United We Stand: A Collaborative Approach to Legacy Print Collections

United We Stand: A Collaborative
Approach to Legacy Print
Collections
Matthew Revitt, University of Maine
Deb Rollins, University of Maine
NELA Annual Conference October 21, 2013

www.maineinfonet.org/mscs/

What is Shared Print Anyway?
 Holding libraries commit to retain designated

materials for a specified time period so that
partner libraries may rely on their continued
availability.

www.maineinfonet.org/mscs

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-OnDemand

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

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

 Last year circulation

 Created date

 Last checkin

 Barcode

 Out date

 Itype (value in the item

 Last out date







that defines how it
circulates)
Volume and copy
Call number
Location
Total checkout and total
renewal
Year to date circulation

 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 – Unfiltered

Item records – Unfiltered

Libraries

2,958,905

3,420,061

9

Bib records – Filtered
2,920,014
(circulating titles
2,719,754)

Item records –
Filtered
3,374,574

Unique Titles –
Filtered
1,754,598

By “titles" we can mean two
different things
1. Title Set

Bates
Orono

Bowdoin

Colby

Maine SL

Portland PL

USM

2. Title Holding

UM-

Circulation Counts –
Circulating Titles Only
MCSC Title-Holding Counts
1

All Filtered Title Holdings - CIRCULATING
TITLES

All Libraries

%

2,719,754 100%

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%

9


671,815

25%

10


841,009

31%

WorldCat Counts - US
14

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%

17


59,386

2%

18


213,827

7%

19


146,868

5%

20


290,443

10%

21


222,700

8%

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%

30

3 Holdings in Maine

440,802

15%

31


444,611

15%

32

4 Holdings in Maine

315,535

11%

33


347,388

12%

34

5 Holdings in Maine

204,703

7%

35


243,151

8%

36

6-9 Holdings in Maine

299,442

10%

37

6-9 Holdings in Maine - FRBR

405,270

14%

77,071

3%

150,824

5%

38

10+ Holdings in Maine

39

10+ Holdings in Maine - FRBR

Overlap within MSCS Group
40

Unique Holding in group

1,118,151

38%

41

Title-holdings in 2 libraries

684,395

23%

42


462,446

16%

43


325,959

11%

44


190,215

7%

45


82,224

3%

46


40,179

1%

47


15,550

1%

99 titles are held by all 9 MSCS
Institutions
Pub
Year

MSCS
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

515

Title/Author

24

MSCS Circulating Title-Holdings
by Holding Level – Circulation
1,200,000
Levels
1,000,000
Zero Circulations
800,000

374,062

267,658

1-3 Circulations

600,000

403,284
204,219
341,231

400,000
232,054
200,000
295,425

393,391
208,430

1

2
3+
Number of MSCS Libraries Holding Title

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


MSCS Title-Holding by Holdings Level
1,800,000
1,600,000
1,400,000

Not Widely Held
Titles
Step 1

1,200,000
1,000,000

Widely Held Titles
Step 2

800,000

1,655,421
600,000

1,064,333
400,000
200,000
-

1-2

3+

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


Scenario One – Needs Further Examination / Commit to Retain
1,800,000
1,600,000
1,400,000
1,200,000

Not Widely Held
Titles
Step 1
Needs Further
Examination
392,382

1,000,000

Widely Held Titles
800,000
600,000

Step 1
1,655,421
Commit to Retain
1,076,188

1,064,333

1-2

3+

400,000
200,000
-


Total Commitments & Needs
Further Examination for Step 1
LIBRARY

COMMITMENT TO RETAIN
Titles

Bangor Public Library

Items

NEEDS FURTHER EXAMINATION
Titles

Items

147,490

177,195

40,582

43,182

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

Bangor Theological Seminary

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


Step 2
1,800,000
1,600,000
1,400,000
1,200,000

Not Widely Held
Titles
Needs Further
Examination
392,382

1,000,000

Widely Held Titles
800,000
600,000

Commit to Retain
1,655,421
1,076,188

In-Scope for Step 2
1,064,333
- Titles published < 2003
- Circulating Titles
- No Special Collections
- No Hathi PD Titles
- No Titles with zero aggregate
use

400,000
200,000
-

1-2

3+

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


OPAC Commitment Note


Ebook-On-Demand/Print-OnDemand 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!
matthew.revitt@maine.edu
drollins@maine.edu
www.maineinfonet.org/mscs/
@MESharedColls


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