“Selecting for Sustainability”Maine Shared Collections Strategy
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“Selecting for Sustainability” Maine Shared Collections Strategy

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Presentation slides from MSCS PI Clem Guthro's presentation at the OCLC/CIC - Regional Print Management Symposium, March 27, 2014 in Dublin, OH.

Presentation slides from MSCS PI Clem Guthro's presentation at the OCLC/CIC - Regional Print Management Symposium, March 27, 2014 in Dublin, OH.

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  • 1. Clem Guthro, Director of the Colby College Libraries Co- PI, Maine Shared Collections Strategy “Selecting for Sustainability” Maine Shared Collections Strategy www.maineinfonet.org/mscs/ OCLC/CIC - Regional Print Management Symposium, March 27, 2014
  • 2. Why Print Retention in Maine? www.maineinfonet.org/mscs  Multi-type 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 union catalog facilitates resource sharing between more than 100 libraries  State-wide delivery – 1.25 millions items/year 2
  • 3. Project Background www.maineinfonet.org/mscs  Originated with the Larger Libraries Group in 2010  Partner libraries were running our of space and unlikely to get additional storage  Wanted a shared long-term approach to managing legacy print collections  Looking to be leaders in the print collection space  $821K IMLS National Leadership Grant to support the work. 3
  • 4. Grant Focus www.maineinfonet.org/mscs  Focus is monographs and journals (Government documents are excluded)  Focus is on retention rather than weeding- keeping the scholarly and cultural record that meets our needs.  Focus on shared stewardship  Focus on a sustainable model for participation by other libraries once the initial grant period is complete  Focus on being part of the national conversation and emerging infrastructure for shared print 4
  • 5. Project Partners www.maineinfonet.org/mscs5
  • 6. Project Management www.maineinfonet.org/mscs  Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian  Directors’ Council  Collection Development Committee  Technical Services 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 6
  • 7. MSCS Project Goals www.maineinfonet.org/mscs  Create a collection analysis system to analyze the collections  Develop a strategy to make retention decisions at scale  Examine the presence of large scale digital collections (HathiTrust and Internet Archive) as a determiner of what to commit to retain in print  Integrate Print-On-Demand E- on-Demand for large scale digital collections  Expose our retention decisions to the world and to Maine libraries 7
  • 8. Questions we wanted to answer www.maineinfonet.org/mscs  Which monographs should be designated for long- term retention?  What is an equitable and/or common-sense distribution of retention responsibilities?  What effect do large scale digital collections such as Hathi Trust or Internet Archive have on retention decisions?  Can monograph retention decisions be made at scale in a way that will make sense for the participating libraries? 8
  • 9. Governance and Business Model www.maineinfonet.org/mscs  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 9
  • 10. Data – Data Starting Points www.maineinfonet.org/mscs  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 10
  • 11. Our Data www.maineinfonet.org/mscs  OCLC reclamation done for all libraries except 1  Cleaned up holdings, corrected OCLC numbers and facilitated record match across partners  Bibliographic and item records extracted from 6 catalogs – all the same ILS (Innovative Interfaces)  Exported data include the complete MARC record and item record (Call number, location, use counts, last checkin, circ status, etc.)  Data given to Sustainable Collection Services (SCS) for analysis 11
  • 12. Data – SCS Actions www.maineinfonet.org/mscs  Additional data cleaning—normalizing, de-duping, and filling in missing data  Matched titles on OCLC #  Compared titles to WorldCat (U.S. and State Holdings), HathiTrust Public Domain and In- Copyright items, and Internet Archive  Extensive data reports  Consulting support 12
  • 13. High Level View of the Monograph Data www.maineinfonet.org/mscs Bib records 2,920,014 (circulating titles 2,719,754) Item records 3,374,574 Libraries 9 13 Unique Titles 1,754,598
