United We Stand: A Collaborative Approach to Legacy Print Collections
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United We Stand: A Collaborative Approach to Legacy Print Collections

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Slides from the October 21st, 2013 presentation given by MSCS Program Manager Matthew Revitt and Project PI Deb Rollins at the 2013 New England Library Association Annual Conference in Portland, ME. ...

Slides from the October 21st, 2013 presentation given by MSCS Program Manager Matthew Revitt and Project PI Deb Rollins at the 2013 New England Library Association Annual Conference in Portland, ME. The session was jointly sponsored by The Academic Libraries Section (ALS) and the New England Technical Services Librarians (NETSL). A copy of the handout can be found here: http://www.maineinfonet.org/mscs/wp-content/uploads/MSCS-NELA-Handout.pdf

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  • Explain about SCS contract.
  • 9 libraries = includes Bangor Theological Seminary collection
  • Need to show here or on additional slide the zero-circ vs circ split
  • Not books so not handled by SCS. Inconsistencies – some books in series coded “b” and same titles could have been coded “s” by other libraries.
  • Not widely held as identified in OCLC (not within Maine)
  • “by hand”Yellow titles NOT CTR

United We Stand: A Collaborative Approach to Legacy Print Collections United We Stand: A Collaborative Approach to Legacy Print Collections Presentation Transcript

