Together we are Stronger: A Cooperative Approach to Managing Print Collections

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Presentation slides from MSCS Program Manager Matthew Revitt's and Project PI Clem Guthro's 2013 IFLA World Library and Information Congress presentation. Delivered on August 19th in Singapore. Videos & photographs from the presentation can be found here;

Text of Together we are Stronger: A Cooperative Approach to Managing Print Collections

  • 1. Dr. Clem Guthro, Director, Colby College Libraries & Matthew Revitt, Program Manager, Maine Shared Collections Strategy Together we are Stronger: A Cooperative Approach to Managing Print Collections
  • 2. Maine, United States Maine
  • 3. The Library Context in Maine Academic Libraries: University of Maine, University of Southern Maine, and University of New England Colby, Bates and Bowdoin Colleges 7 community and 9 small private colleges Public Libraries 265 public libraries 2 flagship publicsBangor and Portland Maine State Library Maine Law and Legislative Reference Library Special libraries 23 hospital libraries 2 independent laboratories (Jackson and Bigelow)
  • 4. The Library Context in Maine Maine InfoNet- Maine Libraries, Maine Citizens. Connected!
  • 5. U.S. Print Retention Projects West Storage Trust Western US Journals CIC Large Midwest universities Journals ReCAP Columbia, Princeton, NYPL HathiTrust Scholars Trust -AESERL & WRLC Journals North East Regional Library Print Management Project Monographs and Journals Maine Shared Collection Strategy Monographs & Journals Center for Research Libraries
  • 6. Why Print Retention in Maine? Library collaboration is the norm in Maine Larger Libraries Group 9 largest libraries with of the total print collection. 100 years of collaboration Colby, Bates and Bowdoin are consciously building a shared collection of new print materials and e-resources MaineCat has encouraged resource sharing State-wide delivery 1.25 millions items/year
  • 7. Project Background Originated with the Larger Libraries Group Most libraries were running our of space and unlikely to get additional storage Wanted a shared approach to managing legacy print collections for the long-term Looking to be leaders in the print collection space Needed grant money to support
  • 8. Project Partners
  • 9. Grant Proposal Institute for Museum and Library Services (IMLS) grant of $821,065 to create a shared print collections strategy: Create a collection analysis system to analyze the collections Examine the presence of large scale digital collections (HathiTrust and Internet Archive) as a determiner of what to keep in print Develop a strategy to make retention decisions at scale Integrate Print-On-Demand for large scale digital collections where local print copies are unavailable Integrate E-book-On-Demand for large scale
  • 10. Grant Focus Focus is monographs and journals (Government documents are excluded) The goal is to determine which volumes should be retained long-term and by whom 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 We want to be part of the national conversation
  • 11. Project Management Project Team Matthew Revitt Project Manager Clem Guthro Colby College (representing the private college Deb Rollins University of Maine (representing the universities) Barbara McDade Bangor Public (representing the public libraries) James Jackson Sanborn Maine Infonet Sara Amato Contract systems librarian Directors Council Collection Development Committee Technical Services and Systems Committee National Advisory Board Lizanne Payne nationally known Shared Print Consultant Constance Malpas Program Officer, OCLC Office of Research Robert Keift College Librarian, Occidental College and collection development guru
  • 12. MSCS Objective #1 Develop a strategy for a state-wide, multi-type library program for managing, storing and preserving print collections among public and private institutions to achieve greater efficiencies and extend the power of every dollar invested in collections and library facilities. Requires collection and use analysis of print collection and the development of a collections management, steward and preservation model.
  • 13. What Do We Want to Learn from the Data? What monographs should be designated for long- term retention? What is an equitable and/or common-sense distribution of retention responsibilities? What monographs are candidates for incorporating into Print On-Demand/E-book-On- Demand services by virtue of HathiTrust or Internet Archive public domain material? What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized?
  • 14. How Do We Answer That? Number of copies of a particular work owned by partner libraries Number of circulating copies Number of times a title circulated and date of last circulation Number of titles uniquely held in the group/Maine/OCLC WorldCat (U.S. only) Subject strengths across the group and the state Titles represented in HathiTrust and Internet Archive Overlap between general collections and special collections
  • 15. Data Required for Analysis Usage Total checkout and total renewal Year to date circulation Last year circulation Last checkin Out date Last out date Reserve notes Internal use count Icode2 (Contributed to union catalog) Circulation Status Identification Item record number Created date Barcode Itype (value in the item that defines how it circulates) Volume and copy Item call number Location
  • 16. Issues With the Data Set Accurately comparing data required OCLC reclamation: Approximately 2.9 million records sent More involved process than originally thought, but successfully cleaned up libraries records OCLC circulation data reportdata inconsistencies Constant changeOngoing library withdrawals & additions
  • 17. Third Party Collections Analysis Support OCLC WorldCat Collections Analysis Tool unable to meet MSCS needs & delays in analytics product Investigated other products, none met our needs multiple libraries, monographs & massive data Sustainable Collections Services (SCS) only could meet MSCS requirementstailored reports & consulting support. See:
  • 18. Services Provided By Additional data cleaningnormalizing, de- duping, and filling in missing data Matched titles to external data sources Consulting support Data reports
  • 19. MSCS Group Collection Summary: Collection Usage
  • 20. MSCS Group Collection Summary: Overlap within Group
  • 21. MSCS Circulating Title-Holdings by Holding Level Circulation Levels 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 1 2
  • 22. Retention Scenario One Analyzed and took action only on titles published pre-2003, anything published after 2003 was out of the scope. For materials owned by only 1 or 2 partner libraries: Retained: Titles if any circulation or reserve activity Protected subject titles (Maine and/or institution specific items) Special Collections/Archives copies Unique in OCLC (only 0-9 copies in OCLC) title
  • 23. Future Scenario Development What to do about the remaining 50% of items-- those held by 3 or more libraries? In addition to Scenario One criteria, needs analysis to decide allocation among libraries: Circulation rates Available storage space Subject strengths Loan periods Level of commitments already made