Communication, Project Management & Decision-Making

Dr. Clem Guthro, Director of the Colby College LibrariesMSCS Project Co-PI

Maine Shared Collections Strategy: Print Archive Network Updatewww.maineinfonet.net/mscs/

Academic LibrariesUniversity of Maine, University of Southern Maine, and 5 small campusesColby, Bates and BowdoinUniversity of New England7 Community CollegesSmall private colleges (Unity, Thomas, St. Josephs, College of the Atlantic, Maine Maritime Academy, Maine College of Art, Husson, Beal, Kaplan)The Library Context in MaineTwo large publicsFive medium150 less thatn 20K2Public Libraries265 public libraries 2 flagship publics Bangor and Portland150 with collections smaller than 20,000 volsMaine State LibraryMaine Law and Legislative Reference LibrarySpecial Libraries23 hospital libraries2 Independent Labs (Jackson and Bigelow)

The Library Context in MaineMaine ranks 39th in terms of size, 41st in terms of population3Maine InfoNetMaineCat Statewide catalogMarvel Statewide databasesLarger Libraries9 largest libraries in MaineDirectors meet twice a yearAnnual staff development dayCBB (Colby, Bates, Bowdoin)Cooperative collection developmentCommon loan periods & 6 day a week deliveryState-wide delivery -1.25 million items/yearThe Library Context in MaineMaine InfoNet is a collaborative of academic, public, school, and special libraries that provides leadership in resource sharing, promotes cost effective solutions for quality library information services, and supports the cultural, educational, and economic development of Maine.

MaineCat Statewide Catalog combines and links more than 100 library collections contained in 10 large online library systems. A single search scans more than 3,400,000 unique titles and nearly 7.6 million items

MaineCat Statewide Catalog combines and links more than 100 library collections contained in 10 large online library systems. A single search scans more than 3,400,000 unique titles and nearly 7.6 million items4Larger Libraries Group- 9 largest collectionsLong tradition of collaboration and trust (100 years)Most libraries were running out of space and unlikely to get additional spaceThe collections of the Larger Libraries Group represent of the print collections in MaineWanted a shared approach to managing legacy print collections for the long termLooking to be leaders in the print collection space

IMLS Grant backgroundIMLS Grant & Project Partners2 public universities, 3 private colleges, state library, 2 public libraries, 1 state-wide library consortium

http://www.maineinfonet.org/MSCS$821,000 three year grant to create a shared print collections strategyCreate a collection analysis system to analyze the collections and assist in decision makingExamine the presence of large scale digital collections (Hathi Trust and Internet Archive) as a determiner of what to keep in printIntegrate Print on Demand for large scale digital collections where local print copies are unavailableIntegrate Electronic on Demand for large scale digital collectionsIMLS Grant The originalFocus is monographs and journals (Government document are excluded)The goal is to determine which volumes should be retained long term and by whomDevelop a method to make retention decisions at scaleLibraries 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 completeExpose our retention decisions to the worldBe part of the emerging national conversation

Grant focusBuild on the collaboration that is a norm in MaineHelp faculty and the public to think of our libraries as collaborative partners in building and preserving collectionsWe 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 usPolitical GoalsWanted a sustainable business modelWanted a formal Memorandum of Understanding to guide the ongoing work.Wanted a governance and operational structure that was light weight but workable

Governance and Business1.5 Collection Holders: Collection Holders are those members who agree to retain materials as part ofthe MSCC.

1.6 Collection Builders: Collection Builders are those Collection Holders who agree to ingest andvalidate retained materials.

1.7 Supporting Members: Supporting members will pay membership fees in exchange for ensuredaccess to retained materials.10Project Managementhttp://www.maineinfonet.org/MSCSProject TeamContracted Systems LibrarianDirectors CouncilCollections CommitteeTechnical Services and Systems CommitteeNational Advisory Boardhttp://www.maineinfonet.net/mscs/about/people/The reason for the grant was for the people

11Data Wranglinghttp://www.maineinfonet.org/MSCSOCLC reclamationOCLC WorldCat Collection AnalysisSustainable Collections Services2.9 Million recordsScenario 1- Commit to Retainhttp://www.maineinfonet.org/MSCSHeld by 1 or 2 libraries (1,076,188 titles/1,258,195 items)Retain copies if any circulation or reserve activityRetain protected category copies even if no circulation (Maine and/or institution specific items)Retain Special Collections/Archives copies even if no circulationRetain unique in OCLC (only 09 copies in OCLC) even if no circulationCompare remaining 0 circulation copies with both HathiTrust and Internet Archive Needs further examinationScenario 1- Further refinementshttp://www.maineinfonet.org/MSCSScenario 1 titles split into two groupsTitles 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 examinationDivide these further into multivolume sets and multiple copies and add to Needs further examination

Next Stepshttp://www.maineinfonet.org/MSCSGet MOUs signedAdd 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 MaineCathttp://www.maineinfonet.org/MSCS

Next Stepshttp://www.maineinfonet.org/MSCSExamine the Needs further examination groupDevelop criteria for the remaining part of the collection that has 3+ holdings.Join the Hathi TrustIntegrate Print on Demand and E on DemandWork on journalsSee how our project plays with the newly evolving North East Regional Print Library Management Project