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

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

www.maineinfonet.org/mscs

Maine, United States

Maine



The Library Context in MaineAcademic 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 Libraries265 public libraries2 flagship publics–Bangor and PortlandMaine State LibraryMaine Law and Legislative Reference LibrarySpecial libraries

23 hospital libraries2 independent laboratories (Jackson and Bigelow)

The Library Context in Maine

Maine InfoNet- Maine Libraries, Maine Citizens. Connected!



U.S. Print Retention ProjectsWest Storage Trust – Western US – JournalsCIC – Large Midwest universities – JournalsReCAP – Columbia, Princeton, NYPLHathiTrust Scholars Trust -AESERL & WRLC– JournalsNorth East Regional Library Print

Management Project– Monographs and Journals

Maine Shared Collection Strategy – Monographs & Journals

Center for Research Libraries


Why Print Retention in Maine?Library collaboration is the norm in MaineLarger Libraries Group – 9 largest libraries

with ¾ 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


Project BackgroundOriginated with the Larger Libraries Group Most libraries were running our of space

and unlikely to get additional storageWanted a shared approach to managing

legacy print collections for the long-term Looking to be leaders in the print collection

spaceNeeded grant money to support

Project Partners



Grant ProposalInstitute 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

collectionsExamine 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 scaleIntegrate Print-On-Demand for large scale digital

collections where local print copies are unavailable Integrate E-book-On-Demand for large scale digital

collections


Grant FocusFocus is monographs and journals

(Government documents are excluded)The goal is to determine which volumes

should be retained long-term and by whomLibraries 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

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

Director’s CouncilCollection Development CommitteeTechnical Services and Systems CommitteeNational 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

http://www.maineinfonet.net/mscs/about/people/

http://www.maineinfonet.net/mscs/about/people/

MSCS Objective #1Develop 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.


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?www.maineinfonet.org/mscs

How Do We Answer That?Number of copies of a particular work

owned by partner librariesNumber of circulating copiesNumber 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

stateTitles represented in HathiTrust and

Internet ArchiveOverlap between general collections and

special collections


Data Required for AnalysisUsage

Total checkout and total renewal

Year to date circulationLast year circulationLast checkinOut dateLast out dateReserve notesInternal use countIcode2 (Contributed to

union catalog)Circulation Status

IdentificationItem record numberCreated dateBarcodeItype (value in the

item that defines how it circulates)

Volume and copyItem call numberLocation


Issues With the Data SetAccurately 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 report—data inconsistencies

Constant change—Ongoing library withdrawals & additions


Third Party Collections Analysis SupportOCLC 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 requirements—tailored reports & consulting support. See: http://sustainablecollections.com/


http://sustainablecollections.com/

Services Provided ByAdditional data cleaning—normalizing, de-

duping, and filling in missing data Matched titles to external data sourcesConsulting supportData reports


MSCS Group Collection Summary: Collection Usage

MSCS Group Collection Summary: Overlap within Group

MSCS Circulating Title-Holdings by Holding Level – Circulation Levels

1 2 3+ -

200,000

400,000

600,000

800,000

1,000,000

1,200,000

295,425 208,430

393,391

341,231

232,054

403,284

374,062

204,219

267,658 Zero Circula-tions

1-3 Circulations

Number of MSCS Libraries Holding Title1 2

Retention Scenario OneAnalyzed 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 copiesUnique in OCLC (only 0-9 copies in OCLC)

titlewww.maineinfonet.org/mscs

Future Scenario DevelopmentWhat 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 ratesAvailable storage spaceSubject strengths Loan periodsLevel of commitments already made


Disclosing Retention Decisions: The WhyThe principle of the common goodParticipating as a partner in the national

print retention worldAllows discards where appropriate


Disclosing Retention Decisions: The HowNational and International – OCLC WorldCat

OCLC Shared Print symbolState – Central union catalog: MaineCat

MARC 583 note pulled from OCLCLocal –Five catalogs

MARC 583 Action Note


Display in WorldCat

Display in Union Catalog

Physical storage of retained itemsMSCS chose a distributed model rather

than a centralized storage facility, which means that:Ownership and storage will remain with the

library No different Interlibrary Loan workflows Remain requestable in both state and

national catalogs


MSCS Objective #2Expand access to existing digital book

collections by developing Print-On-Demand (POD) and E-book-On-Demand (EOD) services to support long-term management of a shared print collection, and the integration of digital resources with print collections.

Requires the development of a print/digital management model and a service model for delivering E-book-On-Demand and Print-On-Demand www.maineinfonet.net/

mscs/www.maineinfonet.org/mscs

Print/digital modelMSCS libraries are using large-scale digital

collections like the HathiTrust and Internet Archive in the management of their print collections:Developing criteria for relying on digital

copies as surrogatesHathiTrust membershipIntegrating HathiTrust Public Domain title

records into our union catalog

www.maineinfonet.net/mscs/www.maineinfonet.org/mscs

MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap


Service delivery modelDeveloping request mechanisms for:

Delivering downloadable digital copies of public domain titles

Digital titles that can be printed and delivered to library users

www.maineinfonet.net/mscs/www.maineinfonet.org/mscs


MSCS Objective #3Formalize organizational agreements,

establish a budget, and develop policies essential to the management of shared print and digital collections.

Requires the development of a sustainable business and financial models to ensure MSCS extends beyond the grant period and original partner libraries.


Governance and Business ModelA Memorandum Of Understanding has been

developed to guide the ongoing workAn Executive Committee formed from the

Maine InfoNet Board will provide governance

A Collections and Operations Committee will determine retention, holding disclosure, and access/delivery

Membership fee set by Executive Committee

Collection HoldersCollection BuildersSupporting Members


Lessons learnedPlan for the unexpected – First Program

Manager quit after a yearThings take longer than you think – OCLC

reclamation- almost 1 year instead of 3 months

Things you planned to do become untenable – Espresso book machine, creating our own collection analysis system

Less conservative with circulation thresholds in retention criteria


Thank you!

[email protected]@colby.edu

www.maineinfonet.org/mscs/@MESharedColls

mailto:[email protected]

mailto:[email protected]

Education

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