Slide 1

No Substantial Penalty for Withdrawal

Investing in a Different Collaborative Model for the Shared Print ArchiveSharon Wiles-Young Director, Library Access Services, Lehigh University

John Barnett Scholarly Communications Librarian for the University Library System, University of Pittsburgh

Outline for presentationEnvironmental scan print journal volumesAudienceGlobal to regional PALCI shared collaborative print archive modelProcess, experiences, futureFuture of print Questions??? and YOUR ideas

Environmental Scan: Ithaka Survey 2010 Insights from U.S. Academic Library Directors Most libraries have become comfortable with deaccessioning or moving offsite their print journal collections after they have reliable digital access to copies of these materials

91% have already done so or are planning to do so in the future

This is not the case for books, at least not yet

Environmental scan Questions for the audienceHow many of your libraries have withdrawn print journal volumes? Were the volumes put in storage facility?How many institutions participate in a cooperative print storageDo your institutions have collection policies and guidelines to weed print journal volumes?Ebooks remember the progress of journals to ejournals will this happen faster for books? Patron driven acquisitions?3

Environmental Scan continued A minority of 35% said that their libraries have a formal plan for how to deaccession print journals that they have access to electronically

47% agreed with the statement: I feel confident that I have all the information I need to make informed decisions about whether to retain or de-accession print journal collections after my library has access to digital copies.

Uncertainty in process of withdrawal and removal of print journal volumes from collections- considerations- visual, pictures, archival ejournal collections, 4

Weeding 101Webinars and best practices for weedingLYRASIS Status Discard the how and why of weedingReports 2009 ITHAKA What to Withdraw: Print Collections Management in the Wake of DigitizationWhich titles need to be kept in print?Backup archives regional ?

What to Withdraw- statement that libraries do not have policies for withdrawing print journals done more on a title by title case by case basis the report pointed to subject areas and image/data intensive journals to consider those titles more closely5

Faculty Survey 2009: Key Strategic Insights for Libraries, Publishers, and Societies Ithaka Report: April 7, 2010 Authors: Roger C. Schonfeld (Manager of Research) & Ross Housewright (Analyst)

Here what faculty have to say in 2009 in a report published by Ithaka in 2010 Faculty still feel some college and university should have the print but less for their own institutions to hold these titles7Fans, we're experiencing problems with some JSTOR servers. Our tech support team is on it, and we hope to have it fixed very quickly. We're very sorry for the inconvenience and will keep you posted!More evidence of less use of print collections and reliance on electronic full text collections--- noticed print not used Lehigh we offered free scans of print journals and delivery to desktop increased some use of print but not sizeable amount8JSTOR HaikuJSTOR volumes wait Students don't visit the shelves PDFs chuckle -anonPALCIAcademic and research library consortiumServing PA, WV, and NJResource-sharing focus (E-ZBorrow, RapidILL)Electronic resource offersDisaster preparednessCooperative collection development

Small staff, reliance on member task forcesHistorically-oriented, independent institutions, geographically dispersedPA: Many older collections, with deep journal collections in humanities and sciencesNo central or shared storage facilityLittle budget beyond membership dues, grant fundingCCD Task Force in existence but . . .PALCI Realities

11Why Create a Shared Print Archive?One of many possible projects; short-term projects hold appealInterest in responsible deaccession as well as preservationStrong interest in reallocating lots of space (journal runs vs. book collections)Distributed archive = shared responsibility to diminish local pressureCooperative storage facility costly, unlikely, unmanageableUrgency of deaccession became real driver

Explored regional shared storage facility- found immediate needs and not enough time to find a facility to use for cooperative storage: asked other institutions looking for space in areas of PA but no immediate plans

12Why Us?Isnt there another regional or national program underway that will take care of this?Isnt JSTOR taking care of this?Isnt Portico or LOCKSS a suitable alternative?

Related ProjectsOrbis Cascade, other distributed archivesMost similar; PALCI agreement based on Orbis Cascade contractTriangle Research Library Network (TRLN) (North Carolina)Ontario Council of University Libraries (OCUL)

Other regional modelsWEST Western Regional Storage Trust- Arizona to California Digital Libraries to Getty to University of Washington to University of Oregon Orbis Cascadedistributed shared print repositoryFive College Library DepositorySingle paper copy ACS, APS, APA, IOP, JSTOR, Project MuseServes 22 affliates Bryn Mawr, Swarthmore and Haverford joined in 2011JSTOR- Harvard and University of CaliforniaUKRR United Kingdom Research Reserve- 8 participants In collaboration with the British Library document supply

WEST distributive print depository that leverage infra-structure eliminate duplication Mellon funded Interesting that institutions involved with PALCI involved with Five colleges- another location to have print availableJSTOR Mention this because when Lehigh was weeding some of our print JSTOR titles we noticed that it was very difficult to find the issues needed by Harvard and the University of California and we did send some needed volumes to them, very important for regional storage projects to post their needs on website or communicate their needs.

