EAST Retention Modeling: Parameters and Thresholds
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Collection analysis and retention commitments presentation - Ruth Fischer, OCLC Sustainable Collection Service, Lorraine Huddy, CTW Consortium, and Matthew Revitt, University of Maine and EAST
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EAST Retention Modeling: Parameters and Thresholds
- 1. Retention Modeling: Parameters and Thresholds Lorraine Huddy CTW Librarian for Collaborative Projects and Member of the EAST Collection Analysis Working Group
- 2. The Retention Model’s Primary Components 1. Retention of ALL existing holdings for titles that are scarcely held. 2. Retention of up to FIVE holdings for titles with significant use across EAST. 3. Retention of ONE holding for titles that fall outside the above criteria. EXCLUSIONS: Recently Published and “Ephemera”
- 3. Ephemera Rules Holdings with limited scholarly value; items expected to have limited importance or usefulness over time. • Examination prep books (GRE, GMAT, etc.) • Computer & Software manuals • Travel Guides, Textbooks A publisher lists was created for the purpose of excluding these titles. RESULT: Approx. 1% of EAST titles and title-holdings were flagged and excluded from retention allocations.
- 6. Actual Retention Allocations: • 5 Colleges Depository: 92% • UMass - Amherst: 90% • Yeshiva University: 59% • Other Retention Partners: 28-30%
- 7. GreenGlass: Metrics and Allocations
- 9. Pub Date Review for Special Collections
Editor's Notes
- The Collection Analysis group went thru 3 model cycles – various parameters were changed due to member feedback to create this final Retention Model: -- All models excluded recently published titles – assuming no library would withdraw these. “Recently published” changed from 2010 to 2011 to focus on the most current 5 years. One year may not seem significant, but retention commitments are for 15 years and 2010 titles will be 20 years old by then. Including 2010 titles in the parameters means libraries can choose to withdraw copies due to EAST commitments. All models also excluded non-academic materials referred to as Ephemera – my next slide will describe these materials more fully. SCARCELY HELD - All models proposed that EAST members should retain ALL holdings of scarcely held titles. “Scarcely held titles” were defined as those that are: held by fewer than 5 EAST members held by fewer than 25 libraries in the US (increased to 40 libraries for final model) held by fewer than 5 ARLs in the EAST region not retained by Connect NY retention partners (Adelphi, Bard, Hamilton, Union, & Vassar) Scarcely Held Parameters that were removed: Titles not retained by the Maine Shared Print Project -- only Colby joined EAST Titles not represented in HathiTrust -- many EAST partners are not HT members WIDELY USED TITLES -- All models proposed that EAST would retain multiple copies of titles with “significant” use across EAST We originally proposed 10 aggregate uses across EAST but based on feedback, increased it to 30 aggregate uses. RETAIN ALL: -- the “Retain All” parameter” was decided upon to address titles that are neither scarcely held nor widely used . Excluding such titles was deemed detrimental to EAST’s purpose as a light archive of the scholarly record. So the group decided to ALSO retain at least 1 holding of every title currently owned in EAST collections. (This surprised the EAST leadership group and demonstrated the importance of the surveys.)
- This chart shows how the Final Model would impact EAST Retention Partners. It’s actually a best case scenario for a retention model – each retention partner is being asked to retain the same percentage of their collection (36%) Only one partner is being asked to retain slightly more (probably the 5 Colleges Repository) Each dot represents one of the libraries in the group. The x (or horizontal) axis represents library size, and the y (or vertical) axis represents the percentage of each collection that will be retained.
- Thank you! to the 5 Colleges Depository, UMass Amherst and Yeshiva University for retaining a much higher percentage on behalf of EAST. There were other libraries willing to retain more than the average – but they would have made a marginal difference overall … small libraries … just slightly above average.
- Viewing our allocations was simple via GreenGlass. It was also really interesting to see how the holdings we sent to SCS were analyzed using their KEY METRICS. Several metrics align with parameters used in the Retention Model – Recorded Uses, Unique Holdings, and Ephemera. At the very bottom is a link to holdings that were ALLOCATED FOR RETENTION
- It was helpful to see how our allocations were distributed by LC We used the sidebar to focus in on specific aspects and get a better idea of what we were being asked to retain – by Language, Usage, Pub Date, etc. Queries were saved and Excel files downloaded & distributed.
- A specific set of Pub Date queries was requested for Special Collections’ review. They were curious about older circulating titles that might require special use instructions if ever requested.