. Collecting and preparing the libraries’ data• Bibliographic, item, circulation, and holdings data extracted, transformed, and loaded to a MSCS database • Filter out-of scope bib records (eBooks, maps, scores, DVDs, Gov Docs) • Eliminate duplicate bib records • Normalize call numbers • Eliminate trailing spaces in control numbers • Validate OCLC numbers • Match bib records on OCLC number (with title-string check) • LCCN/title-string lookups for records lacking OCLC# • Identify and accommodate unusual implementations of MARC • Map item-level data and interpret codes Sustainablecollections.com 11
  • 12. MSCS DataRecord Type Expected Current Working #Bib Records 2,415,000 2,901,973Item Records 3,000,000 4,950,549Libraries 8 9 (BTS added)Sustainablecollections.com 12
  • 13. Opportunities for Local Data RemediationBib Records Received 695,567Bib Records included for analysis 683,545Bib Records out-of-scope for analysis 12,022Duplicate bib records received 388Government docs 712 gpo nbr is not null or gov doc nbr is not nullRec Type not equal to a 11,010 non-language materials per MARC leader 06 non-monograpic materials per MARC leaderBib Level not equal to a or m 154 07 medium is not null (videos, electronicNon-print resources 408 materials, sound recordings, etc.)Unable to obtain OCLC number 226Bib Title/Author mismatch with OCLC 233Multiple OCLC numbers per record 0Local holding not set in WorldCat 13 99,437
  • 14. External matches• WorldCat – US Holdings• WorldCat – Maine Holdings• WorldCat – Comparator Library Holdings• FRBR-off / FRBR-on*• HathiTrust (Public Domain)• HathiTrust (In Copyright)• [Internet Archive]Sustainablecollections.com 14
  • 15. Additional Factors• Comparator Libraries• Title Protection Rules• Subject Analysis• Authoritative Title Lists• Today’s task: make sure that decision factors are represented in the data before we beginSustainablecollections.com 15
  • 16. GROUP-WIDE COLLECTION SUMMARY16
  • 17. By “titles” we can mean two different things 1. Title SetDominguez Fullerton Long Beach Los Angeles Northridge Pomona 2. Title Holding 17
  • 18. Each “Title-Holding” has different characteristics Dominguez Fullerton Long Beach Los Angeles Northridge Pomona Hills Total Circulations 0 circs 19 circs 16 circs 12 circs 13 circs 8 circs Last Circulation Date -none- 11/30/11 12/16/08 5/30/07 4/27/07 3/11/08 Date added to Collection 6/27/02 4/23/02 9/21/01 5/03/00 11/11/02 8/11/00 18
  • 19. Pilot Group Holdings and Avg Total Charges by LC800,000 HOLDINGS600,000400,000200,000 - A B C D E F G H J K L M N P Q R S T U V Z 10.0 AVG CHARGES 8.0 6.0 4.0 2.0 0.0 A B C D E F G H J 19 L M N P Q R S T U V Z K
  • 20. 3 2.5Average # ofInsitutions Holding 2 1.5 Average number of CNY 1 library holdings per title by publication year 0.5 1965 = 2.39 (peak value) 2012 = 1.75 0 1900 1910 1920 1930 1940 1950 1960 1970 1980 1990 2000 2010 Sustainablecollections.com 20
  • 21. Circulation Counts Sample Library Title-Holding Counts All Libraries Percent1 All Title Holdings - Filtered 3,575,321 100%2 Total Charges = 0 (all available circ data) 1,161,359 32%3 Total Charges = 1 to 3 (all available circ data) 1,071,029 30%4 Total Charges = 4 to 9 (all available circ data) 699,350 20%5 Total Charges = 10+ (all available circ data) 643,583 18%6 Last charge after 2010 501,890 14%7 Last charge after 2007 914,325 26%8 Last charge after 2005 1,157,845 32%21
  • 22. WorldCat™ Counts Sample Library Title-Holding Counts All Libraries Percent1 All Title Holdings - Filtered 3,575,321 100%9 0-9 Holdings in USA 122,092 3%10 10-19 Holdings in USA 73,656 2%11 20-49 Holdings in USA 234,822 7%12 50-99 Holdings in USA 405,321 11%13 100-199 Holdings In USA 752,079 21%14 200+ Holdings in USA 1,987,329 56%15 0-9 Holdings in California 426,536 12%16 10-49 Holdings in California 1,858,850 52%17 50+ Holdings in California 22 1,289,913 36%
