EAST Collection Analysis Rick Lugg & Ruth Fischer Sustainable - - PowerPoint PPT Presentation

Brandeis University / June 22, 2015

EAST Collection Analysis

Rick Lugg & Ruth Fischer

Sustainable Collection Services/OCLC

Davidson College, January 2008

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• ‘Deselection’ can encompass several goals:

– Transfer to offsite storage, automated storage & retrieval systems (ASRS) or compact shelving – Shared Print Archiving – Retention and Preservation – Digitization – Weeding or Withdrawal

• Connotes the care with which print

collections must be managed

Deselection: A Range of Options

SCS Mission

To help libraries manage and share print monographs

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Mission

Helping Libraries Manage and Share Print Monographs

January 8, 2015

SCS: Vendor Support for Monographs Analysis

Consulting Project Management Tools to interact & visualize Value added to data

Data

SCS TEAM & EXPERIENCE

• Ruth Fischer

Project Manager/Analyst

• Rick Lugg

General oversight/strategy

• Andy Breeding

Project Analyst as needed

• Eric Redman

Individual and group data preparation

• Argentic Software

Developers of GreenGlass

SCS People & Roles in EAST Project

• Stacks are overcrowded
• Use of print books is low and declining
• Library space is wanted for other purposes
• Print redundancy is significant
• The cost of keeping books on shelves is high
• Alternatives exists, but the data is scattered
• Traditional approaches to deselection are costly and

time-consuming

• Where do print book collections fit in the library’s

priorities?

Issues facing local print book collections

Independent action in a collective context

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• Johns Hopkins
• Boston College
• MIT Libraries
• Amherst College
• University of Vermont
• Middlebury College
• Rhode Island College
• Roger Williams University
• SUNY/Brockport
• SUNY/Oneonta

Individual Library Projects

Strong Preferences: Print, Self-Sufficiency, Proximity

Hathi Trust or

• ther digital

surrogate Print in Collective Collection Print in state Print within group

• MI-SPI (x2)
• CNY
• Maine
• VIVA Video
• VIVA Books
• WRLC
• CI-CCI
• TUG
• ALI/PALNI
• CSUs

SCS Shared Print Monographs Projects

As of February 2015, retention commitments for 8 million title- holdings. These represent 3.8 million distinct OCLC numbers.

• The challenge in working with groups of libraries

is that very few participant libraries have ever done anything like this before.

• SCS tools and services are designed to
• Help define the group
• Introduce new concepts and vocabulary
• Facilitate the conversation
• Ensure a shared understanding of the retention

agreement

• Enable local action

Shared Print Projects

Review reconsider renew Access Discovery Weed Register retention commitments Allocate retention commitments Decision support Analyze collection data Define the group or entity

Allocate retention commitments Decision

support Analyze collection data Define the group or entity

EAST PROJECT PLAN

• 1. New collection analysis participants (~30 libraries)
• Data work will start from scratch
• Bib, item, and circ extracts
• 2. Recent SCS clients (6-7 libraries)
• Data is less than two years old
• Original data will be used, but re-scoped
• 3. Older SCS Group projects (MSCS, ConnectNY)
• Data is more than two years old
• Retention commitments* will be used as targets

Collection Analysis Participants

*Note: “Retention commitments” throughout refers to making long-term retention commitments with willingness to share retained items with others in EAST.

• 1. New data sets: extracts of MARC records for in-scope

items, plus associated item and circulation data

• 2. Re-worked data sets: SCS will use the library’s original

data, filtered and scoped to EAST group specifications

• 3. Retention commitments as targets: SCS will reformat

CNY Pod 1 retention lists, and incorporate those commitments into the EAST group data set. MSCC will be used as a WorldCat comparator group. No other data from these projects will be used.

Data work varies by category

• In Scope: Circulating Print Monographs
• Out of Scope:
• Journals
• Special Collections
• Reference
• E-Books
• Government Documents
• Media
• Microforms
• Scores

Project Scope

Project Timeline: 2015

Task Timeframe Kick-off Meeting: Organizational June Kick-off Meetings: Collection Analysis July Confirm Project Leadership/Communication June/July Confirm Scope and Specifications July/August Category 1 Libraries: Data Questionnaire July-September Category 1 Libraries: Supply Bib, Item, Circ Data July-October Category 2 Libraries: Modify Existing Data July-September Category 3 Libraries: Configure Retention Lists for Matching July-August SCS will assess & optimize group-wide data strategy September-November Category 1 & 2 Libraries: WorldCat validation & matching; Hathi Trust matching November-December Category 1 & 2 Libraries: match against Category 3 retention lists November-December

