Clem Guthro, Director of the Colby College Libraries Co- PI, Maine Shared Collections Strategy “Selecting for Sustainability” Maine Shared Collections Strategy www.maineinfonet.org/mscs/ OCLC/CIC - Regional Print Management Symposium, March 27, 2014
Jun 11, 2015
Clem Guthro, Director of the Colby College Libraries Co- PI, Maine Shared Collections Strategy
“Selecting for Sustainability”Maine Shared Collections Strategy
www.maineinfonet.org/mscs/
OCLC/CIC - Regional Print Management Symposium, March 27, 2014
Why Print Retention in Maine?
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Multi-type library collaboration is the norm in Maine Larger 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 union catalog facilitates resource sharing between more than 100 libraries
State-wide delivery – 1.25 millions items/year
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Project Background
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Originated with the Larger Libraries Group in 2010 Partner libraries were running our of space and
unlikely to get additional storage Wanted a shared long-term approach to managing
legacy print collections Looking to be leaders in the print collection space $821K IMLS National Leadership Grant to support
the work.
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Grant Focus
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Focus is monographs and journals (Government documents are excluded)
Focus is on retention rather than weeding- keeping the scholarly and cultural record that meets our needs.
Focus on shared stewardship Focus on a sustainable model for participation by
other libraries once the initial grant period is complete
Focus on being part of the national conversation and emerging infrastructure for shared print
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Project Partners
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Project Management
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Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian
Directors’ Council Collection Development Committee Technical Services 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
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MSCS Project Goals
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Create a collection analysis system to analyze the collections
Develop a strategy to make retention decisions at scale
Examine the presence of large scale digital collections (HathiTrust and Internet Archive) as a determiner of what to commit to retain in print
Integrate Print-On-Demand E- on-Demand for large scale digital collections
Expose our retention decisions to the world and to Maine libraries
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Questions we wanted to answer
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Which monographs should be designated for long-term retention?
What is an equitable and/or common-sense distribution of retention responsibilities?
What effect do large scale digital collections such as Hathi Trust or Internet Archive have on retention decisions?
Can monograph retention decisions be made at scale in a way that will make sense for the participating libraries?
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Governance and Business Model
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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
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Data – Data Starting Points
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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
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Our Data
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OCLC reclamation done for all libraries except 1 Cleaned up holdings, corrected OCLC numbers and
facilitated record match across partners Bibliographic and item records extracted from 6
catalogs – all the same ILS (Innovative Interfaces) Exported data include the complete MARC record
and item record (Call number, location, use counts, last checkin, circ status, etc.)
Data given to Sustainable Collection Services (SCS) for analysis
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Data – SCS Actions
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Additional data cleaning—normalizing, de-duping, and filling in missing data
Matched titles on OCLC # Compared titles to WorldCat (U.S. and State
Holdings), HathiTrust Public Domain and In-Copyright items, and Internet Archive
Extensive data reports Consulting support
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High Level View of the Monograph Data
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Bib records2,920,014
(circulating titles2,719,754)
Item records
3,374,574
Libraries
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Unique Titles
1,754,598
By “titles" we can mean two different things
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1. Title Set
Bates Bowdoin Colby Maine SL Portland PL UM-Orono USM
2. Title Holding
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Title‐holdings in 1 library 1,118,151 38%
Title‐holdings in 2 libraries 684,395 23%
Title‐holdings in 3 libraries 462,446 16%
Title‐holdings in 4 libraries 325,959 11%
Title‐holdings in 5 libraries 190,215 7%
Title‐holdings in 6 libraries 82,224 3%
Title‐holdings in 7 libraries 40,179 1%
Title‐holdings in 8 libraries 15,550 1%
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Title Holdings Overlap
99 titles are held by all 9 MSCS InstitutionsTitle/Author Pub
YearMSCS
Total 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 515www.maineinfonet.org/mscs16
Circulation Counts – Circulating Titles
MCSC Title‐Holding Counts All Libraries %
ALLCIRCULATING TITLE HOLDINGS 2,719,754 100%
Circulation Counts
Total Circs= 0 845,939 31%
Total Circs = 1 466,371 17%
Total Circs = 2 303,588 11%
Total Circs = 3 206,610 8%
Total Circs = 4 to 9 511,040 19%
Total Circs= 10+ 386,206 14%
Last Circ after 2010 357,660 13%
Last Circ after 2007 671,815 25%
Last Circ after 2005 841,009 31%
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WorldCat Counts # Title Holdings %
0‐9 Holdings in USA 145,296 5%
10‐19 Holdings in USA 94,162 3%
20‐49 Holdings in USA 213,827 7%
50‐99 Holdings in USA 290,443 10%
100‐199 Holdings In USA 507,552 17%
200+ Holdings in USA 1,668,732 57%
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MSCS Title Holdings Compared to WorldCat US Holdings
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+
ZeroCirculations
1-3Circulations
4 plusCirculations
www.maineinfonet.org/mscsNumber of MSCS Libraries Holding Titles
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Step 1 –Titles Held by 1 or 2 Libraries
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1,655,421 Title Holdings Removed title holdings with a publication date ≥
2003 Commit To Retain (CTR)– if : Any circulation, internal, or reserve use OR “local interest” (Maine related) 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
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1,655,421 Step 2
1,117,468
‐
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
Step One – Needs Further Examination / Commit to Retain
Published After 2003 (removed from Step 1) 186K
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Not Widely Held Titles
Widely Held Titles
Step 1Commit to Retain
1,076,188
Step 1Needs Further Examination
392,382
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Step 1 - Total Commitments & Needs Further Examination
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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 22
“Local Interest” Rules Applied
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Rule 1: General: ‘Maine’ will be searched in title, author, series, and all subject fieldsRule 2: Published in Maine: Search bib records for indication of Maine as place of publicationRule 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 fieldRule 4: Maine Local History: Title is classed in: F 16-30 (Maine History), 917.41 & 974.1 & meanxRule 5: Major Colleges & Universities: Keywords/phrases searched e.g. Bowdoin CollegeRule 6: Industries: Keywords/phrases searched (combined with Maine) e.g. Paper IndustryRule 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. AbenakiRule 9: Places/Populations: Keywords/phrases e.g. AcadiaRule 10: Religious groups: Keywords/phrases e.g. Free Will Baptists
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Step 1 - Needs Further Examination”
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Titles held by 1 or 2 MSCS libraries 0 Circs 37% in copyright in Hathi 6% public domain in Hathi 6 % digitized in Internet Archive (no Hathi overlap) 51% not digitized Decision “No Commitment to Retain CTR”
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Step 2 –Titles Held by 3 or more Libraries
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1,117,468 Title Holdings 53,000 title holdings with a publication date ≥ 2003
were excluded. 746,949 in Scope 1 or more circs
317,384 Needs Further Examination Hathi Trust Public Domain Special Collections 0 Aggregate circs
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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+
Published After 2003 (removed from Step 1) 186K
53K published after 2003
Needs Further Examination 317,384
Step 2In Scope746,949
Step 2 – Widely Held Titles
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Held by 1 or 2 Libraries
Held by 3 or More Libraries
Step 1 Commit to Retain
1,046,857
No CTR421,713
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Step 2 Questions
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Do we need to retain a minimum or maximum number of title-holdings per title-set?
