Using date in collaboration: Experiences from the Maine Shared Collections Strategy

Matthew Revitt, Maine Shared Collections Strategy Program Manager

Using data in collaboration: Experiences from the Maine Shared Collections

Strategy

Matthew Revitt, MSCS Program Manager www.maineinfonet.net/mscs/

9 Maine Shared Collections Strategy (MSCS) partners come together in an effort to create a strategy for the shared management of print collections in the State.

Collaborate to make decisions about the storage, retention, and preservation of print materials (both books and journals) as well as looking for ways to integrate digital editions into a state-wide catalog.

IMLS supported project

MSCS 101


Project objectives

Workable strategy for stewardship of the major print collections in Maine Analyze print monographs for duplication & usage Identify digital surrogates and provide access in union catalog Identify long-term retention commitments from libraries

Implementation of on-demand services Electronic- and print-on-demand options in catalogs

Define sustainable business model for beyond grant & partners Financial model Governance structure Memorandum Of Understanding


Top level: 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 (via local or shared catalogs) 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?

What do we want to lear n from the data?


Specifically: 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 collections and special collections Others to be determined from the group’s combined data set

What do we want to lear n from the data?


Data elements:

Data required for analysis


Item record number Created date Barcode Itype (value in the item that

defines how it circulates) Volume and copy Item 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

Dirty data issue – required OCLC reclamation before can accurately compare Approximately 3.9 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 & introduction of ninth library

Issues with the data set


Importance of collections analysis tools for heavy lifting -Journey from DIY, via WCA to SCS/DIY DIY: Not feasible to develop local collection analysis system OCLC WorldCat Collections Analysis Tool - unable to meet

MSCS needs & delays in analytics product Investigate other products Sustainable Collections Services (SCS) only could meet

MSCS requirements -Tailored reports & consulting support

Help, we can’t do this alone!


Using the MSCS record set SCS: Filtered out-of scope bibliographic records including: Government Documents, non-monographic

material, Non-language material, non-print resources, records missing OCLC numbers, Bibliographic/author mismatches with OCLC and multiple OCLC numbers per record

Eliminated duplicate bibliographic records Normalized call numbers Eliminated trailing spaces in control numbers Validated OCLC numbers Matched bibliographic records on OCLC numbers (with title string check) LCCN/title-string lookups for records lacking OCLC numbers Identified and accommodated unusual implementations of MARC Mapped item-level data and interpret codes Provided Dewey Decimal numbers for records that lacked them

SCS matched titles to external data sources - OCLC WorldCat (US and State Holdings), HathiTrust Public Domain and In-Copyright items and Internet Archive (a first for SCS)

SCS data


M S C S G r o u p C o l l e c t i o n S u m m a r y : C o l l e c t i o n u s a g e

M S C S G r o u p C o l l e c t i o n S u m m a r y : O C L C Wo r l d C a t

c o u n t s

M S C S G r o u p C o l l e c t i o n S u m m a r y : M S C S g r o u p

o v e r l a p

M S C S G r o u p C o l l e c t i o n S u m m a r y : L o c a l

p r o t e c t i o n r u l e s

M S C S G r o u p C o l l e c t i o n S u m m a r y : H a t h i Tr u s t &

I n t e r n e t A r c h i v e o v e r l a p

M S C S G r o u p C o l l e c t i o n S u m m a r y : S u b j e c t s

What to do with all this data Danger of drowning in data!

Importance of focusing on a subset of the data

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

ZeroCirculations1-3 Circulations

Begin with titles held by only 1-2 partners. The following criteria for making decisions on these titles were developed:

Analyze and take action only on pre-2003 copies

Retain the copies if any circulation or internal use

Retain material that falls into local protection categories (Specific Maine items) even if no circulation

Retain Special Collections/Archives copies even if no circulation

Retain materials on course reserves even if no circulation

Retain unique in OCLC (only 0-9 copies in OCLC) even if no circulation

Compare remaining 0 circulation copies with both HathiTrust and Internet Archive

MSCS retention criteria


MSCS scenar io one

MSCS scenar io one

What to do about the remaining 50% of items - those held by 3 or more libraries

Requires more in-depth collections analysis looking at factors including: Circulation rates

Available storage space Subject strengths Loan periods

Future scenario development


Disclosing retention decisions in OCLC & locally

DIY to expand to smaller libraries


Matthew Revitt

MSCS Program Manger

[email protected]

www.maineinfonet.net/mscs/

@MESharedColls

Thank you!


Education

Using date in collaboration: Experiences from the Maine Shared Collections Strategy