data to decisions: shared print retention in maine

Deb Rollins, University of MaineBecky Albitz, Bates College

Charleston Conference November 8, 2013

Data to Decisions: Shared Print Retention in Maine

www.maineinfonet.org/mscs/

What is Shared Print Anyway?

www.maineinfonet.org/mscs

Holding libraries commit to retain designated materials for a specified time period so that partner libraries can rely on their continued availability.

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 Northeast 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 has 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 (CBB) are consciously building a shared collection of new print materials and e-resources

Trust in commitments and continued access

www.maineinfonet.org/mscs5

Project Background

Originated with the Larger Libraries Group

Most libraries were running out 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

Include large scale digital collections (HathiTrust and Internet Archive) when determining what to keep in print

Develop a strategy to make retention decisions at scale

Integrate E-book-On-Demand and Print-On-Demand

Grant Summary

Monographs and journals (Government documents are excluded)

Which titles should be retained long-term and by whom

Libraries may choose to discard, once retention decisions are made, although downsizing is not the predominant focus

Provide a framework for other libraries to join once the initial grant period is complete

Disclose our retention decisions locally and to the world

Be part of the national conversation

Project Management

Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian

Directors’ Council

Collection Development Committee

Technical Services Committee

National Advisory Board

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

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 availability?

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 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 SCS - Sustainable Collection Services) Monographs Exclusions

Local outputs (to Systems Librarian) Serials

The Data – Extracted Fields

Complete bib data OCLC number

Item record data e.g. Call number Location Usage counts Last checkin Circ status

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 – Filtered 2,920,014

(circulating titles2,719,754)

Item records – Filtered

3,374,574

Unique Titles – Filtered

1,754,598

Bib records – Unfiltered

2,958,905

Item records – Unfiltered

3,420,061

Libraries

By “titles" we can mean two different things

1. Title Set

Bates Bowdoin Colby Maine SL Portland PL UM-Orono USM

2. Title Holding

Circulation Counts –Circulating Titles Only

MCSC Title‐Holding Counts All Libraries %

1All Filtered Title Holdings - CIRCULATING TITLES

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 Last charge after 2007 671,815 25%

10 Last charge after 2005 841,009 31%www.maineinfonet.org/mscs21

WorldCat Counts - US14 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%

18 20‐49 Holdings in USA 213,827 7%

20 50‐99 Holdings in USA 290,443 10%

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%

Overlap within MSCS Group

40 Unique Holding in group 1,118,151 38%

41 Title‐holdings in 2 libraries 684,395 23%

*http://sustainablecollections.com/weed-feed/2013/9/25/the-scs-monographs-index.html

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/mscs25

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+Number of MSCS Libraries Holding Title

Zero Circulations

1-3 Circulations

4 plus Circulations

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

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+Number of MSCS Libraries Holding Title

MSCS Title-Holding by Holdings Level

Not Widely Held TitlesStep 1

Widely Held TitlesStep 2

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 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

1,655,421 Step 2

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+Number of MSCS Libraries Holding Title

Scenario One – Needs Further Examination / Commit to Retain

Published After 2003 (removed from Step 1) 186K

Not Widely Held Titles

Widely Held Titles

Step 1Commit to Retain

1,076,188

Step 1Needs Further Examination

392,382

Total Commitments & Needs Further Examination for Step 1

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 32

“Needs further examination” group

1-2 MSCS title holdings

0 recorded uses

37% in copyright in Hathi

6% public domain in Hathi

6 % digitized in Internet Archive (no Hathi overlap)

51% not digitized

Made decision NOT to Commit to Retain these

Drowning in the Data

Too many CTR?

Too many lists

Piles of objectionable CTR books event

Publishers (29,331 title holdings had commitments reversed)

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+Number of MSCS Libraries Holding Title

Step 2

Published after 2003

Needs Further Examination

Not Widely Held Titles

Widely Held Titles

Step 1 Commit to Retain

1,046,857

No CTR421,713

In-Scope for Step 2

-Titles published < 2003-Circulating Titles-10+ US holdings

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

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

(7%) (7%)

Step 2 Questions

Do we need to retain a minimum or maximum number of title-holdings per title-set?

How to allocate holdings responsibility? Circulation policies Library type Subject strengths CTRs made in Step 1

We are still discussing how these elements work together to create an equitable model.

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

Goal is not to duplicate existing efforts 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

CTR <36% 8,943 or less

6,134 local interest and Special Collections match

4,439 <50 OCLC

o MSCS overlap only 3% within this set (~130)

o To individual library review

Serials <50 OCLC review example

Opportunity to review lists

UMaine 1,977 titles--reduced to CTR 1,610 titles

Bates 315 titles—reduced to CTR 254 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

Local workflow

Disclosing Retention Decisions: The HowDisclosure 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

Display in WorldCat.org

Display in OCLC FirstSearch

Display in Union Catalog

Display in Local OPAC

Display in local staff view

Ebook-On-Demand/Print-On-Demand 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

How Do You Replace the King?

What are our responsibilities moving forward?

If a CTR title is missing? Attempt to replace at a reasonable cost Request the transfer of the title from a non-participating library Ask Collections and Operations Committee to remove

retention commitment.

If a title is damaged? Box and reshelve Attempt to replace Request a transfer Ask for retention commitment removal

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!

drollins@maine.edu

ralbitz@bates.edu

www.maineinfonet.org/mscs/

@MESharedColls

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