How should responsibility for retention be allocated? Circulation policies Library type Subject strengths CTRs made in Step 1
Do our decisions in Step 2 need to parallel Step 1 or can we make different decisions.
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Uses per Title-Holding per Title-Set (SCS calculation)
IN-SCOPE TITLE SETSPublication year < 2003Three plus libraries holdingCirculating titles onlyNo special collectionsNo Hathi public domain10+ US holdings
Title-Holding Counts by Title-Set Usage Levels (uses per title-holding)
32,349
136,711
216,401
132,924
81,336 70,691
54,911 53,871
9,836
38,353
58,316
34,653
20,728 17,679 13,504 13,662
-
50,000
100,000
150,000
200,000
250,000
Zero 0-1 1-3 3-5 5-7 7-10 10-15 > 15
Title-Holdings
Title-Sets
(4%)
(9%)
(18%)
(28%)
(17%)
(10%)
(7%) (7%)
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Step 2 – Basic Decisions
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One title-holding for each Commit To Retain (CTR) title-set with 0-3 uses
Two title-holdings for each CTR title-set with 4 or more uses.
Two title-holdings of all local protected category title-sets.
All title-holdings where the specific edition is held in nine or fewer libraries in the U.S. (according to OCLC).
Titles sets with zero aggregate circs were not committed to retain
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Step 2- Allocation of Retention Commitments
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If Colby holds a title, it will be CTR If Bates or Bowdoin own and Colby does not then at
least one CTR will go to a Bates or Bowdoin copy Remaining Commit-to-Retain (CTR) allocations will
be equitably distributed, where equity is a constant ratio of CTR allocations to not commitment to retain allocations among libraries.
ALL Maine State Library’s local protected title-holdings are marked CTR
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MSCS Final Commitment Numbers
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Step 1 Commitments Step 2 Commitments All commitments
Bangor PL 138,962 20,400 159,362
Bangor Theological 9,688 1,331 11,019
Bates 128,514 55,997 184,511
Bowdoin 162,478 56,149 218,627
Colby 128,841 138,440 267,281
MSL 40,540 22,142 62,682
Portland PL 72,113 23,536 95,649
UM‐Orono 265,261 46,316 311,577
USM 101,462 26,456 127,918
Total 1,047,859 390,747 1,438,606
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From Scale to Reality
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Decisions were made at scale. When you go to the shelf - Some commitments seemed objectionable
No inventories were done No attempt to validate for condition A “list of publishers” that mainly publish textbooks,
items which are often updated/replaced, and consumables was developed. We removed 29,231 titles from the original CTRs in Step 1.
The “list of publishers” was used to remove titles before CTRs were made in Step 2.
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From Scale to Reality (continued)
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Operations committee to deal with reality Replace lost copies Pass retention off to others Dealing with editions Damaged or ephemera Focus on content over edition
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Disclosing Retention Decisions
Encoding MARC 583 at the item level Disclosed at three levels OCLC WorldCat – LHRs with OCLC Shared Print Symbo Local Catalog – Data from MARC 583 MaineCat Statewide catalog- Java script to pull data
from OCLC.
In OCLC – National shared print initiative In Local Catalog – local workflow In MaineCat – for Maine libraries, most of which are
not OCLC members
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Lessons Learned
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Clean data helps Things won’t go as planned Making retention decisions at scale has an error
factor that you need to live with Takes significant human resources Need for a dedicated project manager position Public libraries are different! Libraries can cooperate
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PAN- MSCS Event at Midwinter
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Looking to the Future of Shared Print – Day Long preconference at ALA sponsored by MSCS and the Center for Research Libraries
Join us on June 27, 2014| 10:00 am – 3:00 pm (following a PAN forum update from 9:00 – 9:45 am), Las Vegas, Nevada
No cost, but Registration is requested http://www.maineinfonet.net/mscs/ALA2014/
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Thank you!
[email protected]/mscs/
Follow us on Twitter@MESharedColls
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Some slides from presentation by Deb Rollins and Becky Albitz at Charleston, 2013