  • 23. Think MSCS Overlap within Group of 6 Libraries Sample Library Title-Holding Counts All Libraries Percent1 All Title Holdings - Filtered 3,575,321 100%18 Title-holdings present in 1 library 978,728 27%19 Title-holdings present in 2 libraries 717,012 20%20 Titles-holdings present in > 2 libraries 1,879,581 53%21 Title-holdings present in 3 libraries 630,176 18%22 Title-holdings present in 4 libraries 556,887 16%23 Title-holdings present in 5 libraries 445,660 12%24 Title-holdings present in 6 libraries 246,858 7% 23
  • 24. Date Related Counts All Sample Library Title-Holding Counts Percent Libraries1 All Title Holdings - Filtered 3,575,321 100%30 Publication Year before 2005 3,356,176 94%31 Publication Year before 2000 3,102,731 87%32 Publication Year before 1990 2,600,033 73%33 Last Item Add-Date before 2005 3,257,574 91%24
  • 25. Hathi Trust Matches All Sample Library Title-Holding Counts Percent Libraries1 All Title Holdings - Filtered 3,575,321 100%34 Hathi Trust Public Domain Match 101,822 3%35 Hathi Trust In-Copyright Match 1,626,447 45%25
  • 26. SAMPLE SCENARIOS: CALCULATING THE OPPORTUNITY26
  • 27. Sample Pilot Group - Title-Holdings by Holdings Level2,000,0001,800,000 Commonly Held1,600,000 Titles1,400,0001,200,0001,000,000 1,879,581 800,000 Uniquely Held Titles 600,000 978,728 400,000 717,012 200,000 - 1 2 3-6 # of Pilot Group Libraries Holding Title
  • 28. Sample Pilot Group - Title-Holdings by Holdings Level2,000,0001,800,0001,600,000 779,7561,400,000 4+ circs 1-3 Circs1,200,000 0 circs1,000,000 800,000 305,438 539,718 600,000 257,739 311,240 400,000 220,071 560,107 200,000 362,050 239,202 - 1 2 3-6 # of Pilot Group Libraries Holding Title
  • 29. Titles Published and Acquired before 2000 Shared Withdrawal Scenarios within the Sample Pilot Group 0 1 or fewer 3 or fewer Circulations circulations circulations Keep 1 Title-holding 623,382 850,392 1,077,845 Keep 2 Title-holdings 408,135 534,642 648,965 Keep 3 Title-holdings 238,548 299,848 348,723Sustainablecollections.com 29
  • 30. Picklists, Keeplists, Remediation Lists … Delivered in Excel 30
  • 31. 31
  • 32. 32
  • 33. 33
  • 34. Post-Summary Outputs• Iterations of Retention Scenarios• Single group-wide retention list• Allocation of retention commitments & withdrawal opportunities• Allocation database• 2-year access to MSCS data set• Things we probably haven’t anticipatedSustainablecollections.com 34
  • 35. MSCS LIBRARY QUESTIONNAIRE35
  • 36. Please describe your library’s retention priorities. Do you have any remote storage or compact shelving? Do you plan to reduce the size of your local print collection or stacks? If so, do you have a goal in mind? Are any libraries under the significant space pressure?Sustainablecollections.com 36
  • 37. How many circulating print monographs are there in your collection?Sustainablecollections.com 37
  • 38. How many reference books?How many juvenile books? How can SCS identify/segregate these parts of your collection?Sustainablecollections.com 38
  • 39. Your OCLC symbol? Symbols? What is the local practice with regard to setting holdings? Recent OCLC reclamation project? Include or exclude titles where the holding has not been set?Sustainablecollections.com 39
  • 40. Classification What is your library’s primary classification scheme? Secondary classification scheme? Are these segregated by location? Where are local call numbers stored?Sustainablecollections.com 40
