Matthew Revitt's June 6th, 2013 presentation from the Library Journal Data-Driven Libraries Part 1: Analyzing Data to Manage Print Collections webinar.
AUDIENCE THEORY -CULTIVATION THEORY - GERBNER.pptx
Using date in collaboration: Experiences from the Maine Shared Collections Strategy
1. 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/
2. 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
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
3. 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
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
4. 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 InternetArchive public domain material?
What monograph copies (by library) could optionally be
deselected, once retention decisions have been finalized?
What do we want to learn from the
data?
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
5. 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? InWorldCat?
How do subject strengths compare across the group?
Which titles are represented in HathiTrust, InternetArchive
Overlap between general collections and special collections
Others to be determined from the group’s combined data set
What do we want to learn from the
data?
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
6. Data elements:
Data required for analysis
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
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
7. 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
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
8. Importance of collections analysis tools for heavy lifting -
Journey from DIY, viaWCA to SCS/DIY
DIY: Not feasible to develop local collection analysis system
OCLCWorldCat CollectionsAnalysisTool - 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!
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
9. 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 - OCLCWorldCat (US and State
Holdings), HathiTrust Public Domain and In-Copyright items and Internet
Archive (a first for SCS)
SCS data
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
10. M S CS Group Collection Summar y :
Collection usage
11. 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
18. 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
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
21. 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
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
25. DIY to expand to smaller libraries
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/
26. Matthew Revitt
MSCS Program Manger
matthew.revitt@maine.edu
www.maineinfonet.net/mscs/
@MESharedColls
Thank you!
Matthew Revitt,
MSCS Program Manager www.maineinfonet.net/mscs/