New United We Stand: A Collaborative Approach to Legacy Print … · 2013. 10. 25. · Location Total checkout and total renewal Year to date circulation Last year circulation Last

Matthew Revitt, University of Maine

Deb Rollins, University of Maine

NELA Annual Conference October 21, 2013

United We Stand: A Collaborative

Approach to Legacy Print Collections

www.maineinfonet.org/mscs/

What is Shared Print Anyway?

www.maineinfonet.org/mscs

Holding libraries commit to retain designated materials for a

specified time period so that partner libraries may rely on

their continued availability.

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 & Journals

Maine Shared Collection Strategy – Monographs & Journals

Center for Research Libraries – PAN network

Drivers for Print Retention


Space issues – lack of it!

Budget cuts – where’s all the money gone?

Cost per usage – why did we buy this again?

Availability of electronic resources – paperless library?

Building on Collaboration and Trust

MaineCat has encouraged resource sharing

State-wide delivery – 1.25 millions items/year

Colby, Bates and Bowdoin are consciously building a shared

collection of new print materials and e-resources

Trust in commitments and continued access


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

Project Partners


Grant Proposal


IMLS grant of $821,065 to create a shared print collections

strategy:

Create a collection analysis system

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 E-book-On-Demand and Print-On-Demand

Grant Summary


Monographs and journals (Government documents are

excluded)

The goal is to determine which titles 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

Disclose our retention decisions locally and to the world

Be part of the national conversation

Project Management


Project Team: Program Manager, Technology Director, Project PIs

& Systems Librarian

Directors’ Council

Collection Development Committee

Technical Services Committee

National Advisory Board

MSCS Goals


Identify long-term retention commitments from libraries

Implement on-demand services in union catalog

Define sustainable business model for beyond grant &

current partners

MSCS Guiding Questions


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

POD/EOD services by virtue of HathiTrust or Internet

Archive public domain material?

What monograph copies could optionally

be deselected, once retention decisions have been

finalized?

Data – Data Starting Points


How many copies of a particular work are owned by partner libraries?

How many of those are circulating copies?

How often has the title circulated? What was the last circulation date?

How many titles/copies are uniquely held in the group? In Maine? In WorldCat?

How do subject strengths compare across the group?

Which titles are represented in HathiTrust, Internet Archive?

Overlap between general and special collections

Others to be determined from combined data set

The Data - Where is it?


Local

5 ILS catalogs with 3 catalogs merging soon 8 libraries

Innovative Interfaces, Inc. (III)

State

MaineCat INN-Reach catalog of more than 100 Maine libraries

National

OCLC

HathiTrust

Internet Archive

Data – The Details


OCLC reclamation

Cleaned up holdings and OCLC numbers

Facilitated match across partners

Local outputs (to Sustainable Collection Services)

Monographs

Exclusions

Local outputs (to Systems Librarian)

Serials

The Data – Extracted Fields


Item record number

Created date

Barcode

Itype (value in the item that defines how it circulates)

Volume and copy

Call number

Location

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

Complete bib data

Data – SCS Actions


Additional data cleaning—normalizing, de-duping, and filling

in missing data

Matched titles to external data sources—OCLC WorldCat

(U.S. and State Holdings), HathiTrust Public Domain and In-

Copyright items, and Internet Archive

Consulting support

Data reports

High Level View of the [Monograph] Data


Bib records – Filtered

2,920,014

(circulating titles

2,719,754)

