managing the collective collection: cooperative infrastructure for shared print management
DESCRIPTION
Constance Malpas' MSCS Advisory Board Visit presentation, May 23, 2013 at Colby College, Waterville, METRANSCRIPT
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Cooperative Infrastructure for Shared Print Management
Managing the Collective Collection
Maine Shared Collections Strategy Advisory Board, 23 May 2013
Constance Malpas
Program OfficerOCLC Research
@ConstanceM
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Managing the Collective Collection
OCLC Research portfolio• North American library storage capacity (2007) – Lizanne Payne
• ~70M volumes in storage; further capital investment unlikely
• Preservation risk assessment – a model for (re)selection (2008)• distribution of aggregate resource; institutional motivations to preserve
• Policy requirements shared print repositories (2009)• critical need: disclosure of print preservation commitments
• Leveraging infrastructure: MARC21 583 Action Note (2009)• copy-level retention, condition statements are required
• Cloud-sourcing research collections (2010)• mass digitization of monographs accelerates shift to shared print
• Mega-regions and print management (2011)• framework for regional print management
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• Pilot project (2007-2008) measured market readiness for cooperative collection analysis service, comparing locally held collections to large-scale storage collections
• Inspired by North American Storage Trust (Gherman)
• High level of library interest; limited OCLC capacity; solution would have required significant additional investment. Pilot concluded with a no-go decision.
• Critical question: How to disclose preservation capacity, including shared print archives, at scale?
Cooperative Collections Management Trust
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• Debra McKern (LC) proposed use for print archiving during CCMT pilot
• Defined for use in both bibliographic and local holdings record
• Successfully deployed for cooperative microfilming projects in US, web archiving in Australia, DLF/OCLC Registry of Digital Masters
• Existing PDA thesaurus includes terms appropriate for print archiving actions (retained, condition reviewed, etc.)
• OCLC Research leveraged community interest in editing new guidelines, 2009.
MARC 583 Preservation Action Note
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• Objective: Test feasibility of registering item-level print archiving commitments in WorldCat using existing bibliographic infrastructure
• Timeline: April 2011 – April 2012
• Participants: Center for Research Libraries, Indiana University, Stanford University, UCLA, UC Riverside, UC San Diego, University of Minnesota, University of Oregon [strong WEST representation]
• OCLC: K. Harnish, M. Hopkins, C. Malpas, D. Massie
Print Archives Disclosure Pilot
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Process (April 2011– March 2012)
• Metadata working group (Payne)• Vetted 583 guidelines, established recommended
approach to implementation in Local Holdings Record
• Preservation working group (Malpas, Stambaugh)
• Established condition and comprehensiveness standards and terms
• Resource-sharing working group (Massie)
• Developed and tested inter-lending scenarios
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• Metadata guidelines and term list
• http://www.oclc.org/services/projects/shared-print-management/metadata-guidelines.en.html
• Report summarizing impacts on local workflows, implications for OCLC
• Confirmed feasibility based on current WorldCat infrastructure
• Limitations of ‘two symbol’ approach; overhead associated with substitutive LHR; satellite ILLiad license
• Test-bed of print archiving statements in WorldCat
• 1200 titles representing tens of thousands of library holdings
Outcomes – April 2012
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Pragmatism v. perfectionism – a strategic choice
OCLC Print Archives Disclosure Pilot Final Report (April 2012)
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Situating Shared Print in OCLC Service Array
Platform strategy ‘externalizes’ application development and specialized service provision
Extending cooperative capacity, expanding shared infrastructure
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• Shared Print Liaison: Bill Carney
• Assists print archiving institutions and groups with set up (new symbol, dataloads)
• Coordinates with OCLC product and portfolio managers
• Represents OCLC at Shared Print gatherings (PAN etc.)
• Situated within Business Development unit (Nilges)
• Ongoing analysis of market research, new service opportunities
• Current focus: alignment of product roadmaps with Shared Print requirements
• Indexing of 583 Local Holdings fields
• Testing discovery of Shared Print items/collections in OCLC Discovery services (WorldCat Local, WorldCat.org)
OCLC Shared Print Management Program
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Registering Shared Print Collections
Implementing the 583 LHR Guidelines
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• New Shared Print symbol, typically “SP” suffix on existing symbol (though forms vary), e.g. CUSSP
• Libraries contribute Local Holdings data for items committed to Shared Print collections using new symbol, according to guidelines
• Libraries remove any local holdings for those items on former symbol
Basic requirements
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Minimally:
single 583 ‡ a Action=”committed to retain” with ‡3 Materials specified, ‡c Time/Date of Action, ‡d Action interval, ‡f Authorization [program name], and ‡5 Institution
Optionally, if title was validated for completeness:
second 583 note summarizing action and reporting gaps. Include ‡ a Action=”completeness reviewed” with appropriate ‡l Status terms to report evidence of missing units, binding anomalies or reprints; use the ‡ z Public note to specify gaps and missing materials.
If the title was validated for condition:
third 583 to summarize the action and record the conditions found. Include ‡ a Action=”condition reviewed” with one ‡l Status and one ‡ z Public note for each condition found, reporting the condition and indicating the volumes to which it applies.
Implementation 1, 2, 3
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Examples: simple retention commitment and validated holdings
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• A secondary ‘print archive’ symbol?
• Institution symbols are a critical part of current resource-sharing and collection analysis infrastructure
• Limited support for item-level indexing, retrieval, reporting in shared bibliographic systems
• Implementation at local holdings level?
• Experience with Registry of Digital Masters has shown that recording copy-level preservation data at master record /bibliographic level is problematic
• Growing need for item-level data (copyright status, preservation condition, ‘duplicate’ scans) … viz. supra
But … why do we need:
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As of May 2013:
• 17 symbols have contributed LHR print archiving data for more than 5000 titles
• 49 Shared Print symbols defined in WorldCat, i.e., more registration activity in the pipeline
• We hope to grow this to several hundred symbols and tens of thousands of titles in the coming year
• MSCS is a vital part of shared data infrastructure
Current Status
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Huzzah!
Should action interval be based on 5 year review cycle or intended 15 year commitment? [Discuss]
