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Dr. Clem Guthro, Director, Colby College Libraries & Matthew Revitt, Program Manager, Maine Shared
Collections Strategy
Together we are Stronger: A Cooperative Approach to Managing
Print Collections
www.maineinfonet.org/mscs
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Maine, United States
Maine
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www.maineinfonet.org/mscs
The Library Context in MaineAcademic Libraries:
University of Maine, University of Southern Maine, and University of New England
Colby, Bates and Bowdoin Colleges 7 community and 9 small private colleges
Public Libraries265 public libraries2 flagship publics–Bangor and PortlandMaine State LibraryMaine Law and Legislative Reference LibrarySpecial libraries
23 hospital libraries2 independent laboratories (Jackson and Bigelow)
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The Library Context in Maine
Maine InfoNet- Maine Libraries, Maine Citizens. Connected!
www.maineinfonet.org/mscs
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www.maineinfonet.org/mscs
U.S. Print Retention ProjectsWest Storage Trust – Western US – JournalsCIC – Large Midwest universities – JournalsReCAP – Columbia, Princeton, NYPLHathiTrust Scholars Trust -AESERL & WRLC– JournalsNorth East Regional Library Print
Management Project– Monographs and Journals
Maine Shared Collection Strategy – Monographs & Journals
Center for Research Libraries
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Why Print Retention in Maine?Library collaboration is the norm in MaineLarger Libraries Group – 9 largest libraries
with ¾ of the total print collection. 100 years of collaboration
Colby, Bates and Bowdoin are consciously building a shared collection of new print materials and e-resources
MaineCat has encouraged resource sharing State-wide delivery – 1.25 millions
items/year
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Project BackgroundOriginated with the Larger Libraries Group Most libraries were running our of space
and unlikely to get additional storageWanted a shared approach to managing
legacy print collections for the long-term Looking to be leaders in the print collection
spaceNeeded grant money to support
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Project Partners
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Grant ProposalInstitute for Museum and Library Services (IMLS) grant of $821,065 to create a shared print collections strategy:Create a collection analysis system to analyze the
collectionsExamine 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 scaleIntegrate Print-On-Demand for large scale digital
collections where local print copies are unavailable Integrate E-book-On-Demand for large scale digital
collections
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Grant FocusFocus is monographs and journals
(Government documents are excluded)The goal is to determine which volumes
should be retained long-term and by whomLibraries 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 We want to be part of the national
conversation
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Project Management
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Project Team Matthew Revitt – Project Manager Clem Guthro – Colby College (representing the private college Deb Rollins – University of Maine (representing the universities) Barbara McDade – Bangor Public (representing the public libraries) James Jackson Sanborn – Maine Infonet Sara Amato – Contract systems librarian
Director’s CouncilCollection Development CommitteeTechnical Services and Systems CommitteeNational Advisory Board
Lizanne Payne – nationally known Shared Print Consultant Constance Malpas – Program Officer, OCLC Office of Research Robert Keift – College Librarian, Occidental College and collection development guru
http://www.maineinfonet.net/mscs/about/people/
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MSCS Objective #1Develop a strategy for a state-wide, multi-
type library program for managing, storing and preserving print collections among public and private institutions to achieve greater efficiencies and extend the power of every dollar invested in collections and library facilities.
Requires collection and use analysis of print collection and the development of a collections management, steward and preservation model.
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What Do We Want to Learn from the Data?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 Print On-Demand/E-book-On-Demand services by virtue of HathiTrust or Internet Archive public domain material?
