Cecily Johns Project Director

Collection Management

Initiative

Collection Management Strategies in a Digital

Environment

Collection Management Initiative

A two year grant project, funded by the Andrew W. Mellon Foundation

Initiated January 2001 CMI website at

http://www.ucop.edu/cmi/

What does the Project involve? Removing from campus libraries

selected print journals for which electronic access is provided, and relocating those journals to storage.

Gathering objective data, including cost and usage data for both print and electronic versions of selected journals.

Studying user attitudes and preferences when the primary use of journals is via access to electronic versions.

How planning for the CMI originated

UC’s library planning and advisory committee passed a resolution that endorsed experiments

http://www.slp.ucop.edu/consultation/slasiac/

The Mellon Foundation expressedinterest in supporting such experiments and making the results available

Why UC was motivated to assume such a project Overtaxed UC capital program:

limited opportunities to add new library buildings• Competing proposals for

classroom/faculty office space.• Seismic upgrades needed.• Deteriorating campus infrastructure.

60,000 new student enrollments expected over the next 10 years.

Why UC was well positioned to make a proposal to the Mellon Foundation

History of collaboration among the UC libraries

Ability to leverage the California Digital Library collections:• 7,000 electronic journals• 200 reference databases• Numerous monograph collections• Over 6,000 finding aids to archival

collections

UC well positioned to make a proposal

• Availability of two remote storage facilities, one in the north and one in the south

Phases of the project Phase 1: Consultation and preparation,

selection of journal titles, processing of materials – 9 months

Phase 2: Relocation of selected print journals to remote storage and gathering data on usage, costs, and user attitudes and behavior – 12 months

Phase 3: Evaluation of institutional strategies, development of policies, and programs for archiving and management of mixed format collections – 6 months (overlapping with Phase 2)

Two ways that UC libraries participate in the project As Experimental libraries:

These libraries removed selected print journals for which electronic access is available from campus libraries to remote storage

As Control libraries:These libraries are maintaining print journals for which electronic access is available on their shelves

Criteria for journal selection Sufficient data must be available

from the electronic publisher to measure use by title and by campus.

Sample of journal titles should include multiple publishers and/or suppliers of electronic journals.

Journal criteria

Sample of journal titles must include both:

• Currently received journals with digital counterpart

• Retrospective journal runs (e.g., JSTOR) with digital counterpart

Selected journals in the study should include: a variety disciplines graphics varying article length varying use patterns

Journal criteria

Eligible Universe of Journals 2,683 journals met criteria out

of 6,000 ejournals 15 publisher/providers capable

of providing use data 300 journal titles selected for

study

Journals selected for CMI study 300 experimental journal

titles relocated to storage October 1, 2001

300 matching control journal titles on library shelves

300 electronic journals, versions of the print titles

Sample Journal Title

Henry James Review Control journal located in the

library at UC Riverside Experimental journal relocated

from UC Irvine library to storage facility

Electronic version of journal available on all campuses

Breakdown of subject categories Arts/Humanities 23

Social Sciences 28

Physical Sciences/Engineering 111

Life/Health Sciences 140

Electronic journal publishers/providers Academic Elsevier ACS APS IOP JSTOR Muse Wiley

Research: Use Data

Use data is being collected for:

Print journals on library shelves (control)

Print journals in storage (experimental)

Electronic journals

Research: User behavior/preference data

Surveys of those who request journals from storage

Comment Cards left on library shelves

Interviews Surveys

Research: Costs Cost of staff time for

consultation, selection of titles, training, processing, bibliographic control, transportation

Cost of print subscriptions and ejournal licenses

Cost of storage of journals

Where do we go from here? Continue to collect usage and cost

data Analyze objective data Complete user interviews and surveys Analyze findings from

interviews/surveys Develop strategies and long range

plans for managing mixed format collections

Taking advantage of UC resource sharing services Union catalog (Melvyl) A&I databases with links to journals Shared storage facilities Patron-initiated request service Systemwide courier service Web-based delivery of electronic

resources