In the Interest of Cooperation :

IN THE INTEREST OF COOPERATION:

The Colby, Bates and Bowdoin Journey in Collection Development and Catalog

Sharing

Undergraduate, four-year liberal arts colleges

CBB Library Consortium

Ladd Library Bates

Hawthorne-Longfellow Library Bowdoin

Miller Library Colby

CBB has been committed to complementing one another’s

collections for more than 20 years.

CBB Collection

Retention agreements for some large historic sets, government documents, reference materials, 19th century journals.

Purchase decisions consider CBB holdings. For music, coordinate purchases of M2s and M3s.

Since 1995, CBB group e-purchases (databases, e-books).

With Automated Systems--Policies & Infrastructure

CBB standardized loan periods.

Standardized policies – reserves, renewals, recalls, billing, replacement.

Patron types, patron blocks, consistent coding.

Fast, reliable delivery mechanisms needed to be in place; Saturday deliveries, commitment to turnaround time.

Library Website/Catalog Snapshots

Pre-CBB and WebOpac Summer 1998 library website Access to catalog was via telnet, to

character-based catalog

Sept. 1998 & Sept. 1999

Sept. 1998 shared CBB search interface Used request functionality within Innovative Needed to load each schools patron records Loan rules aligned

Maine Info Net, January 2001

Requestable / not requestable Item types became very important Record cleanup No more loading of patron records! (Maine Info Net is now Maine Cat)

NExpress (2004-2006)

Returnables Non-Returnables (Articles), also direct

patron requests

Aug. 2009

New version of the local catalog Implementing AquaBrowser

Shared CBB discovery system No circulation, etc., functionality Still request through MaineCat and NExpress

CBB Mellon Cooperative Collection Development Planning Grant (2006-

2009)

Goals Expand CBB collection through reduction of

duplication

Build campus culture that views CBB collection as shared

Facilitate budget and space sharing

Apples, Oranges and Pluots

Similar Size, undergraduate programs, budgets, staff size Loan rules, delivery service in place, history of

cooperation, willingness to experiment Not so similar

Separate catalogs Different budget approaches Library cultures for collection development Multiple vendors Campus cultures Data reporting, fund codes

YBP Book Joint Approval Plan

Starting May 2008 Library separate accounts

Shipments rotated every three months

Common profile and publisher list

Cooperative plan, all subjects except Art and Architecture

2009 Report to Mellon

% Duplication (48% decrease)

Collective Cost Savings (71% decrease)2007 2009

0%

10%

20%

30%

40%

% Duplication of Titles

2007 20090

50,000

100,000

150,000

200,000

250,000

300,000

Duplication Cost

Score Joint Approval Plan

2009-CBB Music Librarian meeting

Book plan provides framework

Score Planning

2010-Meet with Christine Clark from Theodore Front

Billing/Invoicing

Timing of shipments

Distribution of shipping lists

Separation of firm orders from approval shipments?

Apples, Oranges, and Pluots(Handel, Higdon, and Herbie Hancock)

Other Score Considerations Binding

Cataloging (MARC records)

Research and performance needs of each College

Standing orders

Score Approval Profile

Contemporary Composers

Popular Music/Jazz

Women Composers

Score Format

Ensembles

Max cost

Profile Revision

Type of binding

Exclusion of publishers

Popular music/Jazz

Exclusion of instruments

Difficulty of music

Decreased max cost

Colby-25% popular

The Results

After approval of CBB Collection Development Committee, first shipment to Bates (July 2010)

Shipments totaling $1000 received on rotating basis once a month

Approximately 935 total scores received to date

Current collection

Other Collaborative Collection Development

E-resources

eBooks eBrary Oxford

Database negotiations

CBB Cat (AquaBrowser)

Discovery for CBB Collection Records are loaded nightly from the 3

local Innovative catalogs Serials holdings from Serials Solutions are

loaded monthly Each school has it’s own “skin” Includes scopes Includes advanced searches

Bowdoin (All)

Bates, Music, Advanced Search

Colby, Scores, M1630

Bates, All, Basic search

Sept. Stats (CBB level only)

Search methods 13,495 (48%) searches from homepages 11,418 (40%) search box 2,144 (7.6 %) advanced search

No stats on usage of Scopes Facets

Facets (Sept.)

Local Catalog vs. AquaBrowser

AQB did not replace local catalog, even with Advanced Search and Scopes

About 50/50 Percentage of Local use increases as end

of semester looms Most likely

AquaBrowser, unknown, discovery Local, known, specific formats

Implementation

Contract signed Sept. 3, 2008 3 catalogs and customization, so we

strongly suspected it would be more than 90 days

April 2, 2010, meeting with Jane Burke July 6, 2010, Phase 1 implementation

complete.  Oct. 4, 2010, Phase 2 implementation

complete.

Fundamental issues

Customization Media Lab did not scale up Individual implementations SASS model, Dec. 2012 end date Serials Solutions into cloud, no end date

for AQB

 Your search has been expanded by ... is limited to 3 expansion terms.  AQB could not limit the number of terms included in any meaningful way.

In short record display, when checking boxes and choosing the print option in the pull-down menu, AQB has associated locations and call numbers in the best way they can.

Sometimes the back button does not work.  AQB has solved this to the extent that they can.

AQB could not give us exact documentation on how relevancy ranking works.

The server has not been moved to the U.S. Phrase searching is not an option. CBB does not have the ability to manually force re-indexing

apart from the automated schedule, and we no longer want that capability.

My Discovery does not use LDAP. Hiding the word cloud cannot be configured at the skin level. The web crawler is not implemented, per a decision from

Shared Catalog Committee. Federated search is not integrated, per decisions from CBB.

Systems Future

World Cat Local / World Share Management System

??? When changing systems, we always ask

the question, 1 catalog (i.e., 1 system) or 3? Band width had been a problem Cost had been prohibitive

Do users really want a CBB view, separate from a Nexpress/MaineCat view

THANK YOU!

Sharon Saunders, Associate College Librarian for Systems and

Bibliographic ServicesBates College

ssaunder@bates.edu

Karen Jung,Music Librarian

Bowdoin Collegekjung@bowdoin.edu

Special thanks to: Joan Campbell, Bowdoin, Collection Development LibrarianMary Macul, Bowdoin, CatalogerToni Katz, Colby, Assistant Director for Technical ServicesPeggy Menchen, ColbyJulie Retelle, Bates, Access ServicesChris Schiff, Bates, Music and Arts LibrarianMargaret Ericson, Colby, Music and Art Librarian