  • United We Stand: A Collaborative Approach to Legacy Print Collections Matthew Revitt, University of Maine Deb Rollins, University of Maine NELA Annual Conference October 21, 2013 www.maineinfonet.org/mscs/
  • What is Shared Print Anyway?  Holding libraries commit to retain designated materials for a specified time period so that partner libraries may rely on their continued availability. www.maineinfonet.org/mscs
  • 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  North East Regional Library Print Management Project – Monographs & Journals  Maine Shared Collection Strategy – Monographs & Journals  Center for Research Libraries – PAN network www.maineinfonet.org/mscs
  • Drivers for Print Retention  Space issues – lack of it!  Budget cuts – where‘s all the money gone?  Cost per usage – why did we buy this again?  Availability of electronic resources – paperless library? www.maineinfonet.org/mscs
  • Building on Collaboration and Trust  MaineCat has encouraged resource sharing  State-wide delivery – 1.25 millions items/year  Colby, Bates and Bowdoin are consciously building a shared collection of new print materials and e-resources  Trust in commitments and continued access www.maineinfonet.org/mscs
  • Project Background  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 www.maineinfonet.org/mscs
  • Project Partners www.maineinfonet.org/mscs
  • Grant Proposal IMLS grant of $821,065 to create a shared print collections strategy:  Create a collection analysis system  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 E-book-On-Demand and Print-OnDemand www.maineinfonet.org/mscs
  • Grant Summary  Monographs and journals (Government     documents are excluded) The goal is to determine which titles 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 Disclose our retention decisions locally and to the world www.maineinfonet.org/mscs
  • Project Management  Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian  Directors‘ Council  Collection Development Committee  Technical Services Committee  National Advisory Board www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • 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 material?  What monograph copies could optionally be deselected, once retention decisions have been finalized? www.maineinfonet.org/mscs
  • Data – Data Starting Points  How many copies of a particular work are owned by        partner 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
  • The Data - Where is it?  Local  5 ILS catalogs with 3 catalogs merging soon  8 libraries  Innovative Interfaces, Inc. (III)  State  MaineCat  INN-Reach catalog of more than 100 Maine libraries  National  OCLC  HathiTrust  Internet Archive www.maineinfonet.org/mscs
  • Data – The Details  OCLC reclamation  Cleaned up holdings and OCLC numbers  Facilitated match across partners  Local outputs (to Sustainable Collection Services)  Monographs  Exclusions  Local outputs (to Systems Librarian)  Serials www.maineinfonet.org/mscs
  • The Data – Extracted Fields  Item record number  Last year circulation  Created date  Last checkin  Barcode  Out date  Itype (value in the item  Last out date      that defines how it circulates) Volume and copy Call number Location Total checkout and total renewal Year to date circulation  Reserve notes  Internal use count  Icode2 (Contributed to union catalog)  Circulation Status  Complete bib data www.maineinfonet.org/mscs
  • 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 In-Copyright items, and Internet Archive  Consulting support  Data reports www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • By “titles" we can mean two different things 1. Title Set Bates Orono Bowdoin Colby Maine SL Portland PL USM 2. Title Holding www.maineinfonet.org/mscs UM-
  • Circulation Counts – Circulating Titles Only MCSC Title-Holding Counts 1 All Filtered Title Holdings - CIRCULATING TITLES All Libraries % 2,719,754 100% Circulation Counts 2 Total Charges = 0 845,939 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 Last charge after 2005 841,009 31%
  • WorldCat Counts - US 14 0-9 Holdings in USA 145,296 5% 15 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% 25 200+ Holdings in USA - FRBR 1,973,033 68%
  • WorldCat Counts - Maine 26 Unique holding in Maine 969,915 33% 27 Unique holding in Maine - FRBR 764,154 26% 28 2 Holdings in Maine 612,546 21% 29 2 Holdings in Maine - FRBR 564,616 19% 30 3 Holdings in Maine 440,802 15% 31 3 Holdings in Maine - FRBR 444,611 15% 32 4 Holdings in Maine 315,535 11% 33 4 Holdings in Maine - FRBR 347,388 12% 34 5 Holdings in Maine 204,703 7% 35 5 Holdings in Maine - FRBR 243,151 8% 36 6-9 Holdings in Maine 299,442 10% 37 6-9 Holdings in Maine - FRBR 405,270 14% 77,071 3% 150,824 5% 38 10+ Holdings in Maine 39 10+ Holdings in Maine - FRBR
  • 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%
  • 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 Collected works / Flannery O'Connor. 1988 515 Title/Author 24
  • MSCS Circulating Title-Holdings by Holding Level – Circulation 1,200,000 Levels 1,000,000 Zero Circulations 800,000 374,062 267,658 1-3 Circulations 600,000 403,284 204,219 341,231 400,000 232,054 200,000 295,425 393,391 208,430 1 2 3+ Number of MSCS Libraries Holding Title
  • 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 www.maineinfonet.org/mscs
  • 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 1,655,421 600,000 1,064,333 400,000 200,000 - 1-2 3+ Number of MSCS Libraries Holding Title
  • 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 www.maineinfonet.org/mscs
  • “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 www.maineinfonet.org/mscs
  • Scenario One – Needs Further Examination / Commit to Retain 1,800,000 1,600,000 1,400,000 1,200,000 Not Widely Held Titles Step 1 Needs Further Examination 392,382 1,000,000 Widely Held Titles 800,000 600,000 Step 1 1,655,421 Commit to Retain 1,076,188 1,064,333 1-2 3+ 400,000 200,000 - Number of MSCS Libraries Holding Title
  • 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 ALL ELIGIBLE TITLES 1,076,188 1,258,195 392,382 www.maineinfonet.org/mscs 432,258
  • Drowning in the Data  Too many CTRs?  Piles of books  Too many lists!  Publishers (29,331 items had commitments reversed)  Reference materials www.maineinfonet.org/mscs
  • Step 2 1,800,000 1,600,000 1,400,000 1,200,000 Not Widely Held Titles Needs Further Examination 392,382 1,000,000 Widely Held Titles 800,000 600,000 Commit to Retain 1,655,421 1,076,188 In-Scope for Step 2 1,064,333 - Titles published < 2003 - Circulating Titles - No Special Collections - No Hathi PD Titles - No Titles with zero aggregate use 400,000 200,000 - 1-2 3+ Number of MSCS Libraries Holding Title
  • Step 2 Questions  Do we need to retain a minimum or maximum number of title-holdings?  How to allocate holdings responsibility?  Circulation policies  Library type  Subject strengths  CTRs made in Step 1 www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • MSCS Goals for Serials  Don‘t duplicate effort  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 www.maineinfonet.org/mscs
  • Serials Decisions  27,912 title-sets (book series and journals)  Not CTR ~ 64%  4,198 digital collections overlap  14,771 >50 in OCLC, local interest/special collections  CTR <36%  6,134 local interest and Special Collections  4,439 <50 OCLC holdings  MSCS overlap only 3% within this set (~130)  Individual library review www.maineinfonet.org/mscs
  • Serials <50 OCLC review example  Opportunity to review lists  UMaine 1,977 titles  Reduced to CTR 1,610 titles 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 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  MARC 856 commitment note in OPAC www.maineinfonet.org/mscs
  • Display in WorldCat
  • Display in Union Catalog
  • OPAC Commitment Note www.maineinfonet.org/mscs
  • Ebook-On-Demand/Print-OnDemand 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 www.maineinfonet.org/mscs
  • MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap www.maineinfonet.org/mscs
  • Service Delivery Model www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • How Do You Replace the King? www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • 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 www.maineinfonet.org/mscs
  • Thank you! matthew.revitt@maine.edu drollins@maine.edu www.maineinfonet.org/mscs/ @MESharedColls www.maineinfonet.org/mscs