  • 14. By “titles" we can mean two different things www.maineinfonet.org/mscs 1.Title Set Bates Bowdoin Colby Maine SL Portland PL UM-Orono USM 2. Title Holding 14
  • 15. Title‐holdings in 1 library 1,118,151 38% Title‐holdings in 2 libraries 684,395 23% Title‐holdings in 3 libraries 462,446 16% Title‐holdings in 4 libraries 325,959 11% Title‐holdings in 5 libraries 190,215 7% Title‐holdings in 6 libraries 82,224 3% Title‐holdings in 7 libraries 40,179 1% Title‐holdings in 8 libraries 15,550 1% www.maineinfonet.org/mscs15 Title Holdings Overlap
  • 16. 99 titles are held by all 9 MSCS Institutions Title/Author 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 www.maineinfonet.org/mscs16
  • 17. Circulation Counts – Circulating Titles MCSC Title‐Holding Counts All Libraries % ALLCIRCULATINGTITLE HOLDINGS 2,719,754 100% Circulation Counts Total Circs= 0   845,939 31% Total Circs = 1 466,371 17% Total Circs = 2 303,588 11% Total Circs = 3 206,610 8% Total Circs = 4 to 9  511,040 19% Total Circs= 10+    386,206 14% Last Circ after 2010 357,660 13% Last Circ after 2007 671,815 25% Last Circ after 2005 841,009 31% www.maineinfonet.org/mscs17
  • 18. WorldCat Counts # Title Holdings % 0‐9 Holdings in USA 145,296 5% 10‐19 Holdings in USA 94,162 3% 20‐49 Holdings in USA 213,827 7% 50‐99 Holdings in USA 290,443 10% 100‐199 Holdings In USA 507,552 17% 200+ Holdings in USA 1,668,732 57% www.maineinfonet.org/mscs18 MSCS Title Holdings Compared to WorldCat US Holdings
  • 19. 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+ Zero Circulations 1-3 Circulations 4 plus Circulations www.maineinfonet.org/mscs Number of MSCS Libraries Holding Titles 19
  • 20. Step 1 –Titles Held by 1 or 2 Libraries www.maineinfonet.org/mscs  1,655,421 Title Holdings  Removed title holdings with a publication date ≥ 2003  Commit To Retain (CTR)– if :  Any circulation, internal, or reserve use OR  “local interest” (Maine related) 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 20
  • 21. 1,655,421  Step 2 1,117,468  ‐  200,000  400,000  600,000  800,000  1,000,000  1,200,000  1,400,000  1,600,000  1,800,000 1‐2 3+ Number of MSCS Libraries Holding Title Step One – Needs Further Examination / Commit to Retain Published After 2003  (removed from Step 1) 186K  21 NotWidely HeldTitles Widely HeldTitles Step 1 Commit to Retain 1,076,188 Step 1 Needs Further Examination 392,382 www.maineinfonet.org/mscs
  • 22. Step 1 - Total Commitments & Needs Further Examination www.maineinfonet.org/mscs LIBRARY COMMITMENT TO RETAIN NEEDS FURTHER EXAMINATION Titles Items Titles Items Bangor Public Library   147,490  177,195  40,582  43,182  Bangor Theological Seminary  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  ALL ELIGIBLE TITLES 1,076,188  1,258,195  392,382  432,258  22
  • 23. “Local Interest” Rules Applied www.maineinfonet.org/mscs 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. FreeWill Baptists 23
  • 24. Step 1 - Needs Further Examination” www.maineinfonet.org/mscs  Titles held by 1 or 2 MSCS libraries  0 Circs  37% in copyright in Hathi  6% public domain in Hathi  6 % digitized in Internet Archive (no Hathi overlap)  51% not digitized  Decision “No Commitment to Retain CTR” 24
  • 25. Step 2 –Titles Held by 3 or more Libraries www.maineinfonet.org/mscs  1,117,468 Title Holdings  53,000 title holdings with a publication date ≥ 2003 were excluded.  746,949 in Scope  1 or more circs  317,384 Needs Further Examination  Hathi Trust Public Domain  Special Collections  0 Aggregate circs 25
  • 26. 1,655,421  1,064,333   ‐  200,000  400,000  600,000  800,000  1,000,000  1,200,000  1,400,000  1,600,000  1,800,000 1‐2 3+ Published After 2003 (removed from Step 1) 186K 53K published after 2003 Needs Further Examination 317,384 Step 2 In Scope 746,949 Step 2 – Widely Held Titles 26 Held by 1 or 2 Libraries Held by 3 or More Libraries Step 1 Commit to Retain 1,046,857 No CTR 421,713 www.maineinfonet.org/mscs
  • 27. Step 2 Questions www.maineinfonet.org/mscs  Do we need to retain a minimum or maximum number of title-holdings per title-set?  How should responsibility for retention be allocated?  Circulation policies  Library type  Subject strengths  CTRs made in Step 1  Do our decisions in Step 2 need to parallel Step 1 or can we make different decisions. 27
