Sponsored by the Center for Research Libraries Founded in 1949, the Center for Research Libraries is a consortium of over 250 academic and independent research libraries in the U.S., Canada and Hong Kong. CRL supports advanced research and teaching in the humanities, sciences and social sciences by preserving and making available to scholars the primary source materials critical to those disciplines.

PRINT ARCHIVE NETWORK FORUM

Agenda Friday, June 23, 2012, 9 AM-Noon Anaheim Convention Center, 203A

http://ala12.scheduler.ala.org/node/1253 A light breakfast, coffee and drinks will be available

9:00 Welcome (Bob Kieft, Occidental College)

a) Explanation of the new meeting format b) Call for topics for future meetings

9:20 Featured Projects

c) a) Status of the PAPR Database and Print Domain Projects (Amy Wood, Center for Research Libraries) b) New Mellon-funded initiative at ReCAP (Lizanne Payne, Recap Planning Consultant) c) Michigan Shared Print project (Randy Dykhuis, Executive Director, Midwest Collaborative for Library Services (MCLS))

10:00 Meeting Topic: Business Models for Supporting Print Archive Programs

a) CIC Government Documents Print Archive (Mark Sandler/Kim Armstrong)

b) Association of Southeastern Research Libraries, Cooperative Journal Retention Program (John Burger, Executive Director, ASERL)

c) WEST (Lizanne Payne, WEST Project Manager) d) LLMC (Kathleen Richman, Executive Director LLMC) e) CRL Linda Hall Partnership (Marie Waltz, Center for Research Libraries)

11:00 Commentary & Announcements

a) Business Models and Related Issues (Roger Schonfeld, Ithaka S+R) b) Announcements

12:00 Adjournment

WESTERN REGIONAL STORAGE TRUST(WEST)

BUSINESS MODEL

Print Archive Network meetingALA Annual

June 22, 2012

Key Features of WEST

Distributed print journal archives held in multiple storage facilities and libraries

Annual collection analysis, widely-duplicated titles prioritized by risk categories

Retention period 25 years (to 2035) Ownership by Archive Holder, transferred via gifts process Access for all WEST members, to others by local policy

• Document delivery preferred, physical volumes for in-library use only

2

WEST Membership: 103 Libraries in 17 states3

= Direct Members

= Consortial Members

44 individual libraries

3 library consortia

University of California (10 libraries)

Orbis Cascade Alliance (30 libraries)

Statewide California Electronic Licensing Consortium (SCELC)

(19 libraries)

16 libraries > 3 million volumes

51 libraries with < 500,000 volumes

56 government-supported institutions

47 private institutions

WEST Business Model

WEST members share costs of:• Funds paid to Archive Builders to

process volumes into WEST• Collection analysis system via

Center for Research Libraries and services from WEST Admin Host

• Project management and administration

WEST members pay own costs for:• Space for housing archives• Access and delivery of requested

materials to other WEST members

• Local deselection of volumes• Transport of contributed

holdings to a WEST archive

4

Goals

Support initial costs to build archive, minimize long-term costs,

promote financial sustainability

Annual member fees based primarily on library collection size (range from $650 to $6,500)

Archive Holders pay a reduced member fee

• Recognizes their other ongoing costs

No activity fees (transaction costs)

WEST Cost-Sharing5

WEST Funding

WEST Admin Host (CDL)

All WEST members

Mellon Foundation

CRL GRF (for

Collection Analysis)

WEST Archive Builders

Member fees

Funds to process volumes

Grant funds

6

ReCAP Discovery to Delivery Project

Lizanne Payne June 2012

ReCAP: Research Collections and Preservation Consortium

2

Columbia University

New York Public Library

Princeton University

ReCAP facility

Current ReCAP Characteristics

3

• Facility is Harvard-model high-density storage located at Princeton Forrestal campus

• Shared facility NOT a shared print agreement

• Space is allocated by library within the facility

• Currently five modules with two more under construction

• Current holdings = about 9.5 million items• Columbia = 4 million• NYPL = 3.5 million• Princeton = 2 million

Discovery to Delivery Project

4

• One-year planning project with funding from The Andrew W. Mellon Foundation

• Goal is to convert from shared facility to shared collection

• Primary objectives include:

• Expand the breadth of material available to users

• Optimize and integrate the discovery experience

• Reduce time to delivery

ReCAP Discovery to Delivery ProjectProject Staffing

New York Public Library

(Grantee)