What monograph copies (by library) could optionally be deselected, once retention decisions have been finalized?www.maineinfonet.org/mscs
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How Do We Answer That?Number of copies of a particular work
owned by partner librariesNumber of circulating copiesNumber of times a title circulated and date
of last circulation Number of titles uniquely held in the
group/Maine/OCLC WorldCat (U.S. only)Subject strengths across the group and the
stateTitles represented in HathiTrust and
Internet ArchiveOverlap between general collections and
special collections
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Data Required for AnalysisUsage
Total checkout and total renewal
Year to date circulationLast year circulationLast checkinOut dateLast out dateReserve notesInternal use countIcode2 (Contributed to
union catalog)Circulation Status
IdentificationItem record numberCreated dateBarcodeItype (value in the
item that defines how it circulates)
Volume and copyItem call numberLocation
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Issues With the Data SetAccurately comparing data required OCLC
reclamation:Approximately 2.9 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 & additions
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Third Party Collections Analysis SupportOCLC WorldCat Collections Analysis Tool—
unable to meet MSCS needs & delays in analytics product
Investigated other products, none met our needs—multiple libraries, monographs & massive data
Sustainable Collections Services (SCS) only could meet MSCS requirements—tailored reports & consulting support. See: http://sustainablecollections.com/
www.maineinfonet.org/mscs
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Services Provided ByAdditional data cleaning—normalizing, de-
duping, and filling in missing data Matched titles to external data sourcesConsulting supportData reports
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MSCS Group Collection Summary: Collection Usage
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MSCS Group Collection Summary: Overlap within Group
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MSCS Circulating Title-Holdings by Holding Level – Circulation Levels
1 2 3+ -
200,000
400,000
600,000
800,000
1,000,000
1,200,000
295,425 208,430
393,391
341,231
232,054
403,284
374,062
204,219
267,658 Zero Circula-tions
1-3 Circulations
Number of MSCS Libraries Holding Title1 2
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Retention Scenario OneAnalyzed and took action only on titles
published pre-2003, anything published after 2003 was out of the scope. For materials owned by only 1 or 2 partner libraries:
Retained:Titles if any circulation or reserve activity“Protected” subject titles (Maine and/or
institution specific items)Special Collections/Archives copiesUnique in OCLC (only 0-9 copies in OCLC)
titlewww.maineinfonet.org/mscs
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Future Scenario DevelopmentWhat to do about the remaining 50% of
items--those held by 3 or more libraries?In addition to Scenario One criteria, needs
analysis to decide allocation among libraries:Circulation ratesAvailable storage spaceSubject strengths Loan periodsLevel of commitments already made
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Disclosing Retention Decisions: The WhyThe principle of the common goodParticipating as a partner in the national
print retention worldAllows discards where appropriate
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Disclosing Retention Decisions: The HowNational and International – OCLC WorldCat
OCLC Shared Print symbolState – Central union catalog: MaineCat
MARC 583 note pulled from OCLCLocal –Five catalogs
MARC 583 Action Note
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Display in WorldCat
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Display in Union Catalog
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Physical storage of retained itemsMSCS chose a distributed model rather
than a centralized storage facility, which means that:Ownership and storage will remain with the
library No different Interlibrary Loan workflows Remain requestable in both state and
national catalogs
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MSCS Objective #2Expand access to existing digital book
collections by developing Print-On-Demand (POD) and E-book-On-Demand (EOD) services to support long-term management of a shared print collection, and the integration of digital resources with print collections.
Requires the development of a print/digital management model and a service model for delivering E-book-On-Demand and Print-On-Demand www.maineinfonet.net/
mscs/www.maineinfonet.org/mscs
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Print/digital modelMSCS 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 surrogatesHathiTrust membershipIntegrating HathiTrust Public Domain title
records into our union catalog
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MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap
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Service delivery modelDeveloping request mechanisms for:
Delivering downloadable digital copies of public domain titles
Digital titles that can be printed and delivered to library users
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MSCS Objective #3Formalize organizational agreements,
establish a budget, and develop policies essential to the management of shared print and digital collections.
Requires the development of a sustainable business and financial models to ensure MSCS extends beyond the grant period and original partner libraries.
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Governance and Business ModelA Memorandum Of Understanding has been
developed to guide the ongoing workAn Executive Committee formed from the
Maine InfoNet Board will provide governance
A Collections and Operations Committee will determine retention, holding disclosure, and access/delivery
Membership fee set by Executive Committee
Collection HoldersCollection BuildersSupporting Members
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Lessons learnedPlan for the unexpected – First Program
Manager quit after a yearThings take longer than you think – OCLC
reclamation- almost 1 year instead of 3 months
Things you planned to do become untenable – Espresso book machine, creating our own collection analysis system
Less conservative with circulation thresholds in retention criteria
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Thank you!
[email protected]@colby.edu
www.maineinfonet.org/mscs/@MESharedColls