Item records – Filtered

3,374,574

Unique Titles – Filtered

1,754,598

Bib records – Unfiltered

2,958,905

Item records – Unfiltered

3,420,061

Libraries

9

By “titles" we can mean two different

things


1. Title Set

Bates Bowdoin Colby Maine SL Portland PL UM-Orono USM

2. Title Holding

Circulation Counts –

Circulating Titles Only MCSC Title-Holding Counts All Libraries %

1All Filtered Title Holdings - CIRCULATING

TITLES2,719,754 100%

Circulation Counts

2 Total Charges = 0 845,939 31%

3 Total Charges = 1 466,371 17%

4 Total Charges = 2 303,588 11%

5 Total Charges = 3 206,610 8%

6 Total Charges = 4 to 9 511,040 19%

7 Total Charges = 10+ 386,206 14%

8 Last charge after 2010 357,660 13%



WorldCat Counts - US14 0-9 Holdings in USA 145,296 5%

15 0-9 Holdings in USA - FRBR 95,571 3%

16 10-19 Holdings in USA 94,162 3%


18 20-49 Holdings in USA 213,827 7%


20 50-99 Holdings in USA 290,443 10%


22 100-199 Holdings In USA 507,552 17%

23 100-199 Holdings In USA - FRBR 422,454 14%

24 200+ Holdings in USA 1,668,732 57%

25 200+ Holdings in USA - FRBR 1,973,033 68%

WorldCat Counts - Maine

26 Unique holding in Maine 969,915 33%

27 Unique holding in Maine - FRBR 764,154 26%

28 2 Holdings in Maine 612,546 21%

29 2 Holdings in Maine - FRBR 564,616 19%







36 6-9 Holdings in Maine 299,442 10%

37 6-9 Holdings in Maine - FRBR 405,270 14%

38 10+ Holdings in Maine 77,071 3%

39 10+ Holdings in Maine - FRBR 150,824 5%

Overlap within MSCS Group

40 Unique Holding in group 1,118,151 38%

41 Title-holdings in 2 libraries 684,395 23%







99 titles are held by all 9 MSCS Institutions

24

Title/AuthorPub Year

MSCSTotal Circs

Nickel and dimed : on (not) getting by in America / Barbara Ehrenreich. 2001 1,906

Gilead / Marilynne Robinson. 2004 1,582

The diary of a young girl : the definitive edition / Anne Frank ; edited by Otto H. Frank and Mirjam Pressler ; translated by Susan Massotty.

1995 1,064

Seed of Sarah : memoirs of a survivor / Judith Magyar Isaacson. 1990 859

The lobster gangs of Maine / James M. Acheson. 1988 713

In the hands of Providence : Joshua L. Chamberlain and the American Civil War / by Alice Rains Trulock.

1992 657

Bowling alone : the collapse and revival of American community / Robert D. Putnam.

2000 655

A distant mirror : the calamitous 14th century / Barbara W. Tuchman. 1978 570

Liberty men and great proprietors : the revolutionary settlement on the Maine frontier, 1760-1820 / Alan Taylor.

1990 552

Collected works / Flannery O'Connor. 1988 515

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

4 plus Circulations

Data – Split into Two Steps


Step 1 “Not widely held” title-sets

Title held in 1 or 2 MSCS libraries

Publication year < 2003

Step 2 “Widely held”

Titles held in 3 or more MSCS libraries

Publication year < 2003

1,655,421

1,064,333

-

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

1,800,000

1-2 3+

Number of MSCS Libraries Holding Title

MSCS Title-Holding by Holdings Level

Not Widely Held Titles

Step 1

Widely Held Titles

Step 2

Step 1 – Further Divisions


Limited to publication date <2003

Commit To Retain – CTR – if :

Any circulation, internal, or reserve use OR

“local interest” title-sets OR

Special Collections items OR

Specific edition held in 9 or fewer libraries in the U.S.

Needs Further Examination – NFE – if:

Zero circulations

“Local Interest” Rules Applied


Rule 1: General: ‘Maine’ will be searched in title, author, series, and all subject fields

Rule 2: Published in Maine: Search bib records for indication of Maine as place of publication

Rule 3: Maine Author or Artists: Location code meaut in a Maine State Library record, Authors, American—Maine in a subject field, Artists, American—Maine in a subject field

Rule 4: Maine Local History: Title is classed in: F 16-30 (Maine History), 917.41 & 974.1 & meanx

Rule 5: Major Colleges & Universities: Keywords/phrases searched e.g. Bowdoin College

Rule 6: Industries: Keywords/phrases searched (combined with Maine) e.g. Paper Industry

Rule 7: Marine & coastal studies: Keywords/phrases & classifications e.g. QH 92-92.2 Marine Biology (Atlantic Coast)