Project Committees

Planning Consultant

(Lizanne Payne)

Holdings Analysis (Constance

Malpas, OCLC Research)

Technology Consultant (Marshall Breeding)

Workflow Consultant (Sustainable

Collections Svcs)

ReCAP Board

Major Deliverables

6

Target Date Report

June 2012 Technology Environmental Scan

July Workflow Environmental Scan

August Shared collection focus

September Recommended workflow

Recommended technology plan

December Proposed MOU and policies

January 2013 Cost factors and cost estimates

February Business model and cost-sharing options

March Final report and plan for next steps

Preliminary Holdings Analysis (example)

7

2,830,13592%

258,4248%

9,300,<1%

Title-level Duplication in ReCAP InventoryMarch 2012

N = 3M titles

Deposited by 1 partner Deposited by 2 partners Deposited by 3 partners

Technology Environment

8

No common ILS or discovery layer Columbia: Voyager and WebVoyage Princeton: Voyager and Primo NYPL: Millenium and BiblioCommons

No ReCAP catalog Batch-mode GFA inventory control system No existing APIs for interoperability or online status query

Systems in transition Library partners considering next generation systems including Ex

Libris Alma and III Sierra; no decisions made

9

Working Assumptions:Priorities for Shared ReCAP Collection

•No new dupsin ReCAP

Share future ReCAP transfers

•Prioritize serials?•Identify exclusionsShare current

ReCAP holdings

•Not likely, but possibly consider for contiguous journal runsDedup ReCAP

Next Steps

10

Define contents of shared collection, supported by collection analysis (by mid-July)

Define desired workflow (by mid-September)

Define desired technology environment (mid-September)

Define business model and cost-sharing (fall-winter)

Overview

• LLMC (Law Library Microform Consortium)– Chartered in 1976 as nonprofit 501 (c ) 3– Self-governing (Board and Advisory Council elected by member libraries)– 500+ universities, county libraries, law firms, et.al.

– Including CRL Member Partnership

• Mission: “Preserving legal and governance-related materials and making this valuable content accessible and searchable”– 1976-2002 converted 105,000 volumes into microform– 2002 launched LLMC-Digital digitizing over 105,000 volumes

• Multiple-format Preservation– Original paper blocks of scanned books – archivally wrapped and preserved

in ideal dark-archive– Silver Halide Masters– Digital Images

Archive Details• LLMC’s Dark Side – Salt Mines in Kansas

– Contracted with Underground Vaults & Storage• Wrapped in a 400 ft thick rock salt cocoon, located 650 ft below earth’s surface,

accessible only by vertical freight elevator• “Fort Knox” security measures like biometric scans, video cameras, redundant

authorizations, steel vault doors, blind passwords, anonymous storage, restricted personnel access, infrared monitors…

– Guaranteed access to 10,000 cubic feet of storage• Equivalent of 200,000+ volumes

– Expenses• Fixed costs $20,000/year• Variable costs

– Ingest expense– Retrieval expense

• Business Model – Integral to LLMC Mission– Part of our general operations budget (primarily subscription revenue)

• Operation and Quality Controls– Shipment boxes standardized

• 10x11.15 inch double walled box• Currently, 2327 boxes at salt mines

– Location Control Reports

Anecdote• Alabama Supreme Court Reports

– General Rule: LLMC will only send “Satisfactory” volumes to the salt mines.

• Definition - no missing pages and the volume condition indicates it could be scanned again.

– Exception: in rare cases, this cannot be achieved. • Case in point - in the early years of the Alabama Supreme Court Reports,

– paper was very thin and high in acid content; pages very brittle and in many cases, either missing or in pieces.

– not just a case of a “bad batch of books”; requested fill-in volumes from over 6 different libraries and their books were all in the same condition.

– Solution: in order to preserve the information, LLMC –• used pages from the different libraries books (from same editions) to fill in

missing pages • taped (using Archival Tape – will not discolor or damage the paper) to repair as

much of the book as possible• obtained as clean of a scan as possible in order to provide customers with the

digital content. • then, since we probably will not be able to receive a “Satisfactory” level of book.

Sent archivally wrapped paper blocks to the salt mines.

