Moving Shared Print to the Network Level

Emily StambaughALA Annual ConferenceLas Vegas, NVJune 27, 2014

“Looking to the Future of Shared Print” Shared Print Colloquium Sponsored by Maine Shared Collections Strategy and Center for Research Libraries

Definitions

Network level = above existing consortia, existing trust networks, existing operations infrastructure (but within OCLC WorldCat and U.S. copyright regime)

Extending shared print efforts to the

network level and to higher risk,

higher opportunity materials.

Higher risk material = print only, not digitally available, not digitally preserved.

Higher opportunity material = general research publications, not special collections, not instructional materials, not odd formats, not likely mass digitization or publisher backlist candidates

Aggregate Print Collections

Digitized Print

Publisher-Provided

e-

Print only, general

research pubs

Higher risk, higher opportunity

Contents

• Benefits and important aspects of distributed, regional shared print programs

• The vision question for monographs

• Creating a user imperative for shared print

• Business model principles and elements for regional vs network level shared print program

Benefits of distributed, regional shared print programs

• Shared responsibility, shared stewardship• Effective collection management and space planning

strategy• Informed, responsible retention and deselection decisions,

now or in the future• Regional coordination and distribution of responsibilities

and program management provides economies of scale• Opportunity for non-archive holders to contribute

financially• … May foster other forms of collaboration in the future

Important aspects of Distributed, Regional Shared Print Programs

Collections Model• Include publications in all stages of digital availability

and digital preservation; work on multiple risk categories in parallel

• Ongoing collection analysis and retention decisions; create archiving cycles with expectations for completion and retention disclosure by a specific date

Types of Collections Analysis• Planning analysis• Group decision-making about “what to archive

next?”• Local decision-making about

– Retention commitments– Deselections relative to archived holdings

Common policies and standards• Disclosure policy• Retention period • Validation standards• Resource sharing policy

Common infrastructure• Union catalog (WorldCat)• Disclosure in OCLC using OCLC Symbols, LHRs,

561 and 583 to support resource sharing, group and local collections analysis

• Group access catalog to support resource sharing

Areas for improvement• Discovery – SP has reached scale

– For users– For librarians, lists by archiving program for export– For librarians, routine and ad hoc deselection

support• Quality assurance

Membership ScaleImportant tension between non-archive holders and archive holders;

around potential future demand on fewer retained copies

For monographs perhaps focus on developing incentives for retention at scale and subsidies for demand (delivery)

RolesChanging landscape of stewardship; mid-tier institutions important

players; largest ARLs wary

Distributed archiving is valued but there may be limits to the extent to which distribution can occur. WEST will test this in 2014.

ContinuityInstitutions that participate in digital preservation and

shared print programs are likely to continue to participate in them over the next five years.

PricingDon’t underestimate or under-price a shared print

service at startup

Vision Question for Monographs

• Print archive? Or shared print program?

• Is it enough to make retention commitments to fewer monograph copies and negotiate broader resource sharing agreements?

• Or shall we reframe shared print for monographs from the user perspective?

Users and services for physical goodsCan we implement popular delivery services from print and digital repositories to better support research?

Can/would users be willing to directly support those services?

Can a financial model include library and user contributions to a bundle of services designed to transform print collections?

Powered by enhanced access services

• Direct delivery by mail

• Download to device

• Account management

• Queuing technology

Supplied by repositories

• Digital (e.g. HathiTrust)

• Shared Collections in Storage

• Shared Collections in Place

Supported by Libraries +users

• Archive Holders

• Non-Archive Holders

• Users

• Departments

Cloud-service layerDiscovery & Delivery

Download Ship

Benefits to Users

• Access to more and better books for research• Convenient delivery to home or device• Avoid costs of coming into to campus to get

books• Avoid library fines• 50 books at a time, unlimited checkout period,

after 50, return one to get another

Current Business Models

• Program costs are shared among member libraries

• Member libraries support certain local costs

• Income sources:– Grants– Member fees– In kind

Program Costs Local Costs

Program management

Collections Analysis• Planning• Group

Collection analysis•Local

Systems support/development• For collections analysis

Provide holdings records for planning and group analysis

Archive Creation• Validation• Gap filling (requests for holdings)• Disclosure (consolidated holdings)

Deselection

Shipping to fill gaps

DisclosureResource sharing

Storage* Storage*

Digitized Print

Publisher-

Provided e-

Print only,

general research

pubs

Higher risk, higher opportunity

Can we leverage digitized print to support retention, digital conversion and ongoing development of general, print only,

research collections?

Put this print to work…

…to digitize this print?

Network Level Business Model• Program costs are shared among member libraries and users

– Credits provided for retention commitments and delivery; payable periodically– Direct subsidy provided for digitization and collection development based on # of

retention commitments that year– Annual subsidy rates and collection criteria set by a governance group

• Member libraries support certain local costs

Income sources:– Member fees– User fees– In kind

• Managed through institutional and individual accounts in the cloud service layer

Program Costs Local Costs

Program management

Collections Analysis• Planning• Group• Local? For archiving decisions?

Collection analysis•Local -for deselection and for “what to digitize next?”

Systems support/development• For collections analysis• For Cloud Service Layer• For account management, layer

Provide holdings records for planning and group analysis

Archive Creation• Validation• Gap filling (requests for holdings)• Disclosure (consolidated holdings)• Disclosure incentives rates

DisclosureDeselection

Shipping to fill gaps

Resource sharingDirect delivery by mail

Storage* Storage*

Digitization and Collection Development• Set thresholds and subsidy rates

Digitization and Collection Development

Research neededActuarial study to understand # of users, # libraries, # books at a time,

actual usage rate, fee options, to achieve viabilityMarket research into desired service parameters for direct delivery, #

books, feesAppropriate incentives and subsidies ($) for a bundle of services:

– Retention– Delivery by mail– Digitization– Collection development

Systems Development Options– Cloud Service Layer (D&D)– Financial Management Service Layer (user /institution accounts, incentive

payments)– Collection Analysis (ingest, normalization, data-mining, reporting, decision

management)

Thank you!

Emily StambaughShared Print ManagerCalifornia Digital LibraryUniversity of California, Office of the Presidentemily.stambaugh@ucop.eduhttp://www.cdlib.org/services/collections/sharedprint/