1. United We Stand: A Collaborative Approach to Legacy Print Collections Matthew Revitt, University of Maine Deb Rollins, University of Maine NELA Annual Conference October 21, 2013 www.maineinfonet.org/mscs/

2. What is Shared Print Anyway? Holding libraries commit to retain designated materials for a specified time period so that partner libraries may rely on their continued availability. www.maineinfonet.org/mscs

3. U.S. Print Retention Projects West Storage Trust Western US Journals CIC Large Midwest universities Journals ReCAP Columbia, Princeton, NYPL HathiTrust Scholars Trust -AESERL & WRLC Journals North East Regional Library Print Management Project Monographs & Journals Maine Shared Collection Strategy Monographs & Journals Center for Research Libraries PAN network www.maineinfonet.org/mscs

4. Drivers for Print Retention Space issues lack of it! Budget cuts wheres all the money gone? Cost per usage why did we buy this again? Availability of electronic resources paperless library? www.maineinfonet.org/mscs

5. Building on Collaboration and Trust MaineCat has encouraged resource sharing State-wide delivery 1.25 millions items/year Colby, Bates and Bowdoin are consciously building a shared collection of new print materials and e-resources Trust in commitments and continued access www.maineinfonet.org/mscs

6. Project Background Originated with the Larger Libraries Group Most libraries were running our 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 www.maineinfonet.org/mscs

7. Project Partners www.maineinfonet.org/mscs

8. Grant Proposal IMLS grant of $821,065 to create a shared print collections strategy: Create a collection analysis system Examine 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 scale Integrate E-book-On-Demand and Print-OnDemand www.maineinfonet.org/mscs

9. Grant Summary Monographs and journals (Government documents are excluded) The goal is to determine which titles should be retained long-term and by whom Libraries 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 Disclose our retention decisions locally and to the world www.maineinfonet.org/mscs

10. Project Management Project Team: Program Manager, Technology Director, Project PIs & Systems Librarian Directors Council Collection Development Committee Technical Services Committee National Advisory Board www.maineinfonet.org/mscs

11. MSCS Goals Identify long-term retention commitments from libraries Implement on-demand services in union catalog Define sustainable business model for beyond grant & current partners www.maineinfonet.org/mscs

12. MSCS Guiding Questions 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 material? What monograph copies could optionally be deselected, once retention decisions have been finalized? www.maineinfonet.org/mscs

13. Data Data Starting Points 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 www.maineinfonet.org/mscs

14. The Data - Where is it? Local 5 ILS catalogs with 3 catalogs merging soon 8 libraries Innovative Interfaces, Inc. (III) State MaineCat INN-Reach catalog of more than 100 Maine libraries National OCLC HathiTrust Internet Archive www.maineinfonet.org/mscs

15. Data The Details OCLC reclamation Cleaned up holdings and OCLC numbers Facilitated match across partners Local outputs (to Sustainable Collection Services) Monographs Exclusions Local outputs (to Systems Librarian) Serials www.maineinfonet.org/mscs

16. The Data Extracted Fields Item record number Last year circulation Created date Last checkin Barcode Out date Itype (value in the item Last out date that defines how it circulates) Volume and copy Call number Location Total checkout and total renewal Year to date circulation Reserve notes Internal use count Icode2 (Contributed to union catalog) Circulation Status Complete bib data www.maineinfonet.org/mscs

17. Data SCS Actions Additional data cleaningnormalizing, de- duping, and filling in missing data Matched titles to external data sourcesOCLC WorldCat (U.S. and State Holdings), HathiTrust Public Domain and In-Copyright items, and Internet Archive Consulting support Data reports www.maineinfonet.org/mscs

18. High Level View of the [Monograph] Data Bib records Unfiltered Item records Unfiltered Libraries 2,958,905 3,420,061 9 Bib records Filtered 2,920,014 (circulating titles 2,719,754) Item records Filtered 3,374,574 Unique Titles Filtered 1,754,598 www.maineinfonet.org/mscs

19. By titles" we can mean two different things 1. Title Set Bates Orono Bowdoin Colby Maine SL Portland PL USM 2. Title Holding www.maineinfonet.org/mscs UM-

20. Circulation Counts Circulating Titles Only MCSC Title-Holding Counts 1 All Filtered Title Holdings - CIRCULATING TITLES All Libraries % 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%

21. WorldCat Counts - US 14 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%

22. WorldCat Counts - Maine 26 Unique holding in Maine 969,915 33% 27 Unique holding in Maine - FRBR 764,154 26% 28 2 Holdings in Maine 612,546 21% 29 2 Holdings in Maine - FRBR 564,616 19% 30 3 Holdings in Maine 440,802 15% 31 3 Holdings in Maine - FRBR 444,611 15% 32 4 Holdings in Maine 315,535 11% 33 4 Holdings in Maine - FRBR 347,388 12% 34 5 Holdings in Maine 204,703 7% 35 5 Holdings in Maine - FRBR 243,151 8% 36 6-9 Holdings in Maine 299,442 10% 37 6-9 Holdings in Maine - FRBR 405,270 14% 77,071 3% 150,824 5% 38 10+ Holdings in Maine 39 10+ Holdings in Maine - FRBR

23. 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%

24. 99 titles are held by all 9 MSCS Institutions Pub Year MSCS 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 515 Title/Author 24

25. MSCS Circulating Title-Holdings by Holding Level Circulation 1,200,000 Levels 1,000,000 Zero Circulations 800,000 374,062 267,658 1-3 Circulations 600,000 403,284 204,219 341,231 400,000 232,054 200,000 295,425 393,391 208,430 1 2 3+ Number of MSCS Libraries Holding Title

26. Data Split into Two Steps 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 www.maineinfonet.org/mscs

27. MSCS Title-Holding by Holdings Level 1,800,000 1,600,000 1,400,000 Not Widely Held Titles Step 1 1,200,000 1,000,000 Widely Held Titles Step 2 800,000 1,655,421 600,000 1,064,333 400,000 200,000 - 1-2 3+ Number of MSCS Libraries Holding Title

28. Step 1 Further Divisions Limited to publication date 50 in OCLC, local interest/special collections CTR