Pictures

Step-and-repeat Scanning Quality Control by Page

Archival Wrap Ship to Salt Mines Ready for Salt Mines

CRL/Linda Hall Library Partnership A business model for print repositories

Transformation of CRL

Transformation of CRL services and operations •Outlined by CRL Board and management in 2007 •Supported by funding from the Andrew W. Mellon Foundation.

A CRL/LHL Partnership

CRL and Linda Hall Library (LHL) have formed a partnership to preserve, develop and promote access to collections of source materials in the fields of science, technology and engineering (STE).

Global Resources Program

• The partnership involves creating a Global Resources program devoted to providing access to international historical materials to support STE.

• LHL will build and manage merged CRL and LHL holdings.

Collecting in STE areas is the Core Mission of LHL• LHL’s mission-level commitment is to build and

maintain collections of STE materials. • LHL has deep and highly curated collections of

retrospective materials in STE. • These collections overlap and substantially

augment CRL’s holdings. • LHL has longstanding relationships with

publishers and learned societies in the fields of science and engineering.

Merging CRL’s STE collections with LHL• Back files of CRL’s current subscriptions to

foreign serials in the fields of physics, chemistry, technology, and engineering

• Russian Academy of Science periodicals • Non-Rare Book Collection including historical

serials and government documents

LHL Collections extended to CRL Members

• Engineering specifications, standards and other technical literature

• Current serials in all fields received by LHL

LHL Services to CRL Members

• Maintain the designated collections at LHL’s secure, climate controlled facility in Kansas City.

• Provide content to CRL library’s document delivery service and/or Interlibrary loan of a specified number of items per year to CRL libraries

• Provide digitization of a specified number of volumes of materials per year to fulfill requests from scholars at CRL libraries. – Digital files of those materials will be posted on the

CRL DDS server to be accessed by CRL-authorized users through CRL systems.

LHL and CRL Partnership

• Provide CRL with information on the designated serial holdings at the issue level, in an interchange format specified by mutual agreement between LHL and CRL on a regular basis holdings.

• Work with CRL at the executive level to promote discoverability and use of the designated collections.

Contingency Planning

CRL has right of first refusal for all materials to be discarded or disposed of from the designated collections and works from those collections which LHL no longer chooses to make available under the above terms.

Governance• Global Resources STE steering committee, a

joint committee reporting to the Boards of the two institutions– The Executive Director of the Linda Hall Library– One member of the LHL Board of Trustees– One member of the CRL Board of Directors– One director of a CRL member library – Representatives of the STE community

Global Resources Senior Advisor for STE Collections

• Chairs the Global Resources STE steering committee.

• The first CRL Global Resources senior advisor for STE Collections is Stephen Bosch from the University of Arizona.

Costs• Costs are detailed in a Cooperative

agreement.• These include:

– CRL compensation to LHL for services provided and annual administrative fees.

– CRL in-house : Labor (including the costs for the Program Officer, Steve Bosch), CRL subscriptions Postage for ILL and costs related to deaccessioning designated CRL collections. labor

ASERL Journal Retention ProjectJune 2012 Update

ASSOCIATION OF SOUTHEASTERN RESEARCH LIBRARIES

About ASERL• Established in 1956

• 40 research libraries in 11 states

• Staffing since May 2000

• Long & colorful history; most activities are aimed at library deans & directors

• Expanding programs for AULs & managers

• Good trust levels among most members

About ASERL’s Journal Retention Project

• Under discussion since the Dawn of Time• Traction happened in 2008-2009, mostly

due to confluence of other projects – espWEST

• Currently 24 out of 40 ASERL libs are participating – very high %age for us!

• More than 4200 titles submitted for retention

• Little duplication – approx 200 titles• Created “Visiting Program Officers” to

assist

Participating Libraries1. Auburn2. Clemson3. Duke4. East Carolina5. Georgia Tech6. LSU7. NC State8. Mississippi State9. Tulane10. UNC Chapel Hill11. UNC Greensboro12. University of Alabama

13. University of Florida14. University of Kentucky15. University of Louisville16. University of Memphis17. University of Mississippi18. University of Tennessee19. University of Virginia20. Vanderbilt21. Virginia Commonwealth22. Virginia Tech23. Wake Forest24. William & Mary

Current Issues

• Data Cleanup

• Finalize Commitments/MOUs

• Documentation/Web Presence

• Subject Analysis/Coverage

• Location of “Gap” Items

Upcoming Issues & Opportunities

• Additional partnerships• Recording commitments in bib records• Participation in national efforts (PAPR,

etc)• Project staffing begins in October, plus

VPOs

• WHEN WILL ANYONE WEED ANYTHING??