15Philosophy behind the ProjectWhat will work for our varied membership?Memo of understanding with flexible terms, rather than a contractual agreementLow cost to no cost, with minimal expenses borne by participating librariesIdeal copy of documentEnough security to encourage weedingTradition of resource-sharing

As we considered our needs further16Candidates for PALCI Shared Print ArchiveComplete online archive back to volume 1 available, and widely subscribedDeep print runs widely held by PALCI membersNon-commercial/society publications only

Reliable electronic journal collections with consortium licenses non commercial and society publications were safer but as time goes on publisher deals can change. Tried to address this.17Candidates for PALCI archiveIllustrations could be an issue, particularly from early volumesImportance of titles must provide optimal accessNot duplicate major national print archiveHistorical, potentially artifactual importance (Chandler Brothers from Lehigh for example)

he American ChemistEdited by William H. Chandler and Charles Chandler. New York, 1870-1877. Professor William H. Chandler of Lehigh University co-edited (with his brother Charles Chandler, a well-known Chemistry professor at Columbia University) The American Chemist, a pioneering journal and a forerunner of the Journal of the American Chemical Society. The American Chemist provided an outlet for chemical research and kept American chemists informed on developments around the world. It covered the American chemists meeting at the Priestly Celebration in 1874 and the organizational meeting of the American Chemical Society in 1876. The American Chemist ceased its publication in 1877 and replaced by The Journal of American Chemical Society, the official journal of the society. 18Selected Archives

IOP RSC other considerations IOP is not complete archive in electronic form in consortium, titles move in and out of archive; RSC not interest for consortium deal and even in AIP had to drop Physics today from storage title list because subscription package changed19More Questions . . .Interest in shared archive?What to archive?For how long?Dark archives and light archives?How many copies?Lending light archives?

As thought about the collections continued to receive feedback and explore what other institutions in the consortium would want to participateVolume 1 to what date in print volumes will be keptHow long will the contract last will this cooperative storage be reviewed and the need of storage examinedDo we need a dark and light archive? Dark archive can be scanned or handled at all?Do we need two light archives? More than one dark archive?The light archives used on site only or can the volume be lent through PALCI for use at another site?20Archive ConstructionHow many copies? 1 dark, 2 lightDark and light archives definedEnd date: 2000Environmental conditionsLending policies/proceduresInventory issue-level reportingLength of contract 10 years, review in 5 yearsRepresenting holdingsInclude supplementary materials (any format)

At least one light archive and one dark archive print copy will be maintained by the PALCI member libraries participating in this shared archive

Light Archive- materials available for use on site by library staff and patrons available to photocopy, scan and circulate according to the institutions circulation loan policies. Materials in light archive must be made available for lending for in library use to other PALCI libraries

Dark archive accessible by only library staff materials may also be available to users for on site consultation no lending however reproductions of the materials may be available to PALCI libraries (photocopies, scans)Best environmental conditions availableLending only of light archival copy to other PALCI members to be used on site PALCI loan to other libraryInventory completeness and accuracy of holdings note gaps, missing issues21

Agreement ObligationsBased on Orbis Cascade agreementbut only so muchShorter agreement periodLess emphasis on environmental controlsLess emphasis on ownershipAccommodates variety of institutional legal/status needsFlexible termsFlexibility in providing information about holdings in Local and national catalogs

10 year contract with midway reviewFlexible on the restrictions- environmental Contract covers how to record holdings and make the information available to all institutions in PALCI- discussions on how to represent holdings in local and national bibliographic catalogs- flexibility of regional storage

22Start of Distribution

Library 1: ACS, AIP, APSLibrary 2:ACS, APSLibrary 3:ACS, APSStart decisions of libraries having full runs and most of titles first light archive23Distribution within archive

