Data to Decisions: Shared Print Retention in Maine
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Transcript of 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.
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U.S. Print Retention Projects
www.maineinfonet.org/mscs
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
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Drivers for Print Retention
www.maineinfonet.org/mscs
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?
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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
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Project Background
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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
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Project Partners
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Grant Proposal
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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
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Grant Summary
www.maineinfonet.org/mscs
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
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Project Management
www.maineinfonet.org/mscs
Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian
Directors’ Council
Collection Development Committee
Technical Services Committee
National Advisory Board
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Governance and Business Model
www.maineinfonet.org/mscs
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
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MSCS Goals
www.maineinfonet.org/mscs
Identify long-term retention commitments from libraries
Implement on-demand services in union catalog
Define sustainable business model for beyond grant & current partners
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MSCS Guiding Questions
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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?
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Data – Data Starting Points
www.maineinfonet.org/mscs
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
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The Data - Where is it?
www.maineinfonet.org/mscs
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
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Data – The Details
www.maineinfonet.org/mscs
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
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The Data – Extracted Fields
www.maineinfonet.org/mscs
Complete bib data OCLC number
Item record data e.g. Call number Location Usage counts Last checkin Circ status
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Data – SCS Actions
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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
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High Level View of the [Monograph] Data
www.maineinfonet.org/mscs
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
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By “titles" we can mean two different things
www.maineinfonet.org/mscs
1. Title Set
Bates Bowdoin Colby Maine SL Portland PL UM-Orono USM
2. Title Holding
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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%
17 10‐19 Holdings in USA ‐ FRBR 59,386 2%
18 20‐49 Holdings in USA 213,827 7%
19 20‐49 Holdings in USA ‐ FRBR 146,868 5%
20 50‐99 Holdings in USA 290,443 10%
21 50‐99 Holdings in USA ‐ FRBR 222,700 8%
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%
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Overlap within MSCS Group
40 Unique Holding in group 1,118,151 38%
41 Title‐holdings in 2 libraries 684,395 23%
42 Title‐holdings in 3 libraries 462,446 16%
43 Title‐holdings in 4 libraries 325,959 11%
44 Title‐holdings in 5 libraries 190,215 7%
45 Title‐holdings in 6 libraries 82,224 3%
46 Title‐holdings in 7 libraries 40,179 1%
47 Title‐holdings in 8 libraries 15,550 1%
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www.maineinfonet.org/mscs
*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
www.maineinfonet.org/mscs
Data – Split into Two Steps
www.maineinfonet.org/mscs
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
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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
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Step 1 – Further Divisions
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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
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“Local Interest” Rules Applied
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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
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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
www.maineinfonet.org/mscs
Total Commitments & Needs Further Examination for Step 1
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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
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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
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Drowning in the Data
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Too many CTR?
Too many lists
Piles of objectionable CTR books event
Publishers (29,331 title holdings had commitments reversed)
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www.maineinfonet.org/mscs35
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
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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
9,836
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
(4%)
(9%)
(18%)
(28%)
(17%)
(10%)
(7%) (7%)
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Step 2 Questions
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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.
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Data – Serials are Different
www.maineinfonet.org/mscs
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
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MSCS Goals for Serials
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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
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Serials Decisions
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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
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Serials <50 OCLC review example
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Opportunity to review lists
UMaine 1,977 titles--reduced to CTR 1,610 titles
Bates 315 titles—reduced to CTR 254 titles
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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
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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
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Display in WorldCat.org
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Display in OCLC FirstSearch
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Display in Union Catalog
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Display in Local OPAC
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Display in local staff view
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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
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MSCS Group Collection Summary: HathiTrust and Internet Archive Overlap
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Service Delivery Model
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How Do You Replace the King?
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What are our responsibilities moving forward?
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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
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Storage
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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
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Lessons Learned
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Things won’t go as planned
Perfection is not possible
Need for a dedicated project manager position
Public libraries are different!
Libraries can cooperate
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Legacy of MSCS
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Cooperative collection development amongst partners
Extend membership to other Maine libraries
Part of wider shared print community
Extend model to other projects
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Thank you!
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@MESharedColls
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