Questions / Contacts• http://www.aserl.org/programs/j-retain/

• jburger@aserl.org

Print Archiving Network CIC-SPR Project Update

ALA, June 2012

Project Status

Some 75,000 journal backfile volumes (Elsevier, Wiley and Springer) have been validated and secured at Indiana University. Holding designations/symbols have been reassigned to the CIC Shared Print Repository (SPR).

CIC is working with OCLC to provide 583 archiving updates.

For Elsevier holdings, IU has initiated a pilot project to compare already secured holdings with available holdings of other partnering CIC libraries.

A CIC collections working group has identified other STM publishers whose backfile content will be added to the SPR collection.

Issues

Comparing journal holdings across institutions defies machine matching, requiring instead a great deal of manual “wrangling.”

In the spirit of generous cooperation, many of our libraries are pressing to have THEIR journal backfiles selected to complement already secured content. This is somewhat surprising since it’s more expensive/labor intensive to prepare holdings for ingest rather than simply withdrawing volumes that others have provided.

Access policies that have been developed and approved for journal content will need to be revisited and revised if the SPR program eventually includes monographs.

The Foundation for The Gator Nation An Equal Opportunity Institution

George A. Smathers Libraries 535 Library West Library Administration PO Box 117000 Gainesville, FL 32611-7000 352-273-2505 352-392-7251 Fax www.uflib.ufl.edu June 2012 Update on FLorida Academic REpository (FLARE), the Florida statewide shared collection activities High Density and Interim Facilities • The architectural, mechanical engineering and construction firms have been selected for design and

building of the High Density Facility and renovation of the UF Auxiliary Library Facility (ALF). In May the architects submitted their conceptual schematic design, which is currently under review and modification. An advanced schematic design is expected by September, assuring that the project will be shovel ready in order to request legislative funding in 2013.

• To meet immediate needs for UF and other academic libraries in Florida, UF has leased an interim facility consisting of two adjacent warehouses totaling 35,000 square feet. The first building will open in July 2012 followed by the second in October or November. The multi-year lease (five years plus options for two one-year extensions) will bridge the time period for construction through to occupancy.

Shared Collection Activities • The statewide shared collection has been formally named FLorida Academic REpository (FLARE) and the

FLARE acronym has been reserved as its OCLC symbol.

• UF is developing software to support joint decision-making and holdings consolidation for journal storage. The initial development phase focuses on the core functionalities of title status (retain/discard), tracking, and identification of holdings and gaps for retained titles. The software will support both FLARE and the ASERL distributed print journal retention project. UF will demonstrate the early prototype and discuss the software requirements with representatives from both groups in July. Feedback will be gathered from these sessions and the updated requirements shared with both groups as part of the development process. The software is written in C# and will be released as open source under a Creative Commons License. Other organizations have expressed interest in the software, so the requirements will be shared and additional demonstrations provided once we have clarified the requirements for FLARE and ASERL.

• Using the guidelines from the recently released OCLC Print Archives Disclosure Pilot Final Report, UF staff have implemented use of the MARC 583 field to describe archiving actions (commitment to retain, completeness and condition) for the journal runs already held in storage and identified as part of the FLARE and ASERL initiatives.

• Since the January report, an additional 4,400 government documents and 5,400 monographs held in the UF Auxiliary Library Facility have been digitized through Internet Archive. This brings the total of UF Internet Archive digitization to 9,400 government documents and over 7,700 monographs. [As noted in the January report, selection criteria are (1) duplicate monographs that are out of copyright and not already in a trusted digital repository, and (2) government documents from UF Centers of Excellence

(COEs) as well as pamphlets and single folio documents most at risk for loss or damage. UF Libraries have established COEs for the Panama Canal Commission, National Recovery Administration, Institute of Museum and Library Services, Institute of Museum Services, National Commission on Libraries and Information Services, and Congressional Hearings, although this last is excluded from digitization.]

• An additional 5,800 duplicate monographs have been removed from ALF since January, pushing this project to 42% completion. The deduplication process includes condition assessment to retain the best copy and assurance of digital access either through HathiTrust or digitization with Internet Archive for out-of-copyright, orphan works, or brittle books. Projected completion date is Spring 2014.