Rule 8: Native Americans: Keywords/phrases e.g. Abenaki

Rule 9: Places/Populations: Keywords/phrases e.g. Acadia

Rule 10: Religious groups: Keywords/phrases e.g. Free Will Baptists

1,655,421

1,064,333

-

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

1,800,000

1-2 3+


Scenario One – Needs Further Examination / Commit to Retain


Widely Held Titles

Step 1

Commit to Retain

1,076,188

Step 1

Needs Further Examination

392,382

Total Commitments & Needs Further

Examination for Step 1


LIBRARY COMMITMENT TO RETAIN NEEDS FURTHER EXAMINATION

Titles Items Titles Items

Bangor Public Library 147,490 177,195 40,582 43,182

Bangor Theological Seminary 9,688 18,095 9,536 11,921

Bates 129,168 142,603 53,403 57,043

Bowdoin 161,498 202,550 95,497 108,888

Colby 124,178 142,617 49,005 53,516

Maine State Library 43,532 53,726 6,458 7,782

Portland Public Library 78,065 97,133 3,678 4,316

University of Maine Orono 276,784 307,202 119,793 130,218

University of Southern Maine 105,785 117,074 14,430 15,392

ALL ELIGIBLE TITLES 1,076,188 1,258,195 392,382 432,258

Drowning in the Data


Too many CTRs?

Piles of books

Too many lists!

Publishers (29,331 items had commitments reversed)

Reference materials

1,655,421

1,064,333

-

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

1,800,000

1-2 3+


Step 2


Widely Held Titles

Commit to Retain

1,076,188

Needs Further Examination

392,382

In-Scope for Step 2

-Titles published < 2003

- Circulating Titles

- No Special Collections

- No Hathi PD Titles

- No Titles with zero aggregate use

Step 2 Questions


Do we need to retain a minimum or maximum number of

title-holdings?

How to allocate holdings responsibility?

Circulation policies

Library type

Subject strengths

CTRs made in Step 1

Data – Serials are Different


All records coded format “s”

Analysis by MSCS Systems Librarian

Includes many book series as well as journals/magazines

Inconsistent across MSCS institutions

Total number of serials records 37,887

Total number of deduped serials records 27,912

MSCS Goals for Serials


Don’t duplicate effort

Relative safety of publisher digital collections

Digital Services e.g. Portico

Act as ‘good steward’ locally and nationally

CTR “local interest” titles

CTR “not widely held” titles

CTR Special Collections titles

Serials Decisions


27,912 title-sets (book series and journals)

Not CTR ~ 64%

4,198 digital collections overlap

14,771 >50 in OCLC, local interest/special collections

CTR <36%

6,134 local interest and Special Collections

4,439 <50 OCLC holdings

MSCS overlap only 3% within this set (~130)

Individual library review

Serials <50 OCLC review example


Opportunity to review lists

UMaine 1,977 titles

Reduced to CTR 1,610 titles

Disclosing Retention Decisions:

The Why

The principle of the common good

Participating as a partner in the national print retention

world

Allows discards where appropriate


Disclosing Retention Decisions:

The How

Disclosure has not been a straightforward process!

National and International – OCLC WorldCat

OCLC Shared Print symbol

State – Central union catalog: MaineCat

Commitment note pulled from OCLC

Local –Five catalogs

MARC 583 Action Note

MARC 856 commitment note in OPAC


Display in WorldCat

Display in Union Catalog

OPAC Commitment Note


Ebook-On-Demand/Print-On-Demand

Service Model

MSCS 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 surrogates

Integrating 1.6 million HathiTrust Public Domain title records

and Google Books links into our union catalog

Print-On-Demand request service


MSCS Group Collection Summary:

HathiTrust and Internet Archive Overlap


Service Delivery Model


Governance and Business Model


A Memorandum Of Understanding has been developed to

guide the ongoing work

15 year retention commitment

MOU and commitments reviewed every 5 years

Executive Committee will provide governance

Collections and Operations Committee will determine

retention, holding disclosure, and access/delivery

Different levels of membership

Collection Holders

Collection Builders

Supporting Members

How Do You Replace the King?


Storage


MSCS chose a distributed model rather than a centralized

storage facility

Ownership and storage will remain with the owning library

There are no different circulation or Interlibrary Loan rules or

workflows for titles with retention commitments

Lessons Learned


Things won’t go as planned

Perfection is not possible

Need for a dedicated project manager position

Public libraries are different!

Libraries can cooperate

Legacy of MSCS


Cooperative collection development amongst partners

Extend membership to other Maine libraries

Part of wider shared print community

Extend model to other projects

Thank you!

[email protected]

[email protected]

www.maineinfonet.org/mscs/

@MESharedColls


mailto:[email protected]

mailto:[email protected]

Documents

New United We Stand: A Collaborative Approach to Legacy Print … · 2013. 10. 25. · Location Total checkout and total renewal Year to date circulation Last year circulation Last