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East monday may 4 2015 webinar

Description of a new consortium for the retention of print monographs

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East monday may 4 2015 webinar

  1. 1. An Update on the Eastern Academic Scholars’ Trust [EAST] Susan Stearns, John Unsworth, Lizanne Payne May 4, 2015
  2. 2. Our Agenda • Welcome and introductions – Susan • Major milestones since July, 2014 – John • EAST Goals – John • Collection analysis, retention, access/delivery– Lizanne • What has changed since July, 2014 – Lizanne • Timeline – Lizanne • The validation study – John • Business model, governance, etc. – Susan • Next steps – John • Q&A and discussion - All
  3. 3. Introductions • Susan Stearns, BLC – anticipated project director for Andrew W. Mellon Foundation grant • John Unsworth, Brandeis University and Laura Wood from Tufts University, anticipated co-pi’s for Mellon Foundation grant • Lizanne Payne, Shared Print Consultant – consultant for EAST • Planning committee members Neal Abraham & Chris Loring
  4. 4. Major Milestones Since July, 2014 • BLC becomes host institution - late fall, 2014 • Formal commitments requested from libraries - December, 2014 • Iterative proposals to Mellon - January – March, 2015 • Anticipated award - early June 2015
  5. 5. EAST project goals • Analyze 20M+ monographs in order to propose commitments to be made by retention partners • Design, test and analyze a sample-based validation study • Secure retention commitments • Finalize EAST policies and business model • Plan for the future of EAST • Explore relationships with other regional and national shared print programs
  6. 6. Collection analysis • Very large scale with over 20 million volumes to be analyzed by Sustainable Collections Services (SCS) • Compares circulating monograph holdings of participating members and against WorldCat & others • 40 EAST libraries will participate in first group – 34 new data – 6 recent SCS analyses • Monograph Working Group to make recommendations • Decision support for modeling of various scenarios • Coordination with retention commitments made in Maine Shared Collections and ConnectNY
  7. 7. Retention in EAST • Minimum of 15 year retention commitment for both monographs and serials • Formal – but lightweight – agreement • Retention commitments to be revisited at least 2 years before they end and at least every 5 years after that • May be recalibrated in light of yet to be established national or international efforts
  8. 8. Access and delivery • EAST is a light archive • Holdings discoverable using existing systems • Fulfillment of request for materials through ILL using existing systems • Current plan is for no charge for ILL to other EAST members
  9. 9. What has changed since July 2014? • Mellon grant will support monograph collection analysis and retention effort; EAST will pursue journals and offsite shelving clearinghouse via member funding • EAST plan did not require item validation; Mellon grant will support 2 sample-based validation studies • EAST libraries will review and confirm policies recommended during planning phase
  10. 10. Timeline • Year 1 June 2015 – June, 2016 – Elect Executive Committee, establish Working Groups – Invoice member fees based on Commitment Form – Hire project staff – Reconfirm or revise policies – Validation study #1 – Monograph collection analysis
  11. 11. Timeline • Year 2 July 2016 – June 2017 – Validation study #2 – Finalize retention agreements and MOU – Define future EAST membership – Convene planning workshop with other regional/national shared print initiatives
  12. 12. The Validation Study • Goal is to build trust in retention commitments • EAST will focus on inventory confirmation • Two stage sampling process – Random sample of volumes from full collections – to determine level of confidence in existence – Stratified sample at the consortium level based on level of redundancy – to inform number of copies retained
  13. 13. Anticipated business model for EAST • Members contribute annual fees to support program management and a portion of collection analysis costs • Staffing = full time project manager, .5 FTE data librarian and statistical consultant • Budget – Mellon contributions for Years 1-2 – Davis contributions for Years 1 and 3 – Membership fees – Set-aside for future collection analyses • Projecting adding Retention Partners in Year 3 with additional round of collection analysis
  14. 14. The EAST Membership • Two forms of membership – Retention Partners – Supporting Partners • Annual membership fees • Contribution to support large scale [and expensive] collection analysis • 47 current members – 37 as monograph retention partners (some also for journals) – 1 as journal retention partner only – 9 as Supporting Partners
  15. 15. Next Steps • Face-to-face meeting at Brandeis University in Waltham, MA on Monday, June 22nd • Establish governance – Executive Committee – Working Groups – Collection Analysis, Validation • SCS to kickoff collection analysis project plan
  16. 16. Questions? www.blc.org

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