Brandeis University / June 22, 2015 EAST Collection Analysis Rick Lugg & Ruth Fischer Sustainable Collection Services/OCLC
Davidson College, January 2008 2
3 Sustainablecollections.co m
Deselection: A Range of Options • ‘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
SCS Mission Mission Helping Libraries To help libraries manage and share Manage and print monographs Share Print Monographs 5 Sustainablecollections.co m
January 8, 2015
SCS: Vendor Support for Monographs Analysis Consulting Project Management Tools to interact & visualize Value added to data Data
SCS TEAM & EXPERIENCE
SCS People & Roles in EAST Project • 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
Issues facing local print book collections • 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?
Independent action in a collective context 11
Individual Library Projects • Johns Hopkins • Boston College • MIT Libraries • Amherst College • University of Vermont • Middlebury College • Rhode Island College • Roger Williams University • SUNY/Brockport • SUNY/Oneonta
Strong Preferences: Print, Self-Sufficiency, Proximity Hathi Trust or other digital surrogate Print in Collective Collection Print in state Print within group
SCS Shared Print Monographs Projects • MI-SPI (x2) • As of February 2015, retention CNY commitments for 8 million title- • Maine holdings. • VIVA Video • VIVA Books These represent • WRLC 3.8 million distinct OCLC numbers. • CI-CCI • TUG • ALI/PALNI • CSUs
Shared Print Projects • 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
Define the group or entity Review Analyze reconsider collection renew data Access Decision support Discovery Allocate retention commitments Weed Register retention commitments
Define the group or entity Analyze collection data Decision support Allocate retention commitments
EAST PROJECT PLAN
Collection Analysis Participants 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 *Note: “Retention commitments” throughout refers to making long -term retention commitments with willingness to share retained items with others in EAST.
Data work varies by category 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.
Project Scope • In Scope: Circulating Print Monographs • Out of Scope: • Journals • Special Collections • Reference • E-Books • Government Documents • Media • Microforms • Scores
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; November-December Hathi Trust matching Category 1 & 2 Libraries: match against Category 3 retention November-December lists
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
Define the group or entity Review Analyze reconsider collection renew data Access Decision support Discovery Allocate retention commitments Weed Register retention commitments COMMERCIAL IN CONFIDENCE
SCS METHODS & GREENGLASS
Library’s bib, item and transaction data for PRINT MONOGRAPHS
COMPARATOR LIBARIES
Sample
GreenGlass for Groups (G3) G3 employs data visualizations and modeling tools to enable groups of libraries to: • understand their shared collection in terms of overlap, 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
G3 G3 Visu isualization Tools ls will ill be focused on on th the Sh Shared Coll ollection 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
My LATER THAN 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
Define the group or entity Analyze collection data Decision support Allocate retention commitments
Retention Allocations and Beyond • 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
Define the group or entity Review Analyze reconsider collection renew data Access Decision support Discovery Allocate retention commitments Weed Register retention commitments
COLLECTION ANALYSIS KICKOFF MEETINGS
Collection Analysis Kick-Off Meetings • July 20 th Brandeis • July 23 rd UMass/Amherst • July 28 th Webinar • August 4 th Webinar
Collection Analysis Kick-off: Who Should Attend? • 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?
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