  • 28. Uses perTitle-Holding perTitle-Set (SCS calculation) IN-SCOPETITLE SETS Publication year < 2003 Three plus libraries holding Circulating titles only No special collections No Hathi public domain 10+ US holdings Title-Holding Counts byTitle-Set Usage Levels (uses per title-holding) 32,349 136,711 216,401 132,924 81,336 70,691 54,911 53,871 9,836 38,353 58,316 34,653 20,728 17,679 13,504 13,662 - 50,000 100,000 150,000 200,000 250,000 Zero 0-1 1-3 3-5 5-7 7-10 10-15 > 15 Title-Holdings Title-Sets (4%) (9%) (18%) (28%) (17%) (10%) (7%) (7%) www.maineinfonet.org/mscs28
  • 29. Step 2 – Basic Decisions www.maineinfonet.org/mscs  One title-holding for each Commit To Retain (CTR) title- set with 0-3 uses  Two title-holdings for each CTR title-set with 4 or more uses.  Two title-holdings of all local protected category title- sets.  All title-holdings where the specific edition is held in nine or fewer libraries in the U.S. (according to OCLC).  Titles sets with zero aggregate circs were not committed to retain 29
  • 30. Step 2- Allocation of Retention Commitments www.maineinfonet.org/mscs  If Colby holds a title, it will be CTR  If Bates or Bowdoin own and Colby does not then at least one CTR will go to a Bates or Bowdoin copy  Remaining Commit-to-Retain (CTR) allocations will be equitably distributed, where equity is a constant ratio of CTR allocations to not commitment to retain allocations among libraries.  ALL Maine State Library’s local protected title- holdings are marked CTR 30
  • 31. MSCS Final Commitment Numbers www.maineinfonet.org/mscs Step 1 Commitments Step 2 Commitments All commitments Bangor PL 138,962 20,400                        159,362 Bangor Theological 9,688 1,331                          11,019 Bates 128,514 55,997                        184,511 Bowdoin 162,478 56,149                        218,627 Colby 128,841 138,440                      267,281 MSL 40,540 22,142                        62,682 Portland PL 72,113 23,536                        95,649 UM‐Orono 265,261 46,316                        311,577 USM 101,462 26,456                        127,918 Total 1,047,859 390,747 1,438,606 31
  • 32. www.maineinfonet.org/mscs32
  • 33. From Scale to Reality www.maineinfonet.org/mscs  Decisions were made at scale. When you go to the shelf - Some commitments seemed objectionable  No inventories were done  No attempt to validate for condition  A “list of publishers” that mainly publish textbooks, items which are often updated/replaced, and consumables was developed. We removed 29,231 titles from the original CTRs in Step 1.  The “list of publishers” was used to remove titles before CTRs were made in Step 2. 33
  • 34. From Scale to Reality (continued) www.maineinfonet.org/mscs  Operations committee to deal with reality  Replace lost copies  Pass retention off to others  Dealing with editions  Damaged or ephemera  Focus on content over edition 34
  • 35. Disclosing Retention Decisions  Encoding MARC 583 at the item level  Disclosed at three levels  OCLC WorldCat – LHRs with OCLC Shared Print Symbo  Local Catalog – Data from MARC 583  MaineCat Statewide catalog- Java script to pull data from OCLC.  In OCLC – National shared print initiative  In Local Catalog – local workflow  In MaineCat – for Maine libraries, most of which are not OCLC members www.maineinfonet.org/mscs35
  • 36. Lessons Learned www.maineinfonet.org/mscs  Clean data helps  Things won’t go as planned  Making retention decisions at scale has an error factor that you need to live with  Takes significant human resources  Need for a dedicated project manager position  Public libraries are different!  Libraries can cooperate 36
  • 37. PAN- MSCS Event at Midwinter www.maineinfonet.org/mscs  Looking to the Future of Shared Print – Day Long preconference at ALA sponsored by MSCS and the Center for Research Libraries  Join us on June 27, 2014| 10:00 am – 3:00 pm (following a PAN forum update from 9:00 – 9:45 am), Las Vegas, Nevada  No cost, but Registration is requested  http://www.maineinfonet.net/mscs/ALA2014/ 37
  • 38. Thank you! cpguthro@colby.edu www.maineinfonet.org/mscs/ Follow us on Twitter @MESharedColls www.maineinfonet.org/mscs38 Some slides from presentation by Deb Rollins and Becky Albitz at Charleston, 2013