Dr. Clem Guthro, Director of the Colby College

LibrariesMSCS Project Co-PI

Maine Shared Collections Strategy: Print Archive Network Update

www.maineinfonet.net/mscs/

Academic LibrariesUniversity of Maine, University of

Southern Maine, and 5 small campusesColby, Bates and BowdoinUniversity of New England7 Community CollegesSmall private colleges (Unity, Thomas, St.

Josephs, College of the Atlantic, Maine Maritime Academy, Maine College of Art, Husson, Beal, Kaplan)

The Library Context in Maine

Public Libraries265 public libraries 2 flagship publics –Bangor and Portland150 with collections smaller than 20,000 vols

Maine State LibraryMaine Law and Legislative Reference

LibrarySpecial Libraries

23 hospital libraries2 Independent Labs (Jackson and Bigelow)

The Library Context in Maine

Maine InfoNetMaineCat – Statewide catalogMarvel – Statewide databases

Larger Libraries9 largest libraries in MaineDirectors meet twice a yearAnnual staff development day

CBB (Colby, Bates, Bowdoin)Cooperative collection developmentCommon loan periods & 6 day a week

deliveryState-wide delivery -1.25 million items/year

The Library Context in Maine

Larger Libraries Group- 9 largest collectionsLong tradition of collaboration and trust

(100 years)Most libraries were running out of space

and unlikely to get additional spaceThe collections of the Larger Libraries

Group represent ¾ of the print collections in Maine

Wanted a shared approach to managing legacy print collections for the long term

Looking to be leaders in the print collection space

IMLS Grant background

http://www.maineinfonet.org/MSCS

IMLS Grant & Project Partners2 public universities, 3 private colleges,

state library, 2 public libraries, 1 state-wide library consortium

$821,000 three year grant to create a shared print collections strategy

Create a collection analysis system to analyze the collections and assist in decision making

Examine the presence of large scale digital collections (Hathi Trust and Internet Archive) as a determiner of what to keep in print

Integrate Print on Demand for large scale digital collections where local print copies are unavailable

Integrate Electronic on Demand for large scale digital collections

IMLS Grant – The original

Focus is monographs and journals (Government document are excluded)

The goal is to determine which volumes should be retained long term and by whom

Develop a method to make retention decisions at scale

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

Expose our retention decisions to the worldBe part of the emerging national conversation

Grant focus

Build on the collaboration that is a norm in Maine

Help faculty and the public to think of our libraries as collaborative partners in building and preserving collections

We wanted the emphasis to be on print retention and not on weeding. Our message to our community is that we are preserving the print heritage in Maine.

We wanted to capitalize on the robust physical delivery system and tradition of sharing to help us

Political Goals

Wanted a sustainable business modelWanted a formal Memorandum of

Understanding to guide the ongoing work.Wanted a governance and operational

structure that was “light weight” but workable

Governance and Business

http://www.maineinfonet.org/MSCS

Project ManagementProject TeamContracted Systems LibrarianDirector’s CouncilCollections CommitteeTechnical Services and Systems CommitteeNational Advisory Boardhttp://www.maineinfonet.net/mscs/about/pe

ople/

http://www.maineinfonet.org/MSCS

Data WranglingOCLC reclamationOCLC WorldCat Collection AnalysisSustainable Collections Services2.9 Million records

1 2 3+ -

200,000

400,000

600,000

800,000

1,000,000

1,200,000

295,425 208,430

393,391

341,231

232,054

403,284

374,062

204,219

267,658 Zero Circula-tions

1-3 Circula-tions

Number of MSCS Libraries Holding Title

http://www.maineinfonet.org/MSCS

Scenario 1- Commit to RetainHeld by 1 or 2 libraries (1,076,188

titles/1,258,195 items)Retain copies if any circulation or reserve

activityRetain “protected” category copies even if

no circulation (Maine and/or institution specific items)

Retain Special Collections/Archives copies even if no circulation

Retain unique in OCLC (only 0‐9 copies in OCLC) even if no circulation

Compare remaining 0 circulation copies with both HathiTrust and Internet Archive – “Needs further examination”

http://www.maineinfonet.org/MSCS

Scenario 1- Further refinements

Scenario 1 titles split into two groupsTitles with a single item record per bib

record approximately 900,000 items (about 91% of the titles and 78% of the items) (Commit to retain)

Titles with multiple item records per bib record approximately 100,000 items (about 9% of the titles and 22% of the items) – “Needs further examination”

Divide these further into multi‐volume sets and multiple copies and add to “Needs further examination”

http://www.maineinfonet.org/MSCS

Next StepsGet MOU’s signedAdd 583 Commitments in our local catalogs

and create LHRs to load these holdings to OCLC – about 900,000 titles ready to go.

Integrate retention commitments into MaineCat

http://www.maineinfonet.org/MSCS

http://www.maineinfonet.org/MSCS

Next Steps…Examine the “Needs further examination

group”Develop criteria for the remaining part of

the collection that has 3+ holdings.Join the Hathi TrustIntegrate Print on Demand and E on

DemandWork on journals

See how our project plays with the newly evolving North East Regional Print Library Management Project