Project Timeline: 2016

Task Timeframe Category 1 & 2: Compile and validate individual data roll-ups November-January GreenGlass access for Individual Libraries [optional] November-January Compile the EAST group-wide database January GreenGlass for Groups (G3) access January Experiment with Retention Scenarios using G3 Discussion/Decisions on EAST retention commitments Allocation of proposed retention commitments by SCS Re-load of GreenGlass to reflect proposed retention commitments and establish a safety net Individual libraries validate their holdings of items proposed for long-term retention and declare EAST commitments in WorldCat Individual libraries may rely on long-term commitments as they make collection management decisions and weed as appropriate Ongoing data management

Review reconsider renew Access Discovery Weed Register retention commitments Allocate retention commitments Decision support Analyze collection data Define the group or entity

COMMERCIAL IN CONFIDENCE

SCS METHODS & GREENGLASS

Library’s bib, item and transaction data for PRINT MONOGRAPHS

COMPARATOR LIBARIES

Sample

G3 employs data visualizations and modeling tools to enable groups of libraries to:

• understand their shared collection in terms of
• verlap, subject dispersion, and usage.
• experiment with various retention scenarios, and

estimate the impact on each participant library.

• commit to specific retention agreements, with

confidence in the outcome.

GreenGlass for Groups (G3)

G3 employs query tools and items list to enable individual libraries to:

• protect the right books and

thereby share responsibility for the collective collection.

• downsize print monographs collections, knowing that

long-term access to the content has been assured.

GreenGlass for Groups (G3)

• In development – September 2015 launch
• Works in tandem with proven GreenGlass features
• G3 Features
• Data Visualization: group data set
• Model Builder: estimate the impact of various

retention scenarios

• Post-allocation Workflow Support
• Reload GreenGlass
• Enhanced Query Builder
• Enhanced Item Lists

GreenGlass for Groups (G3)

G3 G3 Visu isualization Tools ls will ill be focused

• n
• n th

the Sh Shared Coll

• llection an

and will ill be metric sp specific

• Size
• Overlap
• Among project participants
• Comparator libraries
• State or province
• Country
• World
• HathiTrust
• CHOICE
• Su

Subject

• Usage
• Pub Year/Age of Collection

Still in development – Actual product screens TBD

LATER THAN

My

Still in development – Actual product screens TBD

Model 2

My

68%

Still in development – Actual product screens TBD

Still in development – Actual product screens TBD

Allocate retention commitments Decision

support Analyze collection data Define the group or entity

• SCS allocates retention commitments to participant

libraries

• SCS reloads GreenGlass to reflect retention allocations
• Participant libraries validate and secure their retained

items

• Participant libraries weed according to local needs

Retention Allocations and Beyond

Review reconsider renew Access Discovery Weed Register retention commitments Allocate retention commitments Decision support Analyze collection data Define the group or entity

COLLECTION ANALYSIS KICKOFF MEETINGS

• July 20th

Brandeis

• July 23rd

UMass/Amherst

• July 28th

Webinar

• August 4th Webinar

Collection Analysis Kick-Off Meetings

• From each library, we need expertise in these areas:
• Local cataloging practices

– E.g., where is the system control number; which call number should we use;

• Data extract processes

– E.g., who will actually provide the extract(s) to SCS?

• Access services

– E.g., who knows about circulation transactions, in-house uses

• Collection management/development

– E.g., what questions or comparisons are wanted from the data?

Collection Analysis Kick-off: Who Should Attend?

• Questionnaires are ILS specific
• Will be distributed during the week of June 29

Attendees should bring a completed cataloging and data questionnaire

• Overview of project/timeline
• Confirm scope
• Confirm holdings comparisons wanted
• Finalize understanding of data needed from each library
• Full MARC records for in-scope monographs
• Item Data
• Circulation Data
• Extent and format will vary by local system
• Review cataloging & data questionnaire
• Secure commitments on data delivery

Collection Analysis Kick-Off: Goals

Project Timeline: 2015

Task Timeframe Kick-off Meeting: Organizational June Kick-off Meetings: Collection Analysis July Confirm Project Leadership/Communication June/July Confirm Scope and Specifications July/August Category 1 Libraries: Data Questionnaire July-September Category 1 Libraries: Supply Bib, Item, Circ Data July-October Category 2 Libraries: Modify Existing Data July-September Category 3 Libraries: Configure Retention Lists for Matching July-August SCS will assess & optimize group-wide data strategy September-November Category 1 & 2 Libraries: WorldCat validation & matching; Hathi Trust matching November-December Category 1 & 2 Libraries: match against Category 3 retention lists November-December

Ruth Fischer fischerr@oclc.org 603-746-5991 Rick Lugg luggr@oclc.org 603-746-5991

Questions?