  • 41. Call Numbers in Bibliographic Records Call numbers in Item Records LC Dewey Local LC Local Dewey LocalMARC Field 050 082 090 092 095 945$a 945$bBates 181,930 252,824 2,639 758Bowdoin 189,187 298,047 43,960 23,390Colby 316,514 230,399 174,718 11,189 233Portland Public - - 183,707 260,196 24,226Library (PPL)URSUS 888,772 875,282 607,032 399,111 3,100,433 1,952,982BTS 23,981 22,590 - 2 62,181 5,442 Sustainablecollections.com 41
  • 42. How many years of circulation data is available? Total charges Last charge date Are there any internal processes that routinely “charge” items?Sustainablecollections.com 42
  • 43. In-House Usage Re-shelving counts? Any other systematic tallies?Sustainablecollections.com 43
  • 44. Are item add dates available? Date accessioned? If yes, how many years of add/acq data is available?Sustainablecollections.com 44
  • 45. How does the library handle multiple copies?What is the best way for SCS to differentiatemultiple copies from a multi-volume set? Sustainablecollections.com 45
  • 46. Contact Info • andy@sustainablecollections.com • rick@sustainablecollections.comSustainablecollections.com 46
  • 47. MSCS COLLECTION ANALYSIS: DISCUSSION POINTSSustainablecollections.com 47
  • 48. Discussion & Decisions Needed• Comparator Libraries• Title Protection Rules• Data Presentation: LC, DDC, combined?• Internet Archive: how much to investSustainablecollections.com 48
  • 49. Scenario Building: Issues to Consider• Archive copies vs. Service copies• Dispersion of title-holdings / delivery times• MSCS ‘unique’ titles: how to handle• Preservation commitments (in what context?)• Role/relationship with other regional libraries?• Physical condition49
  • 50. Think about…• Think about the questions you want to ask• Think about which data points (and combinations of points) can help answer those questions• Think about the MSCS’s 2.9 million title-holdings as if it were a single distributed collection (this is only an exercise)• Think first about titles that have never circulated and are held by multiple libraries• Think about storage, retention, and withdrawal• Ask: what is the worst-case scenario? 50
  • 51. Comparator libraries• SCS can support three groups with a maximum of 20 OCLC symbols each• These are in addition to US Holdings, State Holdings, Groupwide Holdings, HathiTrust, and Internet Archive• Not of primary interest to MSCS?Sustainablecollections.com 51
  • 52. Local Interest Rules• Categories to be taken off the table• Retained regardless of circulation/use• Examples: Maine, Atlantic Coast• Rules consist of keywords and classification ranges, e.g. Local Maine History • DDC 974.1 • LC F16-30Sustainablecollections.com 52
  • 53. Subject Analysis• LC• DDC• Augmented DDC/LC• Conspectus• Can we learn what is needed by looking through one lens?Sustainablecollections.com 53
  • 54. Internet Archive• Because the Internet Archive API is not designed for large-scale batch queries, SCS must obtain the full set of Open Library data (of which IA is a subset).•• SCS must parse the Open Library records to identify the IA titles. These are large files, e.g., the Open Library Editions file contains 25 million lines. About 6.8 million of these appear to have OCLC numbers. As of 1/2/13, the IA “Texts” division contains 3.7 million items, not all of which are books. It will require some digging to verify the various relationships and the quality of the data. We believe that the actual number of full-text books in IA is between 2.2 and 2.5 million.• SCS must identify items which appear both in IA and in HathiTrust to minimize duplication of counts.Sustainablecollections.com 54