Slides from MSCS Project PI Dr. Clem Guthro's presentation at the Print Archive Network event held at ALA on June 28th, 2013 in Chicago.

1. Dr. Clem Guthro,
Director of the Colby College Libraries
MSCS Project Co-PI
Maine Shared Collections
Strategy: Print Archive Network
Update
www.maineinfonet.net/mscs/

2.  Academic Libraries
 University of Maine, University of Southern
Maine, and 5 small campuses
 Colby, Bates and Bowdoin
 University of New England
 7 Community Colleges
 Small private colleges (Unity, Thomas, St.
Josephs, College of the Atlantic, Maine
Maritime Academy, Maine College of
Art, Husson, Beal, Kaplan)
The Library Context in Maine

3.  Public Libraries
 265 public libraries
 2 flagship publics –Bangor and Portland
 150 with collections smaller than 20,000 vols
 Maine State Library
 Maine Law and Legislative Reference Library
 Special Libraries
 23 hospital libraries
 2 Independent Labs (Jackson and Bigelow)
The Library Context in Maine

4.  Maine InfoNet
 MaineCat – Statewide catalog
 Marvel – Statewide databases
 Larger Libraries
 9 largest libraries in Maine
 Directors meet twice a year
 Annual staff development day
 CBB (Colby, Bates, Bowdoin)
 Cooperative collection development
 Common loan periods & 6 day a week delivery
 State-wide delivery -1.25 million items/year
The Library Context in Maine

5.  Larger Libraries Group- 9 largest collections
 Long tradition of collaboration and trust (100
years)
 Most libraries were running out of space and
unlikely to get additional space
 The collections of the Larger Libraries Group
represent ¾ of the print collections in Maine
 Wanted a shared approach to managing legacy
print collections for the long term
 Looking to be leaders in the print collection space
IMLS Grant background

6. IMLS Grant & Project Partners
 2 public universities, 3 private colleges, state
library, 2 public libraries, 1 state-wide library
consortium
http://www.maineinfonet.org/MSCS

7.  $821,000 three year grant to create a shared print
collections strategy
 Create a collection analysis system to analyze the
collections and assist in decision making
 Examine the presence of large scale digital
collections (Hathi Trust and Internet Archive) as a
determiner of what to keep in print
 Integrate Print on Demand for large scale digital
collections where local print copies are unavailable
 Integrate Electronic on Demand for large scale
digital collections
IMLS Grant – The original

8.  Focus is monographs and journals (Government
document are excluded)
 The goal is to determine which volumes should be
retained long term and by whom
 Develop a method to make retention decisions at
scale
 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
 Expose our retention decisions to the world
 Be part of the emerging national conversation
Grant focus

9.  Build on the collaboration that is a norm in Maine
 Help faculty and the public to think of our libraries
as collaborative partners in building and
preserving collections
 We wanted the emphasis to be on print retention
and not on weeding. Our message to our
community is that we are preserving the print
heritage in Maine.
 We wanted to capitalize on the robust physical
delivery system and tradition of sharing to help us
Political Goals

10.  Wanted a sustainable business model
 Wanted a formal Memorandum of Understanding to
guide the ongoing work.
 Wanted a governance and operational structure that
was “light weight” but workable
Governance and Business

11. Project Management
http://www.maineinfonet.org/MSCS
 Project Team
 Contracted Systems Librarian
 Director’s Council
 Collections Committee
 Technical Services and Systems Committee
 National Advisory Board
 http://www.maineinfonet.net/mscs/about/people/

12. Data Wrangling
http://www.maineinfonet.org/MSCS
 OCLC reclamation
 OCLC WorldCat Collection Analysis
 Sustainable Collections Services
 2.9 Million records

13. 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
Zero
Circulations
1-3
Circulations
4 plus
Circulations

14. Scenario 1- Commit to Retain
http://www.maineinfonet.org/MSCS
 Held by 1 or 2 libraries (1,076,188 titles/1,258,195
items)
 Retain copies if any circulation or reserve activity
 Retain “protected” category copies even if no
circulation (Maine and/or institution specific items)
 Retain Special Collections/Archives copies 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 – “Needs further
examination”

15. Scenario 1- Further
refinements
http://www.maineinfonet.org/MSCS
 Scenario 1 titles split into two groups
 Titles with a single item record per bib record
approximately 900,000 items (about 91% of the
titles and 78% of the items) (Commit to retain)
 Titles with multiple item records per bib record
approximately 100,000 items (about 9% of the
titles and 22% of the items) – “Needs further
examination”
 Divide these further into multi‐volume sets and
multiple copies and add to “Needs further
examination”

16. Next Steps
http://www.maineinfonet.org/MSCS
 Get MOU’s signed
 Add 583 Commitments in our local catalogs and
create LHRs to load these holdings to OCLC –
about 900,000 titles ready to go.
 Integrate retention commitments into MaineCat

17. http://www.maineinfonet.org/MSCS

18. Next Steps…
http://www.maineinfonet.org/MSCS
 Examine the “Needs further examination group”
 Develop criteria for the remaining part of the
collection that has 3+ holdings.
 Join the Hathi Trust
 Integrate Print on Demand and E on Demand
Work on journals
 See how our project plays with the newly evolving
North East Regional Print Library Management
Project