Library 1: ACS, AIP, APSLibrary 2:ACS, APSLibrary 3:ACS, APS

Library 4-6Library 7-8Library 9-11Other institutions participate in distributive collections24Archive Primary RolesPenn State sole dark archive for all titles Temple 1st light archive for American Physical Society West Virginia 1st light archive for American Institute of PhysicsLehigh 1st light archive for American Chemical Society

Each participating institution responsible for one or more complete print runs from one or more of the scholarly societies

2nd Light ArchivesBucknellCarnegie MellonDickinsonDuquesneHaverfordLafayetteLehigh

University of PennsylvaniaSt. JosephsSwarthmore Temple VillanovaWest Virginia University

Titles distributed among the following institutions:

Who has what?Compare holdings Institutions report holdings

Spreadsheet compiled and comparison began of holdings, Lehigh started looking through the list and had the advantage of the internet and checking other catalogs when easy questions arose BUT as many of you know that sounds TOO easy because we are dealing with serial TITLE CHANGES and HOLDINGS that is not so easy for example next slide27

xISSN History Visualization Tool (Web service)

Title visualization for Industrial and engineering chemistry28Titles and HoldingsOnce spreadsheet was collected then titles change and difference in holdings reported were rectified Other institutions expressed interest in project-potential for another dark archiveCollections development committee started to identify titles for each institutionGoal to have each library interested hold several titles other than the dark archive which held all titles.Titles on spreadsheet normalized other institutions found out and expressed interest in project29As Time Passes byAIP changes digital archive subscription packageACS package changesSlow decision process about participationInstitutional legal processes take time

AIP changed terms of archive Note: AIP Conference Proceedings, Low Temperature Physics, Journal of Physical & Chemical Reference Data, and the magazine Physics Today are not included in the AIP Digital Archive. 30As Time Passes bySpace problems 2 institutions dropped out, collections withdrawnDifficulties in replacing participants volumes already being deaccessionedLehigh had withdrawal project of journals to create space for shift of overcrowded monograph collectionAIP and APS journals were pulled

Collection development librarians at the Annual PALCI meetings- to get more interest and some institutions did not share this information with collection development officers outside influences and pressures on library space31Project ContinuesCompare holdings and inventories- report gaps in holdingsFind certain institutions missing more issues/volumes than reported earlierOther institutions provide volumes and issuesSend to other institutions- transfer materials will become property of the member library

Issue by issue inventory conducted and turned up more gaps than were originally reported; Institutional contracts include what titles each institution is responsible for keeping for 10 years Contract covers how to record holdings and make the information available to all institutions in PALCI- discussions on how to represent holdings in local and national bibliographic catalogs- flexibility of regional storage 32

PALCI contract, all volumes kept permanently

Not required many institutions in PALCI consortium do not create Local Holding records in OCLC and so we decided this could be done by an institution if they are keeping up holdings in OCLC but it is not mandatoryFelt local catalogs, contracts with holdings and the finalized spreadsheet located on the PALCI website would communicate holdings for the storage project34

Current Status of ProjectMemos of agreement signed Volume exchange for Light Archive completedRecord and provide information about holdings in local online library systemsFollowing spreadsheet available on PALCI website:

Signed in 2009 Contract agreement for 10 years until Dec. 31, 2019 and will review title inventory, lending, requests, environmental conditions in Dec. 31 2014Exchange of issues and volumes very interesting some institutions could not inventory there collections in storage moving under renovations-35TITLE/AIPInstitutionContact InformationTitle Holdings History Desired HoldingsReported HoldingsApplied Physics LettersBucknellv.1,1962-v.1-80 1962-2000v.1-92 (1962-2008)Applied Physics LettersDuquesnev.1-78:5, 1962-2001 StacksJournal of Applied PhysicsLafayettev.8,1937-v.8-91 1937-2000v.8-65, 1937-1989*Journal of Applied PhysicsUniversity of Pennsylvaniav.8 (1937)-v.94 (2003)Journal of applied physics:(Prev.Title) - PhysicsLafayettev.1-7,1931-1936v.1-7,1931-1936v.1-7, 1931-1936Journal of applied physics:(Prev.Title) - PhysicsUniversity of Pennsylvaniav.1 (1931)-v.7 (1936) MICROFORM*Journal of Chemical PhysicsLafayettev.1,1933-v.1-116 1933-2000-v.1-125, 1933-2006Journal of Chemical PhysicsDuquesnev.1-(109)-(112)-114:2, 1933-2001 StacksJournal of Mathematical PhysicsLafayettev.1,1960-v.1-41 1960-2000v.1-34, 1960-1993*Journal of Mathematical PhysicsUniversity of Pennsylvaniav.1 (1960)-44(2003)Physics of FluidsCMUv.6,1994-v.6-12 1994-2000v.6-20 (1994-2008)Physics of FluidsSwarthmorev.6-15 (1994-2003)Physics of Fluids A (previous title of Physics of Fluids)CMUv.1-5,1989-1993v.1-5 1989-1993v.1-5 (1989-1993)Physics of Fluids A (previous title of Physics of Fluids)Swarthmorev.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)CMUv.1-5,1989-1993v.1-5 1989-1993v.1-5 (1989-1993)Physics of Fluids B (previous title of Physics of Fluids)Swarthmorev.1-5 (1989-1993)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)CMUv.1-31 (1958-1988)v.1-31 1958-1988v. 1-31 (1958-1988)Physics of Fluids (1958) (previous title of Physics of Fluids A&B)Swarthmorev.1-31 (1958-1988)Physics of PlasmasLehighv.1,1994-v.1-7, 1994-2000v.1-15 (1994-2008)Physics of PlasmasSwarthmorev.1-10 (1994-2003)Physics TodayDickinsonv.1,1948-v.1-53 1948-2000v. 1-4, 12-Present, 1948-2008Physics TodayDuquesnev.1-59, 1948-2006 StacksReview of Scientific InstrumentsDuquesnev.1,1930-v.1-71 1930-2000v.1-54, 1930-1983 Stacks*Review of Scientific InstrumentsSwarthmorev.54-74 (1983-2003)Review of Scientific InstrumentsUniversity of Pennsylvaniav.1 (1930)-v.74 (2003)Statistics 1521 linear feet for total collections in this projectAbout 13,000 volumes could be withdrawn for institutional holdingsMore than one dark archive because larger institutions have storage facilities for most of these journal titles already

Lessons Learned

Collection development librarians need more communication with individual libraries and consortium task forceInterest in project- what happens in the time from interest to completionwithdrawing of collections, loss of space, renovations of storage facilitiesUnderstanding of shipping volumes to other institutions- processingEverything takes longer than you could possibly imagine!

Next Steps

ILL agreementAdditional PALCI journal collections- next collectionRSC, rare humanities journals, American Psychological Assn?Participation in national/international level projects e.g., CRLTime is growing short for these decisions!

Future

Keep print for visual, cultural or artifactual, exhibits, rescans, or other scholarly research useCase in point remember the Chandler brothers:http://pubs.acs.org/toc/jceda8/16/6Overlay content with GIS applicationsOther innovations uses of print to digital contentPush Pop Press: http://www.ted.com/talks/mike_matas.html

William Chandler from Columbia University defaced and it is still this way at the ACS site: we have the print in our collection to rescan and submit to ACSJournal of Chemical Education v.16, no. 6 June 1939 p.253

40Sheet1TITLEPublishers holdingsBryn Mawr College BucknellDickinsonDuquesneGettysburgHaverfordLafayetteBMCPBUDKCDUQGDCHVCLAFAccounts of Chemical Researchv.1, 1968-v.1- (1968-)v.1-41 (1968-2008)v. 1-14, 16, 24-37, 1968-2004 (Storage)v.1-38, 1968-2005 StacksNonev.1- , 1968-v.16-35, 1983-2002Analytical Chemistryv.19, 1947-v.19- (1947-)v.19-80 (1947-2008)v. 19-74, 1947-2002 (Storage-Microfiche)v.19-77, 1947-2005 StacksNonev.32-79, 1960-2007v.19-75, 1947-2003Analytical Chemistry:(prev. title) I&EC Analytical Edition v.1-18, 1929-1946v.1-18, 1929-1946v.1-17 (1929-1945)v. 1-18, 1929-1946 (Storage)e-journalNoneNoneNoneBiochemistryv.1, 1962-v. 1 - 45:8, 1962-2006 v.1-47 (1962-2008)1964-1975 (Storage) v. 15-41 1976-2002 (Microfiche)v.1-44, 1962-2005 StacksNonev.35- , 1996-v.1-42, 1962-2003Chemical Reviewsv.1,1924-v.1-108:2 (1924-2006v.1-108 (1924-2008)v. 76-102, 1976-2002 (Microfiche)e-journalv.1(1924)-v.26(1939)v.1- , 1924-v.1-103, 1924-2003

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