• 20% of the 1 million low use monographs, journals and government documents in the UF stored collection have been processed for transfer to the high density facility, an increase from the 15% figure reported in January.

Policies and Guidelines • In response to increased interest in preventing the loss of content, discussions and planning are under

way among Florida academic libraries for a memorandum of understanding on last copy retention through FLARE.

• Full text of policies addressing collection materials and environment, physical and intellectual access, and operating cost assessments is available at http://csul.net/node/774

Contact: Judith C. (Judy) Russell

Dean of University Libraries University of Florida jcrussell@ufl.edu

Maine Shared Collections Strategy Update for CRL Print Archives Network ALA Annual Conference, 2012 The Maine Shared Collections Strategy (MSCS) is a three-year, IMLS-funded initiative to develop a strategy for the collective management of print monographs among the largest 8 libraries in the state of Maine (Bangor Public Library, Bates College, Bowdoin College, Colby College, Maine State Library, Portland Public Library, University of Maine, University of Southern Maine), along with the state’s consortium, Maine InfoNet. Activities completed:

● Project partners have completed an OCLC reclamation project to ensure more accurate data in WorldCat - the net gain was approximately 750,000 holdings added.

Decisions made:

● The MSCS will primarily be a distributed model, focused on access over preservation in most instances.

● Items included in the collection analysis are held in both circulating and special collections.

● Retention decisions will need to be included in a local system, the state’s union catalog (MaineCat), and OCLC.

Current activities:

● Several collection analysis approaches are being discussed: ○ Compare updated holdings against HathiTrust and circulation rates. ○ Identify “unique to WorldCat” items and add retention notes to those records. ○ Focus on those titles acquired prior to 2005.

● Project staff have reviewed the guidelines in the recently-released OCLC Print Archives Disclosure Pilot Final Report and are currently testing the application of those guidelines on monographs in local catalogs as well as MaineCat.

● Discussions are beginning regarding policies and decisions to be included in a memorandum of understanding.

Website: http://www.maineinfonet.net/mscs/ Contact: Valerie Glenn, MSCS Program Manager, valerie.glenn@maine.edu

June 2012

OhioLINK Print Archiving Report

OhioLINK

Ohio Library and Information Network 35 East Chestnut Street, Eighth Floor Columbus, Ohio 43215 614.485.6722 www.ohiolink.edu

The Ohio Library and Information Network (OhioLINK) is a consortium of 89 academic institutions and the State Library of Ohio. Part of OhioLINK’s responsibilities is overseeing five regional depositories that support the print and media archiving of the collections of our 13 state supported universities. Three of these five depositories are shared facilities among multiple universities while two are supporting just a single university. The directors of the 13 state supported universities make up the Regional Depositories Governing Council. This council serves as an oversight body of the five depositories and sets policies and approves guidelines for preserving print and media collections. In the past year, the Regional Depositories Governing Council has been discussing policies related to preserving print collections. Also, the depositories are involved in an ongoing de-duplication effort to reduce the amount of duplication among the serial collections in the depositories. These efforts are discussed below. Preservation Policy for Serials In May, 2011, the Regional Depositories Governing Council approved a Preservation Policy for Serials Contained in the Ohio Regional Library Depositories. This policy established Standards and Guidelines for maintaining serial titles among the five depositories and is used to guide the de-duplication process. Specifically, it states that a minimum of two copies of each serial title will be maintained, if two are available. The two most complete runs of the serial title will be kept in two separate depositories. One copy will remain as a “dark” copy for archival purposes while the other copy will be allowed to circulate. All other copies of this serial title will be withdrawn. Other guidelines in the policy set standards for training depository staff in preservation activities and standards for storing the materials in optimum conditions. Duplication efforts have not yet been extended to monographs. The Regional Depositories Governing Council would first need to set guidelines on how many copies should be maintained in the state and established a preservation policy that addresses monographs. De-Duplication Efforts in OhioLINK OhioLINK has completed two pilot projects in which we have honed our procedures and established guidelines and standards for de-duplicating serial titles. We have also created a shared catalog system that represents the holdings of the two of shared depositories and one library of the third shared depository.

OhioLINK is in the process of creating an ongoing process for de-duplicating serial titles in the five regional depositories. We are fine tuning and testing our documentation and expect to begin this new process sometime this summer. Questions? If you have questions or comments concerning this report, please contact Anita Cook, anita@ohiolink.edu, 614-485-6753.