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Maine Shared Collections Strategy Print Archive Network Update


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Slides from MSCS Project PI Dr. Clem Guthro's presentation at the Print Archive Network event held at ALA on June 28th, 2013 in Chicago.

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Maine Shared Collections Strategy Print Archive Network Update

  1. 1. Dr. Clem Guthro, Director of the Colby College Libraries MSCS Project Co-PI Maine Shared Collections Strategy: Print Archive Network Update
  2. 2.  Academic Libraries  University of Maine, University of Southern Maine, and 5 small campuses  Colby, Bates and Bowdoin  University of New England  7 Community Colleges  Small private colleges (Unity, Thomas, St. Josephs, College of the Atlantic, Maine Maritime Academy, Maine College of Art, Husson, Beal, Kaplan) The Library Context in Maine
  3. 3.  Public Libraries  265 public libraries  2 flagship publics –Bangor and Portland  150 with collections smaller than 20,000 vols  Maine State Library  Maine Law and Legislative Reference Library  Special Libraries  23 hospital libraries  2 Independent Labs (Jackson and Bigelow) The Library Context in Maine
  4. 4.  Maine InfoNet  MaineCat – Statewide catalog  Marvel – Statewide databases  Larger Libraries  9 largest libraries in Maine  Directors meet twice a year  Annual staff development day  CBB (Colby, Bates, Bowdoin)  Cooperative collection development  Common loan periods & 6 day a week delivery  State-wide delivery -1.25 million items/year The Library Context in Maine
  5. 5.  Larger Libraries Group- 9 largest collections  Long tradition of collaboration and trust (100 years)  Most libraries were running out of space and unlikely to get additional space  The collections of the Larger Libraries Group represent ¾ of the print collections in Maine  Wanted a shared approach to managing legacy print collections for the long term  Looking to be leaders in the print collection space IMLS Grant background
  6. 6. IMLS Grant & Project Partners  2 public universities, 3 private colleges, state library, 2 public libraries, 1 state-wide library consortium
  7. 7.  $821,000 three year grant to create a shared print collections strategy  Create a collection analysis system to analyze the collections and assist in decision making  Examine the presence of large scale digital collections (Hathi Trust and Internet Archive) as a determiner of what to keep in print  Integrate Print on Demand for large scale digital collections where local print copies are unavailable  Integrate Electronic on Demand for large scale digital collections IMLS Grant – The original
  8. 8.  Focus is monographs and journals (Government document are excluded)  The goal is to determine which volumes should be retained long term and by whom  Develop a method to make retention decisions at scale  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  Be part of the emerging national conversation Grant focus
  9. 9.  Build on the collaboration that is a norm in Maine  Help faculty and the public to think of our libraries as collaborative partners in building and preserving collections  We wanted the emphasis to be on print retention and not on weeding. Our message to our community is that we are preserving the print heritage in Maine.  We wanted to capitalize on the robust physical delivery system and tradition of sharing to help us Political Goals
  10. 10.  Wanted a sustainable business model  Wanted a formal Memorandum of Understanding to guide the ongoing work.  Wanted a governance and operational structure that was “light weight” but workable Governance and Business
  11. 11. Project Management  Project Team  Contracted Systems Librarian  Director’s Council  Collections Committee  Technical Services and Systems Committee  National Advisory Board 
  12. 12. Data Wrangling  OCLC reclamation  OCLC WorldCat Collection Analysis  Sustainable Collections Services  2.9 Million records
  13. 13. 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 4 plus Circulations
  14. 14. Scenario 1- Commit to Retain  Held by 1 or 2 libraries (1,076,188 titles/1,258,195 items)  Retain copies if any circulation or reserve activity  Retain “protected” category copies even if no circulation (Maine and/or institution specific items)  Retain Special Collections/Archives copies even if no circulation  Retain unique in OCLC (only 0‐9 copies in OCLC) even if no circulation  Compare remaining 0 circulation copies with both HathiTrust and Internet Archive – “Needs further examination”
  15. 15. Scenario 1- Further refinements  Scenario 1 titles split into two groups  Titles with a single item record per bib record approximately 900,000 items (about 91% of the titles and 78% of the items) (Commit to retain)  Titles with multiple item records per bib record approximately 100,000 items (about 9% of the titles and 22% of the items) – “Needs further examination”  Divide these further into multi‐volume sets and multiple copies and add to “Needs further examination”
  16. 16. Next Steps  Get MOU’s signed  Add 583 Commitments in our local catalogs and create LHRs to load these holdings to OCLC – about 900,000 titles ready to go.  Integrate retention commitments into MaineCat
  17. 17.
  18. 18. Next Steps…  Examine the “Needs further examination group”  Develop criteria for the remaining part of the collection that has 3+ holdings.  Join the Hathi Trust  Integrate Print on Demand and E on Demand Work on journals  See how our project plays with the newly evolving North East Regional Print Library Management Project